KIM Inspire Privacy Policy


KIM Inspire (KIM) takes great care to ensure the safety of your personal data. We want everyone who comes to KIM for support or who supports us, to feel confident that the personal information we collect from you will be processed fairly and lawfully.  This Privacy Notice explains how KIM collects, uses and stores your personal information (i.e. information that identifies or could identify you).

Who we are

KIM Inspire is a registered charity working with people to improve their mental health and well-being. KIM is committed to protecting your personal information and ensuring that it is processed in a fair, open and transparent manner.

KIM is a ‘data controller’ under the EU General Data Protection Regulation 2016/679 (“Data Protection Law”) which means we are responsible for the processing and control of your personal information.

When will we collect information about you?

We want to ensure that people experiencing poor mental health receive the support that they need. We also want to ensure you receive the communications which are most relevant to you either via post, phone calls, emails or visiting our website.  When you become involved with KIM either as a client, a volunteer, a supporter or as an attendee at one of our events, we want to make sure you receive the best service.  To enable this KIM may collect personal information from you when you:

Contact us directly: This could be if you make a self-referral via our website, complete a self-referral application form or telephone us; register with us for one of our community events or activities; make a donation to us; apply for a job or volunteering opportunity or become a KIM Member or Trustee.

Interact with us through partners or suppliers working on our behalf: This could be if you work as an employee or volunteer at one of the social enterprise cafes, Café KIM in Mold Law Courts or Café KIM in Heddfan.

Interact with us via third parties: This could be if KIM is provided with your details: via a referral for KIM’s services from another organisation; if you provide a donation through a third party such as Just Giving or from other third parties that we work with and provide consent for your personal information to be shared with us.

Visit our website: KIM is able to gather information which may include which pages on our website were visited most 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 use ‘Cookies’ on our website to help the site work – please see below for further information on Cookies.

Visit our premises:  KIM has CCTV cameras outside the Hub, Park Lane, Holywell.  The CCTV captures images of all individuals entering or leaving the Hub building and the surrounding garden and car park within our boundary.

Why we need your details and how we use it

The main reason we need to collect your personal details is so we are able to communicate with you and let you know what KIM is doing and opportunities for you to get involved with our services, events or activities.

The personal information we collect includes: your name, address, date of birth, telephone number, email address, your mental health concerns if applicable, your parent, guardian or carer’s name and contact details if applicable, the services that you are interested, CCTV images if you come to our premises at the Hub, credit/debit card details (if you are making a purchase or donation) or bank details (for the payment of expenses or salary) plus any information you provide in any communication between us.

KIM uses this information:

  • To keep a record of your relationship with us
  • To provide you with information about KIM’s services, activities and events
  • To monitor your progress and recovery with KIM
  • To report on the success of KIM’s projects to our funders (no personally identifiable information is provided to funders without your explicit consent to do so)
  • Where you are a volunteer or employee, to administer the volunteer agreement or employment contract
  • For members and trustees, to keep you informed of meetings and events that you may be required to attend
  • CCTV images are for the purpose of premises security only
  • To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.

If you do not provide KIM with the required personal information, we will not be able to provide you with the services requested, inform you of events or activities taking place or process your donation.

Sensitive Personal information

This relates to ‘special categories’ of data as defined by the GDPR and includes information about a person’s health, race, ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data, sex life and sexual orientation.

If you share your personal experience or the experience of a friend or relative, we may also collect this health information.  This is sensitive personal information.  You can of course decide: if you wish to remain anonymous; are happy to share your personal details with relevant staff members or if you would like us to share your story with the media or other parties as part of KIM’s work telling people’s personal stories about mental health.

Any special category information we collect will only be used:

  • For the purposes of dealing with your enquiry, proving a service or support, 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 for instance anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as abuse or exploitation.
  • Where you have given your express consent that you are happy for us to share your story.

Profiling

KIM only uses profiling techniques to assess our demographic data held across our personal information database.  This does not identify anyone by name however there may be unique characteristics that could allow the individual to be identified.  This type of profiling is only used internally or for supplying information to existing or potential funders to identify the need for a service or the work we have already done.

Legal basis for using your information

In most cases, we will gain your consent to use your personal information or need to use your personal information in order to fulfil a contract with you.  KIM however can process your personal data for other lawful reasons and this is called ‘legitimate interests’.  Some examples of where we have a ‘legitimate interest’ to process your personal information would be: where we use your personal data to look at how we can improve our services, for legal purposes (e.g. dealing with complaints or claims) or for complying with guidance from the Charity Commission.

Marketing

We will only contact you about our work or how you can support KIM by letter unless you have given us your consent to also contact you by phone, email or text.

You can update your choices or stop us sending you these communications at any time by contacting us on Tel 01352 872189 or by emailing ‘info@kim-inspire.org.uk’ or clicking on the ‘Opt out’ link at the bottom of any email sent to you from KIM.

Who can we share your information with?

Any information you provide will be treated in the strictest confidence with information mainly used by staff (and volunteers) so that they can provide support.

We will never sell or share your data with other organisations so that they can contact you for marketing purposes.  If we ever need to send or share your data with trusted partners and suppliers working our behalf, we will make sure that the organisation has signed a data processing agreement with us, so that they are bound to take care of your data in the same way we do.

We may be required under ‘Legal Disclosure’ to disclose your information in certain circumstances to comply with applicable laws, regulations and codes of practice or to a valid request from a competent authority.

How do we keep your information secure?

We have in place appropriate physical, technical and organisational measures to protect the personal information we hold about you to prevent loss, misuse or unauthorised alteration, access or destruction   For example, our website does not store your personal information when you enter personal information into one of our online forms – it links directly with our secure database.

We may send you communications by email.  E-mail is not a fully secure means of communication and whilst we do our utmost to keep our systems and communications protected we cannot guarantee this.

Our website may contain links to other sites. We are not responsible for the content or the privacy practices of other sites and please be aware they may collect personal identifiable information about you.

Any debit or credit card details used to purchase items at the Hub are processed through our payment processing partner, Square, according to the Payment Card Industry Security Standards. No debit or credit card details are retained by KIM.

How long do we hold your information for?

KIM only keeps information as long as is reasonable and necessary for the relevant activity, which maybe to fulfil statutory obligations.  A copy of KIM’s Retention Policy may be obtained by contacting us on Tel 01352 872189 or emailing info@kim-inspire.org.uk

Your rights

You have various rights in respect of the information we hold about you.  If you wish to exercise any of these rights or make a complaint please contact us at KIM Inspire, The Hub, Park Lane, Holywell, Flintshire, CH8 7UR or by Tel 01352 872189 or by email info@kim-inspire.org.uk. You can also make a complaint to the Information Commissioner’s Office, https://ico.org.uk

  • Access to personal information: You have the right to request access to a copy of the information we hold about you, why we use it, how we use it, who it is shared with and how long we keep it.  All access request are free of charge and must be provided in writing with evidence of your identity.
  • Right to object: You can object to the processing of your personal information where we are relying on legitimate interest or where we are processing your information for direct marketing purposes.
  • Consent: You can withdraw your consent for KIM to use your personal information
  • Rectification: You can ask us to change or complete any inaccurate or incomplete personal information we hold 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: You have the right not to be subject to automated decision making. KIM does not currently carry our any automated decision making.

Cookies

Cookie‘ is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or tablet 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.

We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve the user experience.

We use the following categories of cookies:

  • Strictly necessary cookies are essential for you to move around our website and to use its features.
  • 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.

‘No cookies, please’.  You can opt out of all our cookies (except the strictly necessary ones). Find out how to control and delete cookies in your browser.

But, if you choose to refuse all cookies, our website may not function for you as we would like it to.

This policy document was approved by KIM Inspire’s Board of Directors and is issued by the Chief Executive Officer (CEO) on a version controlled basis.