Privacy notice

The privacy of our residents, colleagues, visitors and applicants

To provide services we need to collect and use personal information. For an explanation of how we collect, use and share the personal information we collect from our service users and beneficiaries download our other privacy notices:

• Download our privacy notice for residents.

• Download our privacy notice for colleagues and volunteers.

• Download our privacy notice for applicants.

• Download our test and trace and vaccinations privacy notice.

The personal data will we collect and process

In most cases we collect personal information directly from you. In circumstances where you provide personal information to us by completing our online 'Request Information' and 'Email Us' web forms, along with using our ‘Chat box’ facility.

Below are some examples of the type of information we may process about you:

● Name, address, email address and telephone number(s)

● Nature of your query

Special categories of personal data

We do not set out to collect special categories of personal data via our website or web chat service.

Legal basis for processing your personal data

We may rely on one or more of the following legal provisions to process your personal data:

● It is in the legitimate interests of St Monica Trust to process your personal information in the administration of your enquiry.

● St Monica Trust will also process your personal information where it is required by law or regulation. This processing will always be fair and lawful and will always comply with the principles of applicable privacy laws in the UK.

● The transfer of information via the chat box is to a third country and is considered to be a one-off transfer to meet our mutual legitimate interests. Art. 49(1)(f), UK GDPR.

Sharing your personal data

St Monica Trust will not share personal information collected via our websites with third parties.

Ensuring your personal data is kept safe

We may hold personal data for up to 1 year for the purposes defined above.

Security

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. However, no transmission over the Internet can ever be guaranteed secure. Therefore, please note that we cannot guarantee the security of any personal information that you transfer to us over the Internet.

Emails are not always secure, and they may be intercepted or changed after they have been sent. St Monica Trust does not accept liability if this happens. The content of emails reflects their author's views and not necessarily those of St Monica Trust. The information in emails from St Monica Trust is confidential, so if you receive one by mistake, please delete it without copying, using, or disclosing its content.

External goods or service providers must ensure that any cloud system on which the provider holds any data relating to St Monica Trust is a secure system that complies with the National Cyber Security Centre’s (NCSC) Cloud Security Principles and cloud security requirements. External goods or service providers must ensure that all of their information technology systems and websites are operated and maintained in compliance with NCSC guidance located at: https://www.ncsc.gov.uk/section/advice-guidance/all-topics along with any applicable local regulations and rules.

Why we collect your data, what data we collect and how we process it

We collect the following types of data:

Contact forms

We will only collect the information that visitors provide voluntarily, such as those provided by completing our online 'Request Information' or 'Email Us' web forms. We require this information to understand your requirements, and for the following reasons:

• To improve our products and services.

• To periodically send you promotional information about new products, special offers or other information which we think you may find interesting (where you have given consent).

• To contact you from time to time for market research purposes via email, phone, fax or mail (where you have given consent).

• To customise the website according to your interests.

Chat Box

For the purposes of responding to queries made via the website, we use an interactive chat box which is based in Australia. Your query will be a one-off request that will be responded to by our sales and marketing team.

Cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. If your browser is configured to accept cookies, the file is added and the cookie helps web applications to respond to you as an individual by gathering and remembering anonymous information about your preferences.

A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

For more information regarding the types of cookies we collect please see our cookies page here.

Online Advertising

We may use services such as Google Ads, Bing Ads, Facebook, Twitter and re-marketing / retargeting to advertise our services across the internet. These services use code on our website and cookies from the advertising platform to allow them to anonymously know when a visitor has visited our websites from an advert and to show visitors our adverts on other websites.

You can also opt out of many third-party advertiser's use of cookies here.

You can adjust your Facebook advertising preferences here.

You can opt out of Twitter personalised ads in your Twitter settings here.

Links to other websites

Our websites may contain links to other websites of interest. Once you have used these links to leave our site, you should note that we do not have any control over the destination website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy notice. You should exercise caution and look at the privacy notice applicable to the website in question.

Only staff who are required to access your records will do so and only for the specific purposes of replying to your enquiry.

Your rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at informationgovernance@stmonicatrust.org.uk if you wish to make a request.

Complaints

If you have a concern about the way in which we are handling your personal information then please contact our DPO at i-west@bathnes.gov.uk.

We will take your concern seriously and work with you to try to resolve it.

If you are not satisfied with our response, you can raise the matter with the Information Commissioner’s Office (ICO) via their website, call their helpline on 0303 123 1113, or in writing at:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Updates to our Privacy Notice

This privacy notice will be updated to reflect changes either to the way in which we operate or changes to the data protection legislation.