Privacy notice for More House
1.1 More House is an apostolate of the Canonesses of St Augustine CIO which is a charity registered with the Charity Commission in England and Wales. Our charity number is 233699.
1.2 When you provide us with personal data, we will keep a record of the data you give to us in order to enable us to comply with our statutory obligations and to achieve our charitable objects.
1.3 Everyone has rights with regard to how their personal data is handled by organisations. More House is committed to ensuring that personal data is properly and securely managed in accordance with the relevant data protection laws. This notice sets out how we use and protect the information that you provide to us or that we obtain or hold about you, and what your rights are in relation to information that we hold.
2 WHAT PERSONAL DATA DO WE HOLD ABOUT YOU?2.1 We may hold the following types of personal data:
2.1.1 name and contact details;
2.1.2 gender, age, date of birth, and nationality;
2.1.3 information about your education;
2.1.4 information about your family, next of kin and emergency contact details;
2.1.5 email address;
2.1.6 financial information and bank account details
2.1.7 records of communications and interactions with you whilst resident at More House
2.1.8 CCTV recordings, video streaming and photographs;
2.1.9 any other information which you choose to provide to us or that we are provided by others.
2.2 We may also hold special categories of personal data e.g. information about your religious beliefs, information about your health and wellbeing and any medical conditions, name and contact details of your GP.
2.3 We may also receive personal data about you from third parties, for example, your family members, college staff and medical professionals.
3 HOW AND WHY DO WE PROCESS YOUR PERSONAL DATA?3.1 The personal data which we hold about you, whether it is collected directly from you or whether we receive it from a third party, may be processed in a number of ways, for example:
3.1.1 to communicate with you in relation to news and activities and events taking place in More House
3.1.2 to improve our services and the way we communicate with you;
3.1.3 to carry out general pastoral and spiritual care;
3.1.4 for debt recovery purposes
3.1.5 to administer, support, improve and develop the administration of More House and to keep our accounts and records up-to-date;
3.1.6 to process residence applications from you;
3.1.7 for audit and statistical purposes;
3.1.8 to ensure we comply with our legal obligations (e.g. by providing information to the Charity Commission or HMRC or carrying out safeguarding activities);
3.1.9 in the case of CCTV recordings, to prevent or detect crime, and to help create a safer environment for our staff, residents and visitors;
4 ON WHAT GROUNDS DO WE PROCESS YOUR PERSONAL DATA?4.1 We must have a lawful basis for processing your information; this will vary according to the circumstances of how and why we have your information but typical examples include:
4.1.1 you have given consent (which can be withdrawn at any time by contacting us using the details below) for us to process your information (e.g. to send you communications by email or SMS);
4.1.2 we are carrying out necessary steps in relation to a contract to which you are party or prior to you entering into a contract (e.g. where you enter into a licence agreement to reside at More House);
4.1.3 the processing is necessary for compliance with a legal obligation (e.g. where we pass on information relating to employees to HMRC);
4.1.4 to protect your vital interests (e.g. if you were unfortunate enough to fall ill or suffer an injury on our premises, then we may pass on information to the NHS for treatment purposes and to family members).
4.2 If we process any special categories of personal data we must have a further lawful basis for the processing. This may include:
4.2.1 where you have given us your explicit consent to do so (e.g. to cater for your medical or dietary needs);
4.2.2 you have made the information public, or;
4.2.3 where the processing is necessary for carrying out More House’s employment and social security obligations;
provided that the legal basis is proportionate to the aim pursued and provides for suitable and specific measures to safeguard your rights, or as part of our legitimate interests as a charitable institution.
5 WHO WILL WE SHARE YOUR INFORMATION WITH?5.1 Personal data we hold is treated confidentially. Your data will only be shared for the purposes to which you consent or because it is necessary for a lawful purpose.
6 HOW LONG WILL WE KEEP YOUR INFORMATION FOR?6.1 We will endeavour to keep personal data for as long as is necessary for our purposes or as required by law and to delete it when it is no longer so.
7 YOUR RIGHTS7.1 You have rights in respect of the personal data you provide to us. In particular:
7.1.1 the right to request a copy of the personal data that we hold about you
7.1.2 if we process your personal data on the basis that we have your consent, the right to withdraw that consent;
7.1.3 the right to ask that any inaccuracies in your personal data are corrected;
7.1.4 the right to have us restrict the processing of all or part of your personal data;
7.1.5 the right to ask that we delete your personal data where there is no compelling reason for us to continue to process it;
7.1.6 the right to object to us processing your personal data for direct marketing purposes.
7.2 Please note that the above rights may be limited in some situations – for example, where we can demonstrate that we have a legal requirement to process your personal data.
Also, we may need you to provide us with proof of identity for verification and data security purposes before you can exercise your rights.
7.3 Rights may only be exercised by the individual whose information is being held by More House or with that individual's express permission.