Sightline Vision North West and Data Control
Here at Sightline Vision North West (hereafter Sightline), we are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.
We are a “data controller” for the purposes of the Data Protection Act 1998 and (from 25 May 2018) the EU General Data Protection Regulation 2016/679 (“Data Protection Law”). This means that we are responsible for, and control the processing of, your personal information.
For further information about our privacy practices, please contact our Data Protection Officer by:
Writing to Sightline, Howick House, Howick Park Avenue, Penwortham, PR1 0LS
Calling us on 0800 587 2252
Emailing to firstname.lastname@example.org
How we collect information about you
Everything we do, we do to ensure that we can help people experiencing sight loss gain access to information and support and respect. We want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails, post or phone calls. We want to make sure you receive the best attention when you use our services.
We collect information from you in the following ways:
When you interact with us directly: This could be if you ask us about our services, register with us for information, a service or for training, make a donation to us, ask a question about sight loss, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, or get in touch through the post, or in person.
When you interact with us through partners or suppliers working on our behalf: This could be if you are referred to us from a third party organisation or healthcare professional, or when you receive or make a Sightline phone call, which is delivered through a technology services purchased from trusted organisation working on our behalf to deliver our service, and always under our instruction.
When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving or one of the other third parties that we work with and provide your consent for your personal information to be shared with us, or sign up to take part in an event through a third party service such as Eventbrite.
When you visit our website: We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use “cookies” to help our site run effectively. There are more details below – see ‘Cookies’.
We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website.
Information we collect and why we use it
Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone number, gender, sight loss condition, ethnicity, GP information, next of kin/carer, as well as information you provide in any communications between us. You will have given us this information when registering with us to receive our services, when obtaining information from us, registering for an event, or any of the other ways to interact with us.
We will mainly use this information:
To provide the services that you have requested
To update you with important administrative messages about our services.
To keep a record of your relationship with us.
Where you volunteer with us, to administer the volunteering arrangement.
If you do not provide this information, we may not be able to provide the services which have been identified as potentially beneficial to you, or sign you up for a particular event.
We may also use your personal information:
To contact you about our work and how you can support Sightline (see ‘Marketing’ below for further information).
To invite you to participate in surveys or research.
Sensitive Personal Information
You can of course decide if you want to remain anonymous, if you are happy to share your personal details with staff members or if you would like us to share your story with the media or other parties as part of our work telling people’s personal stories about sight loss (for example, on our website, in print, on social media or in the press).
A special note about the Sensitive Personal Information we hold
Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs.
Service delivery contracts we provide may require us to report on particular data criteria and service user statistics. This information is used for data analysis and therefore, we have to record it, but it is always anonymised before sharing.
We will only use this information:
For the purposes of dealing with your enquiry, training, and quality monitoring or evaluating the services we provide.
We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.
Where you have given us your express consent that you are happy for us to share your story, then we may publish it on our website, press, social media or in other media.
The legal basis for using your information
There lawful reasons allowing Sightline to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for Sightline to process your information to help us to achieve our vision of supporting people through sight loss.
Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post, including sending you a newsletter, use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints), or for complying with guidance from the Charity Commission.
We will only contact you about our work and how you can support Sightline by phone, email or text message, if you have agreed for us to contact you in this manner.
However, if you have provided us with your postal address we may send you information about our work and how you can support Sightline by mail unless you have told us that you would prefer not to hear from us in that way.
You can update your choices or stop us sending you these communications at any time by contacting email@example.com by phoning us on 0800 587 2252, or clicking the unsubscribe link at the bottom of the relevant communication.
Sharing your Information
The personal information we collect about you will mainly be used by our staff (and volunteers) at Sightline so that they can support you.
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.
Sightline may however, share your information with our trusted partners and suppliers who work with us on or on our behalf to deliver our services, or with other organisations who we want to refer you to for additional services, but processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes.
We enter into contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information.
We also share anonymised information with CCGs, Eye Health Professionals, sector colleagues and grant funders, to give an accurate picture of the numbers of people we are supporting and how. This is always statistical information and no individual is identifiable from it.
For business operational purposes, shifts, rotas and contact details may be displayed on office walls. These are not for access for the general public.
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority).
Keeping your information safe
We take looking after your information very seriously. We’ve implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss. We use a database called Harlequin (http://www.harlequinsoftware.co.uk) to store all servicer user, supporter and volunteer information.
Unfortunately, the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.
Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.
How long we hold your information for
We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations.
You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting us at Sightline, Howick House, Howick Park Avenue, Penwortham, PR1 0LS by email at firstname.lastname@example.org and by phone on 0800 587 2252. You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, www.ico.org.uk:
Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing, and provide us with evidence of your identity.
Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
Consent: If you have given us your consent to use personal information (for example, for volunteering), you can withdraw your consent at any time.
Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.
Cookies is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or table when you visit a website. They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you.
The cookies we use
We use the categorisation set out by the International Chamber of Commerce.
We use all four categories of cookies:
Strictly necessary cookies are essential for you to move around our website and to use its features, like our shopping basket and your account.
Performance cookies collect anonymous information about how you use our site, like which pages are visited most.
Functionality cookies collect anonymous information that remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.
Targeting or advertising cookies collect information about your browsing habits in order to make advertising relevant to you and your interests. As such if you visit Sightline’s website you may then be more likely to see adverts about Sightline’s work on other websites as your browsing suggests that this is an area of interest.
No cookies, please!
Our accountability to you
You can email us at email@example.com with feedback or to make a complaint if you are unhappy with anything we have done while communicating with you.
We will respond honestly and promptly to you