privacy notice

Privacy Notice

At Inspire Wellbeing, we are committed to protecting and respecting your privacy.

This privacy notice explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We do this in line with current General Data Protection Regulation legislation.

We understand that privacy and the security of your personal information is extremely important. Because of that, this notice sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed by us. 

This notice gives effect to our commitment to protect your personal information.  Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our privacy Notice may occur at any time. We will endeavor to publicise any changes.

What’s in this notice? 

This notice tells you:

  • Who we are
  • What type of information we hold
  • How your information is used
  • The legal basis we rely on to process personal information
  • Who has access to your information
  • How long do we keep your information for
  • How can you access and update your information
  • Our Data Protection Officer Contact Details

Who are we?

Inspire Wellbeing is a registered charity in Northern Ireland (no. NIC103470) and in the Republic of Ireland (RCN 21016690). Inspire Wellbeing provides a wide range of services, including mental health services, learning disability services, counselling, addiction services and training.

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. It also might include CCTV footage or phone recordings. This is not an exhaustive list and what personal information we collect is dependent upon the service you are engaging with.

We may collect your personal information in a number of ways.

For example, when you:   

  • Use our services
  • Visit any of our website(s)
  • Engage with us on social media
  • Download or install one of our apps
  • Contact us by any means with queries, complaints etc
  • Book to attend an event
  • Choose to complete any surveys we send you
  • Comment on or review our services
  • Have had your information passed to us by a third party
  • Attend our events where we may take photographs

How is your information used?

We may use your information to:

  • enable Inspire Wellbeing to provide a service to you
  • seek your views or comments on the services we provide
  • notify you of changes to our services
  • promote our services or for fundraising
  • to carry out our obligations arising from any contracts entered into by you and us

We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.

The legal basis we rely on to process personal information 

In order to comply with data protection legislation, we need to keep a register of the full range of personal information that we hold and on this register we also must state the legal basis which allows us to hold this information. The law on information protection sets out a number of different bases on which an organisation may collect and process your personal information, including: 

Consent 

In specific situations, we can collect and process your information with your explicit consent. 

Performance of a contract 

In certain circumstances, we need your personal information in order to perform a contract that we have entered into with you. 

Legal Obligation 

If the law requires us to, we may need to collect and process your information.  We may also need to pass your information onto a third party if required by law. 

Legitimate interest 

In specific situations, we require your information to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and delivering our services.

Who has access to your information?

Within Inspire Wellbeing, access is only available to those who need this information in order to provide a service to you or to fulfil the contract that we have with you. Access may be required by support departments within Inspire Wellbeing, such as ICT and Finance, as well as those involved in the direct delivery of services to you.

Third Party Providers/Partners that we work in association with

We work closely with various third party providers such as the health professionals, social services, Health Trusts or the Health Service Executive. This is necessary to ensure that we have a range of quality and reliable services designed to meet the needs of our Service Users. The relevant third party provider will use your details to provide Inspire Wellbeing 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.

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 support 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 Inspire Wellbeing, unless you have requested us to do 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.

How long do we keep your information for?

We will only keep your information for as long as we need to or for as long as we are legally required to.

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, or as long as is set out in any relevant contract you hold with us.

How you can access and update your information

The accuracy of your information is important to us. If any of your information that we hold is inaccurate or out of date, please notify us.

You have the right to ask for a copy of the information that Inspire Wellbeing hold about you. This is known as a Subject Access Request and we have 30 calendar days to comply with such a request. There is no charge.

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 confidential and sensitive information is securely filed and we apply software to our ICT to prevent unauthorised access to your information. We have appropriate procedures in place for data security and management of records. All of our staff are trained in data protection and GDPR.

We also monitor compliance with data protection procedures through our internal audit programme.

Contact Details

Should you have any queries regarding any aspect of Data Protection within Inspire Wellbeing, please contact:

Data Protection Officer

Inspire Wellbeing

Lombard House

10 – 20 Lombard Street

Belfast

BT1 1RD

Tel: 028 90328474 (From NI)

Tel: 0044 2890328474 (From ROI)

Email: DPO@inspirewellbeing.org