The Rose Road Association privacy policy
Privacy statement
The Rose Road Association is committed to protecting your privacy. We ensure all your personal information is held securely and safely.
This Privacy Statement explains how we collect, use and store information, and what that might mean for you. The Rose Road Association holds and processes personal details in accordance with the General Data Protection Regulations and is registered with the Information Commissioner (Registration Number Z5670976) as a data controller.
We collect and process information for the following purposes:
- To provide safe and effective care and support services and to give appropriate information, advice, and support.
- To send you information about how to book sessions or stays with us or general news about disability or The Rose Road Association.
- To promote the Association, our events and campaigns, and the work we are doing.
- To ensure the health and safety of our service users, staff and visitors, and to assist in the prevention and detection of crime.
What Information we collect
We currently collect and process the following information about the people who use our services, visitors, our supporters, and donors:
- Personal identifiers, contacts and characteristics (e.g. name, date of birth, and contact details) of service users and their main carer.
- Contact details, donation information, interests, events attended, and communication preferences of supporters and donors.
- Photographs and videos of people using our services.
- Photographs and videos of people attending events.
- Information about health, care needs, and disabilities of service users.
- Information about enquiries made to our SEND Information, Advice, and Support Service helplines.
- Demographic information such as race or employment status.
- CCTV images of people and vehicles at The Bradbury Centre.
- Dashboard camera images from Rose Road Association vehicles.
- Data from our website and other collection methods, including anonymous and aggregate data.
How we get the information and why we have it
Most personal information is provided directly by you for one of the following reasons:
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To assess and meet your health and social care needs.
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To document and promote service activities using photographs.
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To provide advice and support through our helplines.
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To ensure inclusive service delivery using demographic data.
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To confirm donation receipts and impact to supporters.
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To manage events and campaigns through marketing consent and attendance records.
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To improve our website services via cookies and tracking.
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To comply with electronic communication regulations (e.g., unsubscribe options in emails).
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To monitor premises and vehicles through CCTV and dashcam footage:
- To prevent/detect crime
- To identify/prosecute offenders
- To ensure premises/vehicle security and staff/user safety
- To comply with health and safety rules
- To support disciplinary procedures with evidence
We also receive personal information from:
- Commissioners referring individuals to our care and support services.
Profiling and segmentation
Profiling and segmentation help us improve our fundraising and services by analysing supporter characteristics. We may use public data sources (e.g., Electoral Roll, ONS, credit score companies) to build supporter profiles and segment our database.
This enables us to:
- Send relevant and timely communications
- Share local appeals and activities
- Identify supporters for future opportunities
- Maximise cost-efficiency in fundraising
- Avoid marketing to vulnerable individuals
Lawful basis for processing personal information
Under GDPR, our lawful bases include:
- Contractual obligation – to collect demographic data for commissioners.
- Legal obligation – to collect health and care information.
- Public task – to handle helpline enquiries under a statutory service.
- Consent – for use of images outside the organisation.
- Legitimate interest – to manage information about donors and supporters.
Legitimate interests
Legitimate interests allow us to use personal information to further our mission of supporting severely disabled children and young adults in Hampshire, provided your rights and interests are not infringed.
This may include:
- Sending marketing and communications
- Conducting supporter research
- Acknowledging donations and their impact
- Organising events and updating preferences
Sharing information
- We may share service-user data with health and social care professionals for safety and health reasons.
- We may share CCTV and dashcam images with insurers, law enforcement, or via Subject Access Requests.
- We do not sell, rent, or share your personal information with third parties.
- We may share anonymous, aggregate website user data.
How we store your information
- Stored securely in password-protected databases or locked filing cabinets.
- CCTV images are deleted/overwritten within one month.
- Dashcam footage is overwritten after approx. 1.5 hours.
- Data retention follows our Records Retention Policy (available on request).
Google Analytics
We use Google Analytics to understand website usage. It tracks anonymised IP data but no personally identifiable information.
Your data protection rights
Under data protection law, you have the following rights:
- Access – Request copies of your personal data
- Rectification – Ask us to correct or complete your data
- Erasure – Request deletion of your data in certain cases
- Restriction – Limit how your data is processed
- Objection – Object to data processing (e.g., for marketing)
- Data Portability – Request transfer of your data
Requests are free, and we must respond within one month.
Changing how we store and process your data
We may update our privacy policy from time to time. Please check back regularly to stay informed.
Our data protection contact details
Data Security & Protection Lead:
Kirsty Dennett, Head of Finance & Central Services
Phone: 023 8072 1234
Email: gdpr@roseroad.org.uk
Address:
The Rose Road Association
The Bradbury Centre
300 Aldermoor Road
Southampton SO16 5NA
Complaints
If you are unhappy with how we handle your data, you can contact the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Download our privacy notice
Last updated: September 2024