Effective Date: 12th October 2020
Personal data means any information relating to an identified or identifiable natural (living) person. HelpMyStreet processes personal data for a number of reasons, and the means of collection, lawful basis of processing, use, disclosure and retention periods for each reason will differ.
The HelpMyStreet CIC (Community Interest Company) was registered by the founders of Factor 50 Ltd as a not-for-profit entity in response to the UK Coronavirus outbreak. Factor 50 Ltd will act as a data processor and provide skills and services for HelpMyStreet CIC, including but not limited to data environments, information governance framework and technical resource. Factor 50 Ltd is registered with the ICO (Registration number: ZA488135) and have met the 19/20 Standards of the NHS Digital Data Security and Protection Toolkit (ODS: 8K896). More detail on how we share data with our data processors can be found below in the section ‘Do we share personal data with third parties?’.Who can you contact for privacy questions or concerns?
You may also contact the UK Information Commissioner’s Office at https://ico.org.uk/concerns/ to report concerns you may have about our data handling process. Our ICO registration number ZA737386.How do we collect personal data?
We obtain personal data directly from individuals in a number of different ways. These can include:
We may also obtain personal data directly when we are establishing a business relationship, or through performing professional services through a contract.
We obtain personal data indirectly from a number of sources. These can include:
Our services may also include processing personal data under our clients’ control on our hosted cloud applications, which may be governed by different privacy terms and policies.What are the categories of personal data that we collect?
We may obtain the following categories of personal data through either direct interactions, client engagements, suppliers, job applications or other situations including those described in this Policy.
Personal data we commonly collect to conduct our business activities include:
For people working on our platform:
For volunteers offering help and anyone registering an account with us:
For people submitting requests for help on behalf of someone else:
For people requesting help (including where help is requested on their behalf):
Special categories of personal data
We may collect some special categories of personal data about individuals where it is necessary to do so. In the event that we do process special categories of personal data, it is with the explicit consent of the individual unless it is obtained indirectly for legitimate purposes. Examples of special categories of personal data we may obtain include:
Personal data relating to criminal convictions
We may obtain personal data about employees, contractors or any other individual providing services for us that reveals information about criminal convictions.What are the lawful bases we use for processing personal data?
In order to process personal data we must have a lawful basis for doing so. We may depend on the following lawful bases when collecting and using personal data to perform our business activities and provide our services:
We will always endeavour to explain our rationale for collecting personal data and maintain transparency throughout. Reasons can include:
Sometimes we may share personal data with trusted third parties to help us deliver effective and quality services. These recipients are either contractually bound to safeguard the data we entrust them or will sign an agreement to ensure this is the case. Recipients that we engage with can include:
We may also share your information with a third party if there is a legal obligation to do so (e.g. a court order), or in extreme circumstances where we believe it is in the service user’s best interest to do so (e.g. contacting the emergency services).
We will also share your information with other verified users where it is necessary to deliver our service.
We will never share your information with a user that has not been verified unless you have given your consent to do so. Examples of sharing include:
When a user submits a request for help in an area where we do not currently have any volunteers, we may share some of the details collected with third parties to help us recruit volunteers to provide coverage. Where we do this, we will use high-level or aggregated data only and will not share any personal data in. For example, we might approach a local community groups and say ’We have had 10 requests for help in your area over the last 24 hours’.Do we transfer personal data outside the European Economic Area (EEA)?
Cookies are small text files that can be used by websites to make a user's experience more efficient.
The law states that we can store cookies on your device if they are strictly necessary for the operation of this site. For all other types of cookies we need your permission.
This site uses different types of cookies. Some cookies are placed by third party services that appear on our pages. The following types of cookies may appear on our site:
What type of cookies are used and why?
The table below explains the cookies we use and why.
Where cookies are used, a statement will be sent to your internet browser explaining their use. You can change or withdraw your consent at any time by changing your browser settings.What are your data protection rights?
Your rights are outlined below. To submit a request, please email firstname.lastname@example.org
The right of access to personal data
You have the right to access your personal data held by us.
The right of rectification
You have the right to request the correction of personal data held by us to the extent that it is inaccurate or incomplete.
The right to data portability
You have the right (in certain circumstances) to obtain personal data in a format to allow you to transfer it to another organisation.
The right to withdraw consent
You have the right to withdraw consent at any time, and the process to withdraw consent will be as easy as the process to give consent.
The right to object
You have the right to object to processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling).
This right also applies to direct marketing and processing for purposes of scientific/historical research and statistics.
The right to restrict processing
You have the right (in certain circumstances) to “block” or suppress the processing of your personal data.
The right to object to automated decision making (including profiling)
You have the right (in certain circumstances) to object to automated decisions (including profiling) based upon the processing of personal data and request human involvement.
The right to erasure/to be forgotten
You have the right (in certain circumstances) to request the deletion of personal data where there is no compelling reason for its continued processing.
We may request specific information from you to help us confirm your identity and therefore ensure your rights. This will help us guarantee that personal data is not disclosed to any person who has no right to receive it.Personal data security
The measures we use to ensure personal data security include:
Please be aware that the transmission of data via the Internet is not always completely secure. Whilst we will do our utmost to protect the security of your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.How long do we retain personal data?
We retain personal data to:
Unless a different time frame applies as a result of business need or specific legal, regulatory or contractual obligations, we retain personal data for two years from the most recent engagement or processing but no longer than three months from the termination of the site.
We will dispose of personal data in a secure manner when we no longer require it.Job applicants, current and former employees (including volunteers working on the site)
Personal details you provide in your application for a job opening at HelpMyStreet will be used by us to process your application in accordance with the GDPR and other applicable laws.
We may also share your data with approved organisations for fraud prevention purposes or with other third-party suppliers working on our behalf, such as employment verification service providers.
In all instances we take steps to ensure that an adequate level of protection is given to your personal data. Any information provided will only be stored for the necessary amount of time required, after which it will be safely destroyed. By submitting your application you are agreeing to your data being processed in accordance with these terms.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.
Once a person has taken up employment with HelpMyStreet (including unpaid), we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete or anonymise it.Visitors to our websites
When someone visits https://www.helpmystreet.org/:
On our website (https://www.helpmystreet.org/) and its subdomains, we may provide links to other websites or third parties - known as external links. This privacy notice does not cover the links within this site linking to other websites or third parties. We encourage you to read the privacy statements on the other websites you visit.
External links are selected and reviewed when the page is published. However, we are not responsible for the content of external websites we have no control over. The content on external websites can be changed without our knowledge or agreement.
Some of our external links may be to websites which also offer commercial services, such as online purchases. The inclusion of a link to an external website from our website should not be understood to be an endorsement of that website or the site?s owners, their products or services. Links may include websites (URLs), email addresses (for other organisations or individuals outside of the helpmystreet.org domain), telephone numbers etc.People who email us
Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy.
We keep our privacy notice under regular review. This privacy notice was last updated on 12th October 2020.