Mind in Camden Data Protection Privacy Notice Overview

This page explains why we collect personal information, how we use it and what steps we take to make sure it is kept secure.

Privacy notices apply to anyone who shares personal information with us:  people seeking a service, volunteers, staff, job applicants.  Each service has its own privacy notice, but described here is a general overview of our treatment of personal information.

Please note:

We regularly review and, where necessary, update our privacy information.  If we plan to use your personal data for a new purpose, we will inform you about the changes before starting any new processing.

  1. Who we are

Mind in Camden is a charity that supports people experiencing challenging issues with their mental health.  We provide a range of services via groups, community activities, on a one-to-one basis and online.

We are a "data controller" for the purposes of the Data Protection Act 2018 and the EU General Data Protection Regulation 2016 ("Data Protection Law"). This means that we have responsibilities when we process your personal information.

  1. What information do we collect?

  • Your name, address and contact details
  • Information to help us to monitor our equality policy e.g. ethnic background, age
  • Some background information about you so that we can offer an appropriate service, or process a job or volunteer application
  1. How do we use your information?

If you are seeking a service, we may need some information about your health and wellbeing and details of other services you are in touch with so that we can discuss with you what support might be most useful.

If you are applying for a job or volunteering opportunity, we request information that enables us to manage the recruitment process, and assess and confirm your suitability for the role.

Equality monitoring involves collecting special category data such as ethnic origin and sexual orientation, and is done to help us to fulfil our commitment to creating a diverse, non-discriminatory environment. Providing this information is optional

We use your personal contact details for the purpose of keeping in touch with you.

  1. What legal basis do we have for processing your information?

In most cases, we have a legitimate interest in processing personal data to provide services and

that includes safeguarding people who use or are part of our services.   We have no intention of transferring your data to another country and would only do so with your permission.

  1. How do we safeguard your information and how long is it kept?

Your information is only seen by people who are entitled to do so in order to carry out their duties.  We have strict confidentiality practices.

Your information is kept securely in computer files with restricted access and/or paper information is kept in locked cabinets.

We have internal policies and controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed inappropriately. We also have procedures in place to deal with any suspected data security breach.

Personal data is kept only for as long as necessary or to fulfil legal requirements. The length of time will differ depending on the reason for us holding the data.  Please ask if you would like to know how long we will keep your data.

  1. Your rights to correct and access your information and to ask for it to be erased

As a data subject you have a number of rights.  You can:

  • Access and obtain a copy of your data on request
  • Require us to change incorrect or incomplete data
  • Require us to delete or stop processing your data under some circumstances, for example, where data is no longer necessary for the purposes of processing
  1. Making a complaint

You can raise any data protection concerns or issues with our Chief Executive, Brian Dawn, via the contact details below. We hope that we will be able to resolve any query or concern you may raise about our processing of your information.  If not, you can contact the Information Commissioner at https://ico.org.uk/concerns or phone 0303 123 1113.

  1. How to contact us

You can contact us in a number of ways:  by phone, email or post:

Mind in Camden
Barnes House
9-15 Camden Road
London NW1 9LQ
020 7911 0822

[email protected]

Specific Service Privacy Statements

This privacy notice tells you what you can expect us to do with the personal information you provide when you refer to our counselling service.

What information do we collect?

For the purpose of referring you to this service, we collect:

  • Your name, address and contact details
  • Details about the reasons for your referral and your preferences for sessions
  • Equality monitoring information if you choose to supply it
  • Two copies of a counselling contract are given to you to sign at the end of your assessments. One copy is retained by us.
  • Some counsellors require some sessions to be recorded. This is done anonymously on a dedicated passworded device. This is a choice – you do not have to consent to it, although it may take a little longer to match you with a therapist. A consent form will be given to you to complete at the end of your assessment sessions before you begin your 24 sessions. You are able to withdraw your consent at any point for any reason. Assessment sessions are never recorded.

For the extent of your sessions:

  • Your counsellor will take brief notes of your sessions

Our purpose in collecting the information

We request information that enables us to manage the referral process, confirm the suitability of the service for you, and match you with a suitable therapist. Equality monitoring, which involves collecting special category data such as ethnic origin, is done to help us to fulfil our commitment to creating a diverse, non-discriminatory environment. Providing this information is optional.

Client notes are taken as brief records of your progress, and to keep a record of your attendance.

If you consent to having one or more sessions recorded, the recording will only be used for the purpose of counsellor supervision. The counsellor will play the recording in their supervision session, and securely delete it afterwards. The recording is presented anonymously.

Legal basis for processing your information

We have a legitimate interest in processing personal data for the purposes of providing this service.

How do we safeguard your information and how long is it kept?

Your referral form is kept securely in restricted access computer files or a locked filing cabinet and is seen only by people participating in the referral process. Your contact details will only be used by the person arranging your appointments. Your client notes and a copy of your contract are kept securely in a locked filing cabinet. On completion of your sessions, your information is transferred to a secure storage facility for ten years before being destroyed.

We have internal policies and controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed inappropriately. It is not accessed except by our staff and counsellors in the proper performance of their duties. We also have procedures in place to deal with any suspected data security breach.

We will not transfer your data to another country.

The only exceptions to this policy are where it is reasonably believed that the health and safety of an individual(s) is at risk and/or where we are legally obliged to disclose material. This would always be discussed with you beforehand where this is possible.

Your rights to correct and access your information and to ask for it to be erased

As a data subject you have a number of rights. You can:

  • Access and obtain a copy of your data on request
  • Require us to change incorrect or incomplete data
  • Require us to delete or stop processing your data under some circumstances, for example, where data is no longer necessary for the purposes of processing

Making a complaint

If you have any concerns or would like to make a complaint please contact us as described below. We hope that we will be able to resolve any query or concern you may raise about our processing of your information. If not, you can contact the Information Commissioner at https://ico.org.uk/concerns  or phone 0303 123 1113.

How to contact us

You can contact us in a number of ways: by phone, email or post:

By email: [email protected]

By phone: 020 7911 0822

By Post: Mind in Camden Barnes House  9-15 Camden Road London NW1 9LQ

You can raise any data protection concerns or issues with our Chief Executive, Brian Dawn, via the contact details above.

Please note:

We regularly review and, where necessary, update our privacy information. If we plan to use personal data for a new purpose we will update our privacy information and communicate the changes to those concerned before starting any new processing.

This privacy notices tells you what you can expect us to do with the personal information you provide when you join the London Hearing Voices Network. 

What information do we collect?

We collect your name and contact details.

Our purpose in collecting the information

We collect your information so that we can send you details about our LHVN meetings and other related events via our newsletter. 

Legal basis for processing your information

We have a legitimate interest in processing your personal data for communication purposes. We have no intention of transferring your data to another country and would only do so with your permission.

How do we safeguard your information and how long is it kept?

Your personal details are kept in a secure email account and on a database or spreadsheet.

We have internal policies and controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed inappropriately.  It is not accessed except by our staff in the proper performance of their duties.  We also have procedures in place to deal with any suspected data security breach.

Your rights to correct and access your information and to ask for it to be erased

As a data subject you have a number of rights. You can:

  • Access and obtain a copy of your data on request
  • Require us to change incorrect or incomplete data
  • Require us to delete or stop processing your data under some circumstances, for example, where data is no longer necessary for the purposes of processing

Making a complaint

If you have any concerns or would like to make a complaint please contact us as described below. We hope that we will be able to resolve any query or concern you may raise about our processing of your information. If not, you can contact the Information Commissioner at https://ico.org.uk/concerns or phone 0303 123 1113.

How to contact us

You can contact us in a number of ways:  by phone, email or post:

Mind in Camden
Barnes House
9-15 Camden Road
London NW1 9LQ
020 7911 0822

[email protected]

You can raise any data protection concerns or issues with our Chief Executive, Brian Dawn, via the contact details above.

Please note:

We regularly review and, where necessary, update our privacy information.  If we plan to use personal data for a new purpose we will update our privacy information and communicate the changes to those concerned before starting any new processing.

This privacy notices tells you what you can expect us to do with the personal information you provide when you apply for a job with us. 

What information do we collect?

For the purposes of recruitment we collect:

  • Your name, address and contact details
  • Details about your skills, experience and qualifications that are relevant to your application
  • Your salary if you are currently in employment
  • Equality monitoring information if you choose to supply it.

If you were to be offered a post we would also:

  • Contact your referees
  • Ask you to provide proof of your entitlement to work in the UK (a legal requirement)
  • Need payroll information including National Insurance number and details about taxation, passport details and marital status (a requirement of HMRC)
  • Undertake a criminal record check because of the nature of our work with young people and vulnerable adults
  • Collect any other information required to complete a contract of employment
  • Only keep recruitment information that is relevant to your employment

Our purpose in collecting the information

We request information that enables us to manage the recruitment process, assess and confirm a candidate’s suitability for the role and to make a decision about to whom to offer the post.

Equality monitoring, which involves collecting special category data such as ethnic origin and sexual orientation, is done to help us to fulfil our commitment to creating a diverse, non-discriminatory working environment. Providing this information is optional. However, if a candidate has special needs for which we may need to make reasonable adjustments, we would need to obtain relevant information to enable us to consider the request.

Legal basis for processing your information

We have a legitimate interest in processing personal data for recruitment purposes and for keeping records of the process.  We may also need to process data from job applications to respond to and defend against legal claims.  We do not use automated decision making.  We have no intention of transferring your data to another country and would only do so with your permission.

How do we safeguard your information and how long is it kept?

Your application form is kept in a secure email account or locked filing cabinet and is seen only by people participating in the recruitment process.  Paperwork is kept securely for six months after the interviews and then confidentially destroyed or deleted.  Equality monitoring forms are detached when received and processed anonymously.  They are not seen by the interview panel.  The forms are securely destroyed once the monitoring is completed.

If you were to be employed by us, your employment information would be kept securely in locked cabinets and in computer files with restricted access until you leave. Then your information is transferred to a secure storage facility for seven years before being destroyed. 

We have internal policies and controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed inappropriately.  It is not accessed except by our staff in the proper performance of their duties.  We also have procedures in place to deal with any suspected data security breach.

Your rights to correct and access your information and to ask for it to be erased

As a data subject you have a number of rights.  You can:

  • Access and obtain a copy of your data on request
  • Require us to change incorrect or incomplete data
  • Require us to delete or stop processing your data under some circumstances, for example, where data is no longer necessary for the purposes of processing

Making a complaint

If you have any concerns or would like to make a complaint please contact us as described below.  We hope that we will be able to resolve any query or concern you may raise about our processing of your information.  If not, you can contact the Information Commissioner at https://ico.org.uk/concerns or phone 0303 123 1113.

How to contact us

You can contact us in a number of ways:  by phone, email or post:

Mind in Camden
Barnes House
9-15 Camden Road
London NW1 9LQ
020 7911 0822

[email protected]

You can raise any data protection concerns or issues with our Chief Executive, Brian Dawn, via the contact details above.

Please note:

We regularly review and, where necessary, update our privacy information.  If we plan to use personal data for a new purpose we will update our privacy information and communicate the changes to those concerned before starting any new processing.

This privacy notices tells you what you can expect us to do with the personal information you provide when you apply for a place on one of our training courses.

What information do we collect? 

We ask you to provide your name, address, contact details and the name of your organisation if applicable) plus any specific information that would help you to participate in the course, such as access needs or dietary requirements. 

Our purpose in collecting the information

We use the information in order to send you details about the training course.

Legal basis for processing your information

We have a legitimate interest in processing personal data for training purposes and for keeping records of the process.  We have no intention of transferring your data to another country and would only do so with your permission.

How do we safeguard your information and how long is it kept?

Your details are kept in a secure database or spreadsheet.

We have internal policies and controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed inappropriately.  It is not accessed except by our staff in the proper performance of their duties.  We also have procedures in place to deal with any suspected data security breach.

Your rights to correct and access your information and to ask for it to be erased

As a data subject you have a number of rights.  You can:

  • Access and obtain a copy of your data on request
  • Require us to change incorrect or incomplete data
  • Require us to delete or stop processing your data under some circumstances, for example, where data is no longer necessary for the purposes of processing

Making a complaint

If you have any concerns or would like to make a complaint please contact us as described below.  We hope that we will be able to resolve any query or concern you may raise about our processing of your information.  If not, you can contact the Information Commissioner at https://ico.org.uk/concerns or phone 0303 123 1113.

How to contact us

You can contact us in a number of ways:  by phone, email or post:

Mind in Camden
Barnes House
9-15 Camden Road
London NW1 9LQ
020 7911 0822

[email protected]

You can raise any data protection concerns or issues with our Chief Executive, Brian Dawn, via the contact details above.

Please note:

We regularly review and, where necessary, update our privacy information.  If we plan to use personal data for a new purpose we will update our privacy information and communicate the changes to those concerned before starting any new processing.

This privacy notices tells you what you can expect us to do with the personal information you provide when you volunteer with us. 

What information do we collect?

For the purposes of volunteering we collect:

  • Your name, address and contact details
  • Details about your skills and experience that are relevant to your role
  • Equality monitoring information if you choose to supply it (however, this is dealt with anonymously).
  • We ask for two references
  • We ask you to provide proof of your entitlement to be in the UK (a legal requirement)
  • We ask for documents that prove your identity and address
  • We undertake a criminal record check because of the nature of our work with young people and vulnerable adults
  • We ask for details of someone we should contact in an emergency
  • We only keep information that is relevant to your volunteering

Our purpose in collecting the information

We request information that enables us to manage the volunteering process, and assess and confirm your suitability for the role.

Equality monitoring, which involves collecting special category data such as ethnic origin and sexual orientation, is done to help us to fulfil our commitment to creating a diverse, non-discriminatory environment. Providing this information is optional.

We use your personal contact details for the purpose of keeping in touch during the course of your volunteering.

Legal basis for processing your information

We have a legitimate interest in processing personal data for volunteering purposes and that includes safeguarding the people who use our services.   We have no intention of transferring your data to another country and would only do so with your permission.

How do we safeguard your information and how long is it kept?

Your application form is kept in a secure directory and is seen only by people administering the recruitment process.  Equality monitoring forms are detached when received and processed anonymously and the forms are securely destroyed once the monitoring is completed.

Your information is kept securely in computer files with restricted access until you leave.  We keep basic details for two years after you have left for the purposes of providing references if requested.

We have internal policies and controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed inappropriately.  It is not accessed except by us in the proper performance of our duties.  We also have procedures in place to deal with any suspected data security breach.

Your rights to correct and access your information and to ask for it to be erased

As a data subject you have a number of rights.  You can:

  • Access and obtain a copy of your data on request
  • Require us to change incorrect or incomplete data
  • Require us to delete or stop processing your data under some circumstances, for example, where data is no longer necessary for the purposes of processing

Making a complaint

If you have any concerns or would like to make a complaint please contact us as described below.  We hope that we will be able to resolve any query or concern you may raise about our processing of your information.  If not, you can contact the Information Commissioner at https://ico.org.uk/concerns or phone 0303 123 1113.

How to contact us

You can contact us in a number of ways:  by phone, email or post:

Mind in Camden
Barnes House
9-15 Camden Road
London NW1 9LQ
020 7911 0822

[email protected]

You can raise any data protection concerns or issues with our Chief Executive, Brian Dawn, via the contact details above.

Please note:

We regularly review and, where necessary, update our privacy information.  If we plan to use personal data for a new purpose we will update our privacy information and communicate the changes to those concerned before starting any new processing.

When you get in touch with Voice Collective, you might share bits of information about yourself with us, for example, you might tell us your name. This privacy notice explains what we do with your information, why we do it, and your rights.

If you have any questions about this notice, you can get in touch with Lucy at Voice Collective on [email protected] or call 020 7911 0822.

What information do we collect about you?

  • Your email or phone number which you used to contact Voice Collective.
  • The date that you first got in touch with Voice Collective, and any date when you emailed us, talked to us on the telephone or met with us in person.
  • If you’ve attended Voice Collective’s peer support group at Mind in Camden, we record the dates you came to the group.
  • If you choose to tell us we also collect your name, age or date of birth, your address or the county or borough in which you live
  • We also record the name, address, email or telephone number of a parent, carer or other adult in your life if you choose to tell us.

Special or ‘sensitive’ information

  • If you choose to tell us, we record your gender and/or ethnicity using the words you choose to describe them.
  • If you have emailed Voice Collective, we store your full email.
  • If you have posted on Voice Collective’s online forum, your post is stored.

Why do we collect this information?

We record your name, email address or telephone number so that we can get in touch with you if you’ve asked us to, or if we need to tell you about a change to a Voice Collective service, for example, if a Voice Collective group or meeting has been cancelled.

We record your age, gender, ethnicity and the county or borough you live in so we can tell our funders how many young people we’re supporting (but not who you are).

We record the name and contact details of an adult in your life in case we ever became very worried about your immediate safety. If we did, we would want to get in touch with them to help keep you safe, but first we would talk to you about it so you knew what was going to happen.

Legal basis for processing your information

Whenever a service like Voice Collective collects information about you, there needs to be a legal basis for doing so. Our legal basis for collecting and using your information is called ‘legitimate interests’. We are here to support you, so we need to collect some details in order to keep in contact with you and let you know about opportunities such as workshops or groups.

Where do we store your information, and how do we keep it safe?

  • We keep the information on a digital, cloud-based database which is password protected.
  • If you fill out a Voice Collective referral form, we keep it in a locked filing cabinet.
  • Emails to Voice Collective are stored in our password-protected email server.
  • Posts on Voice Collective’s Online Forum are stored on the forum’s server.

How long do we store your information?

We store your information until you’re 26 years old. Once you’re 26, we will wait until the 1st April to delete your information. This is because every year we count the numbers of young people we’ve supported so that we can tell our funders on 1st April.

If you choose not to tell us your age, we will store your information for 10 years.

When the time comes to delete your information, we will delete your record from our database and delete any emails you’ve sent us, and your referral form if you filled one out.

If you’ve posted on the Voice Collective online forum, we won’t delete your posts because it might still be helpful for other young people to read them.

Who can see your information?

The only people who can see your information are the people who work at Voice Collective.

Will we ever share your information with anyone else?

Voice Collective services are safe and confidential. That means that we won’t share your information with anyone, even if they get in touch with us to ask.

The only time when we might share information about you with someone outside of Voice Collective is if we ever became very worried about your immediate safety. If so, we might share some of your information with another adult or service who could help keep you safe. If this happened, we would try our best to talk to you first to let you know who we were thinking of talking to and what we wanted to tell them, and we would only share information that’s necessary.

What are your rights?

At any time, you have the right to ask Voice Collective to show you the information we’ve collected about you, ask us how we’re using your information, correct any inaccurate information or, in some cases, ask us to delete it or stop using it. You can do this by getting in touch with Lucy at Voice Collective on [email protected] or 020 7911 0822.

Making a complaint

If you think we’ve used your information in a way that feels unhelpful or unnecessary, or feels different from what this notice has explained, you have the right to complain. You can do this by getting in touch with Lucy at Voice Collective on [email protected] or 020 7911 0822.

If you’d prefer to complain to someone outside of Voice Collective, you can get in touch with the Information Commissioners Office (ICO). To find out more, visit: https://ico.org.uk/make-a-complaint/your-personal-information-concerns/

What happens if we need to change this notice?

From time to time, we will check that this privacy notice is correct and up to date. If we update it, we will change the date at the bottom to show when we updated it last. Keep an eye out on our website for changes to the notice: www.voicecollective.co.uk .

When you get in touch with Voice Collective, you might share bits of information about yourself with us, for example, you might tell us your name. This privacy notice explains what we do with your information, why we do it, and your rights.

If you have any questions about this notice, you can get in touch with Lucy at Voice Collective on [email protected] or call 020 7911 0822.

What information do we collect about you?

  • Your email or phone number which you used to contact Voice Collective.
  • The date that you first got in touch with Voice Collective, and any date when you emailed us, talked to us on the telephone or met with us in person.
  • If you’ve attended Voice Collective’s ‘Parents and Carers Support Space’ at Mind in Camden, or a Voice Collective training, we record the dates you attended it.
  • If you choose to tell us, we collect your name, address or the county or borough you live in
  • We also record the name and age of your child if you choose to tell us.

Special or ‘sensitive’ information

  • If you choose to tell us, we record your gender and/or ethnicity using the words you choose to describe them.
  • If you have emailed Voice Collective, we store your full email.
  • If you have posted on Voice Collective’s online forum, your post is stored.

Why do we collect this information?

We record your name, email address or telephone number so that we can get in touch with you if you’ve asked us to, or if we need to tell you about a change to a Voice Collective service, for example, if a Voice Collective event or meeting has been cancelled.

We record your age, gender, ethnicity and the county or borough you live in so we can tell our funders how many parents and carers we’re supporting (but not who you are).

Legal basis for processing your information

Whenever a service like Voice Collective collects information about you, there needs to be a legal basis for doing so. Our legal basis for collecting and using your information is called ‘legitimate interests’. We are here to support you, so we need to collect some details in order to keep in contact with you and let you know about Voice Collective events and services.

Where do we store your information, and how do we keep it safe?

  • We keep the information on a digital, cloud-based database which is password protected.
  • If your child has filled out a Voice Collective referral form and included you as their emergency contact, we keep the form in a locked filing cabinet.
  • Emails to Voice Collective are stored in our password-protected email server.
  • Posts on Voice Collective’s Online Forum are stored on the forum’s server.

How long do we store your information?

We will store your information for 10 years, or until your child turns 19 years old. Then, we will wait until the 1st April to delete your information. This is because every year we count the numbers of people we’ve supported so that we can tell our funders on 1st April.

When the time comes to delete your information, we will delete your record from our database and delete any emails you’ve sent us, and any referral form your child may have filled out.

If you’ve posted on the Voice Collective online forum, we won’t delete your posts because it might still be helpful for other people to read them.

Who can see your information?

The only people who can see your information are the people who work at Voice Collective.

Will we ever share your information with anyone else?

Voice Collective services are safe and confidential. That means that we won’t share your information with anyone, even if they get in touch with us to ask.

The only time when we might share information about you with someone outside of Voice Collective is if we ever became concerned about the safety or welfare of your child. If we did, we may share our concerns with a relevant statutory agency or local authority. In most cases, we would keep you informed of the actions we had taken, however if we felt that this might put any child at risk of further harm we would not inform you of our decision to share information.

What are your rights?

At any time, you have the right to ask Voice Collective to show you the information we’ve collected about you, ask us how we’re using your information, correct any inaccurate information or, in some cases, ask us to delete it or stop using it. You can do this by getting in touch with Lucy at Voice Collective on [email protected] or 020 7911 0822.

Making a complaint

If you think we’ve used your information in a way that feels unhelpful or unnecessary, or feels different from what this notice has explained, you have the right to complain. You can do this by getting in touch with Lucy at Voice Collective on [email protected] or 020 7911 0822.

If you’d prefer to complain to someone outside of Voice Collective, you can get in touch with the Information Commissioners Office (ICO). To find out more, visit: https://ico.org.uk/make-a-complaint/your-personal-information-concerns/

What happens if we need to change this notice?

From time to time, we will check that this privacy notice is correct and up to date. If we update it, we will change the date at the bottom to show when we updated it last. Keep an eye out on our website for changes to the notice: www.voicecollective.co.uk/ .

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