Marches Counselling Service is committed to keeping the personal information you may share with us safe and being clear about how we collect your data, how it is stored and what we do with it.
This policy statement applies to the MCS website marchescounselling.org as well as contact initiated by you to ask for information, support or training from us, to use our services, donate to us, work or to support us.
MCS services not governed by this policy statement includes person-to-person, telephone and webcam counselling/psychotherapy services where a separate confidentiality policy applies.
MCS is a registered charity and not required to be registered with the Information Commissioners Office (ICO) under the General Data Protection Regulations (GDPR) [(EU) 2016/679]. However MCS is compliant with the data protection regulations. Our registered charity number is 1140780 and our company number is 7471763 (registered in England and Wales).
If you have any queries about this policy, please get in touch with the office administrator:
By email: email@example.com
By post: 57 St Owens Street, Hereford, HR1 2JQ
By phone: 01432 279906
What information do we collect about you?
Information you give to us directly
We will collect and store information that you give us directly and when you do the following things on our website(s):
- Fill in the form to book an appointment
- Register for an event
- Register for a workshop or CPD
- Make an enquiry
- Complete a survey
- Sign up to support a campaign
- Support our work through a donation
- Fundraise on our behalf
- Tell us your story (for example, as a media case study)
- Give feedback or make a complaint
- Apply for a job or work with us
- Register as a volunteer
- Enter into a contract with us
- Are photographed or filmed (for example, at a MCS event)
Information given indirectly by you:
- We store certain data about your visits to our website, for example, about your location or your IP address
- We store information about how you navigate our website, although this cannot be used to personally identify you.
- We do not collect and store personal information if you interact with us on our social media platforms: Facebook, Twitter, Instagram and LinkedIn. However these platforms, as hosts for MCS accounts (pages etc), may do so. MCS can’t be responsible for data collected by these platforms and you should check your own privacy settings on these individual sites
- Certain types of personal information are recognised by data protection law as being more ‘sensitive’. So things like sexual orientation, racial or ethnic origin, religious or political opinion, data concerning your health (mental or physical) fall into this category.
- MCS will not collect sensitive information like this when it is given indirectly, for example if you choose to disclose sensitive information on a social media site without the intention of requesting a service from us. We strongly advise that you think carefully about how you share such information about yourself
- MCS is an adult counselling service. However if you’re a young person aged 13 or under you should get the permission of your parent/guardian before sharing information with MCS through our online website and social media platforms
How do we use your personal information?
We will use your personal information to do the following:
- Provide you with information or services you’ve requested
- Process one-off or regular donations and to claim Gift Aid.
- Make our marketing campaigns more targeted and relevant to potential clients and donors; we will only send you marketing information if you have given us specific consent to do.
- Respond to direct requests where you contact us with a query – we will use your personal information to respond.
Carry out general administrative tasks like dealing with complaints and feedback, essential record-keeping.
- Transactions: we will use your personal information to take payments from you when processing orders and payments for goods and services.
- Keep you safe: in the event that we reasonably think you (or someone else) is at risk of serious harm or abuse.
Conduct polls, surveys and market research: we may invite you to take part so that we can improve our website, services and/or strategic development.
- Monitoring and evaluation: we use your personal information to inform and develop our service delivery.
Improve your experience of our website, so that we may offer you a more user-friendly navigation of our website.
- Process applications to work at MCS: for example, if you fill in an application form or send us your CV or send us information speculatively in respect of possible work opportunities.
For how long will we keep your personal information?
We undertake to not keep your personal information for any longer than necessary and only in relation to the purpose for which it was first collected. This is in line with GDPR and as advised by ICO.
MCS may however hold some types of data for up to seven years.
For example, in the case of financial transactions we will keep your personal nformation for as long as legally required in respect of tax or accounting purposes.
Do you share my information with anyone else?
We will only use your personal information for the purposes for which it was obtained in the first place. We won’t share it with any third parties and you won’t receive any communications from other organisations.
However, there are two very explicit ways in which your data might be shared:
- In the event that we use third party suppliers to help deliver our services, fundraising activities and campaigns. For example, we use Mailchimp to send out newsletters via email.
- Where we are legally bound to disclose your personal information, for example, if we believe you (or someone else) is at risk of serious harm or abuse.
Keeping your personal information safe
We have both digital and administrative safeguards to make sure your data is secure at MCS. Access to information is reviewed on a regular basis and limited to those people who actually need to access it, and are assigned the permission to do so.
MCS webforms are used for the purposes of obtaining essential contact information and discourage the sharing of sensitive information. Where we pass highly sensitive data over the internet such as credit or debit card details, or clinical information pertaining to personal circumstances, MCS uses an end to end encrypted email account (Protonmail).
We recognise however that there are inherent risks to passing information over public networks and will use alternative means if you have concerns. We always check at the point of first contact preferred ways of communication. MCS, like all organisations, cannot guarantee 100% security of data handled in this way.
Your rights and managing your own data
You have the right to request access to the personal information that MCS keeps and processes about you. You can ask for corrections to be made to the information we hold or for your personal information to be deleted. You can also ask us to restrict the processing of your personal information or to object to the processing of it altogether.
We will not charge you for either considering or complying with a request unless it is deemed to be excessive in nature. We will ask you for proof of identity and upon this being successfully verified, you are entitled to obtain the following information about your personal information:
- The purposes of the collection, processing, use and storage of your personal data.
- The source(s) of the personal information, if it was not obtained from you.
- The categories of personal data stored about you.
- The recipients (or categories of recipients) to whom your personal data has been or may be transmitted, along with the location of those recipients.
- The envisaged period of storage for your personal data or the rationale for determining the storage period.
- The use of any automated decision-making and/or profiling
If you’d like to make a request relating to any of the rights above, please send a request by emailing the administrator via firstname.lastname@example.org or phoning 01432 279906. Or if you prefer, you can make the request in writing to: Clinical Director, Marches Counselling Service 57 St Owens Street, Hereford HR1 2TQ
Complaints and feedback
If you’re unhappy with our response, you may then raise your concern directly with the Information Commissioner’s Office: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Alternatively you can visit the ICO website.
(Last updated: June 2020)
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