MindWise Privacy Policy

1. Introduction 

 
At MindWise, we’re committed to protecting and respecting your privacy. 
 
This Policy explains when and why we collect personal information about persons who engage with our activities at all levels to support MindWise in delivering its mission, how we use that personal information, the conditions under which we may disclose it to others and how we keep it secure. 
 
We may change this policy from time to time to ensure that it is compliant with the law. Please check the policy date to ensure that you are reading the correct version. By using our services and accessing our website, you are agreeing to be bound by this policy. 
 
Any questions regarding this policy and our privacy practices should be sent to the Data Protection Officer, MindWise, Pinewood House, 46 Newforge lane, Belfast BT9 5NW. Alternatively, you can telephone 028 9040 2323. 
 

2. Who are we? 

 
MindWise is a local Northern Ireland charity (registered charity number CCNI No. NIC103469) that works to support those at risk of and affected by severe mental illness and mental health.  
 
Our vision is a world where people affected by mental health issues receive the support they need to lead a fulfilling life through recovery and discovery. 
 
Our mission is to transform lives and develop new visions for mental health by challenging stigma and discrimination and providing quality services and support. 
 
Our values underpin everything that we do in supporting people affected by severe mental illness and mental health difficulties. They are: 
 
• Passion - we are passionate about mental health and wellbeing.
 
• Respect - we are respectful and value everyone in society. 
 
• Empathy - we are empathetic, we listen and support you when you need it. 
 
• Togetherness - we believe that working together is the best way to achieve our goals. 
 
 
Our goals are set out in our Strategic Vision 2017-2022 ‘Transforming lives and developing new visions for mental health’ and are:
 
• To support recovery through the expansion and development of creative and innovatory models of best practice and services. 
 
• To raise awareness of the issues affecting those at risk of or experiencing mental health problems, their families and carers. 
 
• To continue to develop a high value based organisation that is dynamic, ambitious and fit for the future. 
 

3. How do we collect information from you?

 
We obtain information about you when you engage with our activities, for example as a client, as a member, as a worker or volunteer, as a donor, as a fundraiser or as a funder or partner.
 
Furthermore, when entering into a commercial contract with MindWise, we will collect information in order to ensure contract obligations of both parties are met. 
 

4. What type of information is collected from you? 

 
The personal information we collect might include your name, address, email address, sensitive information regarding your mental or physical wellbeing, third parties including family members or medical practitioners, bank details for contractors and key personnel within those contracts. This is not an exhaustive list and what personal information we collect is dependent upon the service you are engaging with. 
 

5. How is your information used? 

 
We may use your information to: 
 
• Enable us to provide a care, support, information and/ or advice service to you;
• Seek your views or comments on the services we provide; 
• Process orders that you have submitted; 
• Carry out our obligations arising from any contracts entered into by you and us; 
• Notify you of changes to our services; 
• Inform you of activities within MindWise; 
• Process a job or volunteer application. 
 
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example to fulfil any legislative or regulatory obligation, or as long as is set out in any relevant contract you hold with us. 
 

6. Who has access to your information? 

 
MindWise makes the following commitment to you: 
 
• We will provide access to your information only to those who need this information in order to provide a relevant service to you. 
• We will not sell or rent your information to third parties.
• We will not share your information with third parties for marketing purposes. 
• We will only share information with third parties as a requirement of the service provided, where there may be a safeguarding issue or where we are legally bound to do so. 
 
Third Party Service Providers working on our behalf: 
 
We may pass your information to our third-party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to ICT providers).
 
However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond MindWise, unless you have requested us to do so, you have consented to us doing so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime and or where Safeguarding is required. 
 
Third Party Providers/Partners we work in association with: 
 
We work closely with various third-party providers such as health professionals, social services, Health and Social Care Trusts or the Health Service Executive to ensure we provide a range of quality and reliable services designed to meet the needs of our clients. The relevant third-party provider will use your details to provide MindWise with information and carry out both our and their obligations to you when using the services. In some cases, they will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy.  
 
These third-party providers/partners will share your information with us which we will use in accordance with this Privacy Policy. 
 
We may transfer your personal information to a third party as part of any business restructuring or reorganisation, or if we are under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of individuals. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected. 
 

7. How you can access and update your information 

 
The accuracy of your information is important to us. if you change email address, or any of the other information we hold is inaccurate or out of date, please notify responsible staff who will update this. A responsible staff member is generally the person you contact or speak to when dealing with the relevant matter. 
 
You have the right to ask for a copy of the information MindWise holds about you. This is known as a Subject Access Request and we will aim to provide the relevant data to you within one month of receipt. This may be extended by up to two further months where requests are complex or numerous. If this is the case, we will inform you within one month of the receipt of the request and explain why the extension is necessary. 
 

8. Security precautions in place to protect the loss, misuse or alteration of your information 

 
When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information is securely filed and we apply software to our information and communications systems to prevent unauthorised access to your information. 
 

9. 16 or Under 

 
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ and we need to get consent from you to use your personal information, our staff member will advise how this will be done. In some circumstances, and always for children under the age of 13, we may need to get your parent/ guardian's permission beforehand whenever you provide us with personal information. 
 

10. Transferring your information outside of Europe 

 
As part of the services offered to you by MindWise, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK or ROI. By submitting your personal data, you are agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy. 
 

11. Review of this Policy 

 
We will review this policy annually. This policy was last updated in May 2018. 
 

 

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