Citizens Advice South Derbyshire and City Privacy Policy

 

At Citizens Advice South Derbyshire and City we collect and use your personal information to help solve your problems, improve our services and tackle wider issues in society that affect people’s lives.

 

We only ask for the information we need. We always let you decide what you’re comfortable telling us, explain why we need it and treat it as confidential.

 

When we record and use your personal information we:

  • only access it when we have a good reason
  • only share what is necessary and relevant
  • don’t sell it to anyone

 

At times we might use or share your information without your permission. If we do, we’ll always make sure there’s a legal basis for it. This could include situations where we have to use or share your information:

  • to comply with the law - for example, if a court orders us to share information. This is called ‘legal obligation’
  • to protect someone’s life - for example, sharing information with a paramedic if a client was unwell at our office. This is called ‘vital interests’
  • to carry out our legitimate aims and goals as a charity - for example, to create statistics for our national research. This is called ‘legitimate interests’
  • for us to carry out a task where we’re meeting the aims of a public body in the public interest - for example, delivering a government or local authority service. This is called ‘public task’
  • to carry out a contract we have with you - for example, if you’re an employee we might need to store your bank details so we can pay you. This is called ‘contract’
  • to defend our legal rights - for example, sharing information with our legal advisors if there was a complaint that we gave the wrong advice

 

We handle and store your personal information in line with the law - including the General Data Protection Regulation and the Data Protection Act 2018.

You can check our main Citizens Advice policy for how our advice services handle personal information.

You can also check our One Advocacy Derby policy for how this part of our service handles personal information at https: www.oneadvocacyderby.org  

This page covers how we, as your local charity, handle your information locally in our offices.

How Citizens Advice South Derbyshire and City collect your data

To find out how we collect your data, see our national Citizens Advice privacy policy

What Citizens Advice South Derbyshire and City ask for

To find out what information we ask for, see our national Citizens Advice privacy policy

How Citizens Advice South Derbyshire and City use your information

 To find out how we use your information, see our national Citizens Advice privacy policy

Working on your behalf

When you give us authority to act on your behalf, for example to help you with a Universal Credit claim, we’ll need to share information with that third party.

We commonly share information with organisations, including:

  • South Derbyshire District Council
  • Derby City Council
  • Derbyshire County Council
  • The Department for Work and Pensions,
  • The Pension Service

How Citizens Advice South Derbyshire and City store your information

All personal client data collected as part of our advice services is stored within the national case recording system, Casebook.  Certain information is also stored on Microsoft Office 365, cloud based system.

All personal client data collected as part of our Living with Long Term Health Conditions Programme and DIG-IT Project is stored on encrypted and password protected servers and on Microsoft Office 365, cloud based system.

How Citizens Advice South Derbyshire and City share your information

We do not routinely share personal information with any other organisation. However consent would always be obtained should personal information need to be shared for a particular reason.

Contact Citizens Advice South Derbyshire and City about your information

If you have any questions about how your information is collected or used, you can contact our office.

114 Church Street,

Church Gresley,

Swadlincote,

Derbyshire,

DE11 9NR

 

Email: [email protected]

 

You can contact us to:

  • find out what personal information we hold about you
  • correct your information if it’s wrong, out of date or incomplete
  • request we delete your information
  • ask us to limit what we do with your data - for example, ask us not to share it if you haven’t asked us already
  • ask us to give you a copy of the data we hold in a format you can use to transfer it to another service
  • ask us stop using your information

 

Who’s responsible for looking after your personal information

The national Citizens Advice charity and your local Citizens Advice operate a system called Casebook to keep your personal information safe. This means they’re a ‘joint data controller’ for your personal information that’s stored in our Casebook system.

Each local Citizens Advice is an independent charity, and a member of the national Citizens Advice charity. The Citizens Advice membership agreement also requires that the use of your information complies with data protection law.

You can find out more about your data rights on the Information Commissioner’s website.