Privacy Policy

This is our new privacy statement, which comes into effect on 25 May 2018.

At One Trust, we are committed to respecting your privacy and protecting your personal information.

We promise to respect all personal information that you share with us, or we receive from other organisations, and keep it safe. We will be clear when we collect your personal information and we will not do anything you would not reasonably expect us to.

This privacy statement will explain how and why we use your personal information, to ensure you remain informed and in control of your information.

To make it easier for you to review those parts of the Privacy Statement which apply to you, we have divided up the document into sections.  Please read the relevant section(s) below for further information.

  • Section 1: General
  • Section 2: For our Customers
  • Section 3: For our Employees
  • Section 4: For Job Applicants
  • Section 5: For Website and Social Media Visitors
  • Section 6: One Trust Email/ IT and Communications

One Trust is registered company in England and Wales no. 09497463 and a registered charity no. 1164523.

One Trust is registered as a data controller with the Information Commissioner’s Office https://ico.org.uk/global/contact-us  under the Data Protection Act 2018 and our registration number is ZA199329

Our Vision

To lead the way in creating, “A world where people with profound and multiple learning disability and their family carers are valued, can realise their potential and live their lives the way they choose”.

 

One Trust  Privacy Statement

This Privacy Statement explains what personal data and other information is collected by us, One Trust (“One Trust”, “we”, “our”, “us”), as part of our activities, and how we use or process that information.

We are committed to complying with the latest Data Protection Act and the EU General Data Protection Regulation (EU) 2016/679. These are referred to in this Privacy Statement as the “data protection legislation”.

The data protection legislation gives you various rights regarding the way in which we store and use your information. These are set out below in section 1.1 Your rights under the data protection legislation.

For the purpose of the data protection legislation, the data controller is:

One Trust

21 Church Lane,
Tooting,
Wandsworth,
London,
SW17 9PW.

ICO Registration Number: ZA199329

Our Data Protection Officer can be contacted:

Robert Wassall

Head of Legal

Think Marble Limited

Lancaster Court

8 Barnes Wallis Road

Fareham

HAMPSHIRE

PO15 5TU

UK

T:+ 44 (0) 333 101 4 399

E: robert.wassall@thinkmarble.co.uk

 

This Statement may change at any time so please review it from time to time.
Section 1: General

 

Laws apply to One Trust’s use of anyone’s personal information and everyone has rights regarding how their personal information is handled. We have published this Statement to tell you:

  • What information we may collect about you
  • How we store your personal information
  • What we use your personal information for
  • Who (if anyone) we may pass it on to and how they use it, and
  • Your rights as an individual

In this Privacy Statement, when we use the following words or abbreviations they will have the following meanings:

Word or abbreviation Meaning
Board member or members Member/s of the One Trust Board of Trustees
Customer An individual who is a recipient of One Trust services including parent carers.
Employee or employees Any or all people employed whether full time or part time, permanent, temporary or fixed term contract. This Statement also applies to
Secure IT System The internal One Trust computer network, hosted email, cloud backup, V.O.I.P phone system
Member or members Includes (but is not limited to) other people that may from time to time be involved with the operation of the organisation such as consultants, volunteers, contractors, people on work placements, interns etc.
Personal data or personal information Information from which the identity of a living individual may be determined. Examples of Personal Data include (but are not limited to) first and last name, home or other physical address, email address, phone number, work history and other contact information.
Sensitive or special category personal data or information This is defined as personal data consisting of information about one or more of:

 

·       Racial or ethnic origin

·       Political opinion

·       Religious or philosophical beliefs

·       Trade union membership

·       Genetic or biometric data

·       Physical or mental health or condition

·       Disability

·       Sex life or sexual orientation

·       Criminal convictions and offences as well as alleged offences

Visitor An individual visiting our website
Website www.onetrust.co.uk

 

 

  1. Your rights under data protection legislation

 

One Trust will ensure that the rights of people about whom information is held can be fully exercised under data protection legislation. These rights are:

  • The right to information – under this right we must provide information to you and demonstrate that we collect and process your personal data fairly. We do this mainly through the One Trust Privacy Statement.
  • Right to access – you have the right to obtain confirmation that your data is being processed; access to your personal data; and other supplementary information
  • The right to rectification – you have the right to have information about you corrected and / or to challenge us about the accuracy of the information we hold
  • Right to erasure – the right to erasure (also known as the right to be forgotten) states that the you can have personal data erased under a number of specific circumstances
  • Right to restrict processing – you are allowed, under certain specific circumstances, to prevent us from conducting specific processing of your data
  • Right to data portability – you can request a copy of the information you have provided to us in a useful electronic format that another organisation could use
  • Right to object – you can object to us processing your data if we cannot demonstrate legitimate grounds for that processing
  • Right to withdraw consent – you have the right in certain circumstances to withdraw your consent for us to process your personal information
  • Right to appropriate decision making – you have the right not to be subject to a decision based solely on automated processing; One Trust do not use this form of automated processing
  • Right to notification; it is our duty to notify any third parties that may process our data if you exercise your rights to rectify, restrict or erase your data
  • Right to make a complaint to the Information Commissioner’s Office (ICO)
  • Report a concern online at https://ico.org.uk/concerns/
  • Call 0303 123 1113
  • Or write to:

Information Commissioner’s Office,

Wycliffe House, Water Lane,

Wilmslow, Cheshire, SK9 5AF

Should you wish to exercise any of your rights, please contact One Trust Data Controller.

  1. Retention of information

We retain your information only as long as we need it. We base our record keeping on the One Trust Retention Schedule. If you have a specific query regarding how long we retain your information please contact us using the details above.

  1. Consent

Where we have requested your specific consent for processing your information (for marketing for example), you have the right to withdraw that consent at any time by contacting the. You may unsubscribe from marketing emails by following the instructions given at the bottom of the email.

  1. Complaints

If you are dissatisfied with the way we have handled your personal data you should contact the One Trust Data Controller so that we can investigate in the first instance. Following our response to you, if you are still dissatisfied then you have the right to complain to the Information commissioner’s Office (ICO).

Section 2: For our customers

 

2.1 Information we may collect from you 

 

We may collect the following personal information about you:

When you first come to see us 

  • Your name and contact details for use across One Trust and by our suppliers and partners
  • Detailed personal information (including sensitive personal information) such as age, sex, date of birth, ethnicity, particular needs or preferences so that we can understand our customers and their needs better
  • Where relevant, bank details and direct debit information to make payments such as service charges (we only exchange details with the account holder and the third party who manages our Direct Debits)
  • Benefit information to verify your circumstances and assist you with financial assessment.
  • Income and earning information to assist you with financial assessments.
  • Information that you provide during the referral process
  • Information that you provide to other members of staff
  • Feedback from our contractors, about their appointments with you
  • Voice and video including CCTV recordings for safety, and quality management

To enhance your experience with One Trust 

  • You can give us details of your friends, relatives or neighbours who you trust to contact us on your behalf e.g. to arrange one of our services for you
  • You can give our details to anyone to whom you have given a Power of Attorney so they can contact us on your behalf
  • With your consent, we can use your name, photo, video or story for marketing materials, advertising or press releases or use by the media
  • We will use any complaints about our service or other individuals, or accidents or incidents, to improve One Trust’s services
  • We will use your comments about services, from us or our suppliers, to improve One Trust services
  • We will hold records of payments for the services
  • We may hold information about your history. For example, regarding offences, if we need it to look after our colleagues, business or anyone else
  • We will receive information from other service providers and we will exchange the information we need in order to provide a service to you on their behalf
  • We may receive management information about the accounts we manage
  • We may get the information, or related information, from you or our partner organisations (see below), other people, our colleagues or public information sources including the Disclosure and Barring Service (formerly the Criminal Records Bureau).
  • We may also record factual information whenever you contact us or use our services, and of other actions.

Legal Basis

The legal basis’ we rely on for using personal information in these ways are as follows

  • Processing is necessary for the performance of a contract
  • Processing is necessary for the compliance with a legal obligation
  • Processing is necessary for our legitimate interests or
  • Consent has been obtained

2.2 Where we store your personal information 

 

We are committed to holding your personal information securely. This means only those of our colleagues and contractors that need to see it have access.

If we can store your personal information solely on our secure IT system we will, however there will be cases where we have paper copies instead, or as well.

Our secure IT system is at our offices but we do use mobile devices outside our offices if they are secure and under our control.

Occasionally our processors or sub-processors may process information outside the European Economic Area (EEA). Where this happens we will ensure that the processor is compliant with the data protection legislation including transfer agreements that incorporate approved model clauses.

2.3 What we use your personal information for 

 

  • As above, and generally for providing our services for you
  • Keeping in touch with our customers, understanding your needs and preferences, inviting you to events, offering and booking appointments with you and seeking your opinion on our services
  • Telling you about changes to One Trust and its services
  • Meeting your service needs and requirements including (but not limited to) ensuring you have access to the right equipment while accessing our services, that we can manage any medication requirements and fulfil any dietary requirements
  • Managing payments from you to your or on your account, and for accounting purposes
  • Prevention, detection and prosecution of crime
  • Quality management – to assess the quality of the provision we provide and taking action in terms of improvements
  • Informing our staff, contractors or others (as appropriate) about past incidents (for example, challenging behaviour), for their protection, in line with our policies
  • Meeting our legal obligations including our funders, commissioners and regulators
  • Us or your other suppliers exercising legal rights, including under contract with you
  • Other purposes. We may anonymise your information so that it cannot be linked to you. In that case we may use the data for any purpose

2.4 Who else we may pass on your information to 

 

Normally, only One Trust will be able to access your personal information. However there may be times when we disclose your details to others, and we will comply with data protection legislation when disclosing this information. Where it is required or necessary we may share information with:

  • Commissioners and commissioning organisations who are purchasing services from us on your behalf
  • Our suppliers who enable us to provide our services to you, or who provide services on our behalf including (but not limited to)
  • For example IT providers who manage the One Trust secure IT system, phones or systems we use
  • For example to carry out payments through a secure system
  • Companies that assist us in printing and mailing out our letters, leaflets and newsletters
  • Additional staff resources, such as consultants or agency staff
  • Our professional advisors and providers of financial services
  • Our partner organisations whose purposes dovetail with ours including (but not limited to)
  • Training providers or learning institutions
  • Other care providers
  • External assistance where you have agreed to the referral, for example NHS professionals
  • The police, fire services, health authorities or medical staff who provide services for you
  • For crime prevention or detection, risk assessment, resolution of complaints or other issues
  • Local authorities, safeguarding boards, regulators, government departments and other public authorities

We may sometimes be obliged to disclose your personal data by law such as by a regulator with appropriate power (for example the Care Quality Commission) or court order. Information held by public bodies can be subject to Freedom of Information legislation.

We do not give anyone else access to your information, in return for payment, for their marketing or commercial purposes.

We will not share your personal information with anyone who claims to represent you unless we are satisfied that you have appointed them or they act in some recognised official capacity. There may be a delay to us dealing with requests whilst we confirm the person’s identity, or check that we have your approval to deal with them.

2.5 Social media 

 

We may get your information from social media, whether on our own accounts or elsewhere. Where you use our own website or social media you grant us an irrevocable, royalty-free, non-exclusive licence, and give us your consent, to copy, use and reproduce any of your contributions for any purpose.   We have a process of securing and documenting your consent for such purposes and will only use your image and personal information with consent.

Where you make a contribution to any social media (whether on our own accounts or elsewhere) we may use that information for any of the purposes stated in this Privacy Statement.

Where a contribution to any social media (whether on our own accounts or elsewhere) constitutes a breach of One Trust’s privacy statement, or laws that apply, we may take the following actions:

 

  • Start legal proceedings against you for reimbursement of all costs on an indemnity basis (including, but not limited to, reasonable administrative and legal costs) resulting from the breach
  • Take further legal action against you (including, but not limited to, proceedings for a breach of any contract you may have with us)
  • Report you and disclose such information to law enforcement authorities in any jurisdiction as we reasonably feel is necessary
  • Report you and disclose such information to any local government or statutory body in the United Kingdom as we reasonably feel is necessary
  • Report you and disclose such information as we reasonably feel is necessary to the account administrator and/or take action against you through the account administrator’s procedures to enforce the policies and terms and conditions that apply between you and the account administrator and/or between you and us

The responses described in this Privacy Statement are not limited, and we may take any other action we reasonably deem appropriate and we are not obliged to take any action.

 

2.6 Third Party Contractors and Service Providers

We use Barclays Business Banking to oversee our bank accounts. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://www.barclays.co.uk/important-information/privacy-policy/

We have a SLA with Thrive to run a horticultural project on our behalf. If you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://www.thrive.org.uk/cookies.aspx

We use a third party contractor Winkworth Sherwood to take care of all are legal matters. If  you would like know to know more about how they securely process One Trust data please contact us or visit the links below.

https://wslaw.co.uk/privacy-cookies-notices/

https://wslaw.co.uk/wp-content/uploads/2018/05/Winckworth-Sherwood-Privacy-Notice.pdf

We use a third party contractor Clarkson Hyde to take care of all are accounting and auditing. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://clarksonhyde.com/about-us/privacy-policy/

 

Section 3: For our employees, Board members and other associates

 

3.1 Information we may collect from you

 

We may collect the following personal information about you:

When you first come into contact with us

  • Your name and contact details for use across One Trust and by our partners
  • Sensitive personal information such as age, sex, date of birth, ethnicity, particular needs or preferences so that we can meet your needs and those of employment legislation

For employment and/or board membership purposes

  • Attendance, equality and diversity, disciplinary, pension, benefits, references, employee services, training, welfare and sickness absence and any other information necessary to fulfil obligations of both employer and employee (or board member) as given by law and/or contract of employment and/or contract of engagement
  • Next of kin information so that we have contact details in case of emergency
  • Bank details to make salary and any other payments to you
  • National Insurance (NI) details to fulfil obligations relating to tax and NI payments and deductions
  • Information that you provide through the application process
  • Information that you provide to other employees of One Trust
  • Photographs, voice and/or video recordings, written stories etc. to be used for example in ID cards, for company promotion and publicity, and for safety, crime reduction and quality management
  • We will hold records of any payments for services where a charge may be made, for example a cycle to work scheme

In addition

  • We may hold information about your history such as credit or offences, if we need it to look after our colleagues, organisation or anyone else

We may obtain the information, or related information, from you or our partner organisations (see below), our colleagues or public information sources including credit reference agencies or the Disclosure and Barring Service (formerly the Criminal Records Bureau).

We may also record factual information from time to time, and any action we take, so we have a record of what happened.

The legal basis’ we rely on for using personal information in these ways are as follows:

  • Processing is necessary for the performance of a contract;
  • Processing is necessary for the compliance with a legal obligation;
  • Processing is necessary for our legitimate interests; or
  • Consent has been obtained

Failure to provide the personal information requested may result in us being unable to fulfil our obligations to you. For example, if you failed to provide your bank details we would be unable to pay you.

3.2 Where we store your personal information

 

We are committed to holding your personal information securely. This means only those of our colleagues and partners that need to see it have access.

If we can store your personal information solely on our secure IT system we will, however there will be cases where we have paper copies instead, or as well.

Our secure IT system is at our offices but we do use mobile devices outside our offices if they are secure and under our control.

Occasionally our processors or sub-processors may process information outside the European Economic Area (EEA). Where this happens we will ensure that the processor is compliant with the data protection legislation including transfer agreements that incorporate approved model clauses.

3.3 What we use your personal information for

 

  • We use your personal information in order to meet our requirements as an employer. Data sharing between teams within One Trust
  • Keeping in touch with our employees, understanding your needs and preferences, inviting you to events and offering and booking appointments,elling you about changes to One Trust and its services
  • Managing payments to you and for accounting purposes
  • Providing skills training, adaptations and every day support services
  • Prevention, detection and prosecution of crime
  • Recruitment information, Qualifications, Criminal Conviction declarations, Occupation Health declarations, Proof of citizenship/ right to work, CVs and References and the processing of enhanced DBS checks.
  • Quality management – – to assess the quality of the provision we provide and taking action in terms of improvements
  • Meeting our legal obligations including those of Her Majesty’s Revenue and Customs (HMRC) and other regulators
  • Other purposes – we may anonymise your information so that it cannot be linked to you. In this case we may use the data for any purpose

 

3.4 Who else we may pass on your information to

 

Normally only One Trust will be able to access your personal information, however there may be times when we disclose your details to others, and we will comply with data protection legislation when disclosing this information. Where it is required or necessary we may share information with:

  • Our suppliers who enable us to provide our services to you, or who provide services on our behalf:
  • Banks, for example to carry out payments through a secure system
  • Companies that assist us in mailing out our letters, leaflets and newsletters
  • Driver management service providers
  • Health service providers
  • Lone worker protection service providers
  • Vehicle tracking service providers
  • IT providers who own or manage the secure IT system, phones or other systems we use
  • Lease car providers
  • Our professional advisors and providers of financial services
  • Payroll service providers
  • Pension service providers
  • Shopping discount providers
  • Our partner organisations whose purposes dovetail with ours:
  • Training providers or learning institutions
  • The police, fire services, health authorities or medical staff who provide services
  • Utility companies
  • Debt collection agencies acting for others
  • For crime prevention or detection, risk assessment, resolution of complaints or other issues
  • Local authorities, safeguarding boards, regulators, government departments and other public authorities, such as for preventing payment errors or fraud
  • The police, fire service, health authorities or medical practitioners

We may sometimes be obliged to disclose your personal data by law such as by a regulator with appropriate power (such as the Care Quality Commission), or by court order. Information held by public bodies can be subject to Freedom of Information legislation.

We do not sell your information to others for marketing or commercial purposes.

We will not share your personal information with anyone who claims to represent you unless we are satisfied that you have appointed them or they act in some recognised official capacity. There may be a delay with us dealing with such requests whilst we confirm identity or check that we have your approval to deal with them.

3.5 Social media

 

We may obtain your information from social media, whether on our own accounts or elsewhere. Where you use our own website or social media you grant us an irrevocable, royalty-free, non-exclusive licence, and give us your consent, to copy, use and reproduce any of your contributions for any purpose.

Where you make a contribution to any social media (whether on our own accounts or elsewhere) that relates in any way to One Trust, your past or current employment here, , we may use that information for any of the purposes stated in this Privacy Statement.

Where a contribution to any social media (whether on our own accounts or elsewhere) constitutes a breach of, policy, contract, terms and conditions or laws that apply, we may take the following actions:

  • Issue you with a warning
  • Start legal proceedings against you for reimbursement of all costs on an indemnity basis (including, but not limited to, reasonable administrative and legal costs) resulting from the breach
  • Take further legal action against you (including, but not limited to, proceedings for a breach of your contract of employment or other contract you may have with us)
  • Report you and disclose such information to law enforcement authorities in any jurisdiction as we reasonably feel is necessary
  • Report you and disclose such information to any local government or statutory body in the United Kingdom as we reasonably feel is necessary
  • Report you and disclose such information as we reasonably feel is necessary to the site administrator and/or take action against you through the site administrator’s procedures to enforce the policies and terms and conditions that apply between you and the site administrator and/or between you and us

The responses described in this Privacy Statement are not limited, and we may take any other action we reasonably deem appropriate and we are not obliged to take any action.

 

3.6 Third Party Contractors and Service Providers

We use a third party contractor, Wandsworth and Richmond Council, to manage our HR and Occupational Health requirements. If  you would like to know more about how they securely process One Trust data please contact us or visit the links below.

https://www.richmond.gov.uk/council/open_richmond/data_protection

http://www.wandsworth.gov.uk/info/200321/key_plans_strategies_and_policies/508/personal_data_and_data_protection

We use a third party provider, Now Pensions, to manage our autoenrollment scheme. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://www.nowpensions.com/privacy-policy/

We use a third party contractor, Virtual Business Source, to manage our payroll function. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://virtualsource.co.uk/privacy-statement/

 

We use Bacs to make bank transfers. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://www.bacs.co.uk/pages/privacypolicy.aspx

We use Barclays Business Banking to oversee our bank accounts. If  you would like to know more about how they securely process One Trust data please contact us or visit the links below.

https://www.barclays.co.uk/important-information/privacy-policy/

We use a third party provider, Camden, Merton, Richmond, Waltham Forest and Wandsworth Shared Pension Service, to manage the local government pension scheme on behalf of our employees. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

http://www.wandsworth.gov.uk/info/200260/finance_department/417/pensions_shared_service/5

http://www.wandsworth.gov.uk/downloads/download/1889/gdpr_privacy_notice_-_pensions

We use a third party contractor Winkworth Sherwood to take care of all are legal matters. If  you would like toknow more about how they securely process One Trust data please contact us or visit the link below.

https://wslaw.co.uk/privacy-cookies-notices/

https://wslaw.co.uk/wp-content/uploads/2018/05/Winckworth-Sherwood-Privacy-Notice.pdf

We use a third party contractor Clarkson Hyde to take care of all are accounting and auditing. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://clarksonhyde.com/about-us/privacy-policy/
Section 4: For job applicants

 

4.1 Information we may collect from you

 

We may collect the following personal information about you:

When you first come into contact with us

  • Your name and contact details for use across One Trust and by our partners
  • Sensitive personal information such as age, sex, date of birth, ethnicity, particular needs or preferences so that we can meet your needs and those of employment legislation
  • Your application details in order to process your application for employment

Recruitment information, Qualifications, Criminal Conviction declarations, Occupation Health declarations, Proof of citizenship/ right to work, CVs and References and the processing of enhanced DBS checks.In addition

  • If you make a complaint we will keep the details separate from our other information about you

We may obtain the information, or related information, from you or our partner organisations (see below), our colleagues or public information sources including the Disclosure and Barring Service (formerly the Criminal Records Bureau).

We may also record factual information, interview details and interview responses so we have a record of what happened.
Legal Basis

The legal basis’ we rely on for using personal information in these ways are as follows:

  • Processing is necessary for the performance of a contract
  • Processing is necessary for the compliance with a legal obligation
  • Processing is necessary for our legitimate interests or
  • Consent has been obtained

 

4.2 Where we store your personal information

 

We are committed to holding your personal information securely. This means only those of our colleagues and partners that need to see it have access.

If we can store your personal information solely on our secure IT system we will, however there will be cases where we have paper copies instead, or as well.

Our secure IT system is at our offices but we do use mobile devices outside our offices if they are secure and under our control.

Occasionally our processors or sub-processors may process information outside the European Economic Area (EEA). Where this happens we will ensure that the processor is compliant with the data protection legislation including transfer agreements that incorporate approved model clauses.

 

4.3 What we use your personal information for

 

  • To enable us to process and comply with our recruitment requirements. Data sharing between teams within One Trust.
  • Keeping in touch with our applicants, understanding your needs and preferences and inviting you to interview
  • Providing additional services, where available, at your request including adaptations and interview support services
  • Prevention, detection and prosecution of crime
  • Recruitment information, Qualifications, Criminal Conviction declarations, Occupation Health declarations, Proof of citizenship/ right to work, CVs and References and the processing of enhanced DBS checks.
  • Quality management – – to assess the quality of the provision we provide and taking action in terms of improvements
  • Meeting our legal obligations including those of Her Majesty’s Revenue and Customs (HMRC) and other regulators
  • Other purposes – we may anonymise your information so that it cannot be linked to you. In this case we may use the data for any purpose

4.4 Who else we may pass on your information to

 

Normally only One Trust will be able to access your personal information, however there may be times when we disclose your details to others, and we will comply with data protection legislation when disclosing this information. Where it is required or necessary we may share information with:

  • Our suppliers who enable us to provide our services to you, or who provide services on our behalf:
  • Companies that assist us in recruitment
  • Driver management service providers
  • Health service providers
  • Our professional advisors
  • Local authorities, safeguarding boards, regulators, government departments and other public authorities, such as for preventing payment errors or fraud
  • The police, fire service, health authorities or medical practitioners

We may sometimes be obliged to disclose your personal data by law such as by a regulator with appropriate power (such as the Homes and Community Agency), or by court order.

We do not sell your information to others for marketing or commercial purposes.

We will not share your personal information with anyone who claims to represent you unless we are satisfied that you have appointed them or they act in some recognised official capacity. There may be a delay with us dealing with such requests whilst we confirm identity or check that we have your approval to deal with them.

4.5 Third Party Contractors and Service Providers

We use a third party contractor, Wandsworth and Richmond Council, to manage our HR and Occupational Health requirements. If  you would like to know more about how they securely process One Trust data please contact us or visit the links below.

https://www.richmond.gov.uk/council/open_richmond/data_protection

http://www.wandsworth.gov.uk/info/200321/key_plans_strategies_and_policies/508/personal_data_and_data_protection

We use a third party provider, Now Pensions, to manage our autoenrollment scheme. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://www.nowpensions.com/privacy-policy/

We use a third party contractor, Virtual Business Source, to manage our payroll function. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://virtualsource.co.uk/privacy-statement/

We use Bacs to make bank transfers. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://www.bacs.co.uk/pages/privacypolicy.aspx

We use Barclays Business Banking to oversee our bank accounts. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://www.barclays.co.uk/important-information/privacy-policy/

We use a third party contractor Winkworth Sherwood to take care of all are legal matters. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://wslaw.co.uk/privacy-cookies-notices/

https://wslaw.co.uk/wp-content/uploads/2018/05/Winckworth-Sherwood-Privacy-Notice.pdf

We use a third party contractor Clarkson Hyde to take care of all are accounting and auditing. If  you would like to know more about how they securely process One Trust data please contact us or visit the link below.

https://clarksonhyde.com/about-us/privacy-policy/

 

Section 5: For Website and Social Media Visitors

5.1  Information we may collect

When you use this website, please bear in mind that we may collect the following information:

  • the areas of the website that you visit
  • information about your computer, such as which browser you are using, your network location, the type of connection you are using (e.g. broadband, ADSL etc) and your IP address

We do this by using cookies, which are small files that help us track how our visitors use the website and enable us to understand where we can improve your experience. If you would like to find out which cookies we use and the information they track see our Cookie Policy below.

The information we capture is used for various purposes. The main purpose is to use the information captured to provide you with the website and our services. We also use the information for:

  • website development
  • understanding how our visitors interact on the website
  • understanding what our clients are interested in
  • understanding what potential clients are interested in
  • dealing with enquiries/concerns
  • marketing our services to you
  • market research
  • service development
  • internal record keeping

5.2 COOKIE POLICY

We use cookies on our website to help us to improve your experience of our website and to ensure that it performs as you expect it to.

Cookies are files containing small amounts of information, which are downloaded to your computer or mobile device as you browse on our website. They can be used to improve your experience of using a website, for example, by remembering your preference settings (e.g. preventing you from entering the same information multiple times when filling in an online form) or tracking your use of a website so that it can be improved to meet your needs, or to provide information that is relevant to you.

Performance cookies collect information about how visitors use a website, for instance, which pages visitors go to most often and if they get error messages from web pages. These cookies do not collect information that identifies a visitor. Any information collected by these cookies is anonymous. We only use such information to improve our website.

5.3 Who else we may pass on your information to

One Trust uses a third party contractor called Orange Grove Designs to build and maintain our website. For more information about how Orange Grove Designs  securely processes data, please contact us or visit the link below.

https://www.orangegrovedesigns.co.uk/privacy/

We use a third party service called WordPress.com for the One Trust website and our site is hosted at WordPress.com. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and to help us to improve it. For more information about how WordPress securely processes data, please contact us or visit the link below

https://en-gb.wordpress.org/about/privacy/

We post information to Facebook about our services.  For more information about how they securely processes data, please contact us or visit the link below.

https://www.facebook.com/legal/FB_Work_Privacy

We post information to Twitter about our services.  For more information about how they securely processes data, please contact us or visit the link below.

https://twitter.com/en/privacy

We do not sell your information to others for marketing or commercial purposes.

We will not share your personal information with anyone who claims to represent you unless we are satisfied that you have appointed them or they act in some recognised official capacity. There may be a delay with us dealing with such requests whilst we confirm identity or check that we have your approval to deal with them.

We have a process of securing and documenting your consent for such purposes and will only use your image and personal information with consent.

 

Section 6: One Trust Email/ IT and Communications

Emails

We use a third party provider to host our emails called Cobweb, if you would like to know more about how they process One Trust data please contact us or visit the link below. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

https://www.cobweb.com/privacy-notice

 

IT

We use a third party provider to provide our internet connection and IT network called Spitfire, if you would like to know more about how they process One Trust data please contact us or visit the link below.

https://www.spitfire.co.uk/privacy-policy/

We use a third party provider to host our cloud backup called IBackup, if you would like to know more about how they process One Trust data please contact us or visit the link below.

https://www.ibackup.com/policy_new.htm

 

Telephones

We use a third party contractor to manage our phone system, A.N.T Telecom.  We use an Avaya V.O.I.P telephone system that utilises our secure IT system.  If  you would like know more about how A.N.T securely process One Trust data please contact us or visit the link below.

https://www.anttelecom.co.uk/privacy

We use EE as our mobile phone network provider.  If  you would like know more about how they securely process One Trust data please contact us or visit the link below.

https://ee.co.uk/business/small/help/terms-and-conditions/ee-privacy-policy/

 

Data protection international transfers

All One Trust data is either processed within the European Union or under the requirements of the EU-US Privacy Shield. The EU-US Privacy Shield framework protects the fundamental rights of anyone in the EU whose personal data is transferred to the United States for commercial purposes.  To find out more about the EU-US Privacy Shield please visit the link below.

https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/eu-us-privacy-shield_en