1. Introduction
Preservation of your privacy is important to Quiet Waters and we are committed to letting you know how we use your personal information and to making only responsible use of your data.
Quiet Waters is a Scottish Charitable Incorporated Organisation (SCIO) registered with the Scottish Charity Regulator (OSCR); registration number `SC023661.
Information on our services, charitable activities, and finance is available on our website www.quiet-waters.org and on OSCR’s website at www.oscr.org.uk/about-charities.
2. Information about you
2.1 We will collect personal information from you when you, or your organisation, enquire about our activities, make a self-referral to one of our counselling, listening, or support services, request information to be sent to you about our training courses or sign up to receive Quiet Waters newsletters or request other marketing materials.
2.2 This may include your name, title, email address, physical address, telephone numbers and job title. We may also ask for some additional, non-personal information. For those seeking counselling and/or support we may ask for more sensitive information during the referral and assessment process in order to provide you with the appropriate level of help to meet your specific requirements.
2.3 The required information will be captured during telephone conversations, and the more sensitive information collected in face-to-face interviews.
3. Our use of this information
3.1 Your personal information will only be used to process your requests; to provide you with the appropriate service and level of help required, and to provide you with information relating to our services and activities that you request or which we think you may be interested in. .
3.2 We will not share your personal information with any third party without your written consent and, additionally, we are convinced that there is a clear advantage to you in doing so.
4. How secure is it?
4.1 We will take reasonable precautions to prevent the loss, misuse or alteration of information you give us, and have robust processes in place to ensure we comply fully with the provisions of the Data Protection Act 2018.
4.2 Communications in connection with our services may be sent by e-mail. For ease of use and compatibility, communications (other than payments where applicable) will not be sent in an encrypted form unless you require it and provide the certification to enable us to communicate with you in that way.
E-mail unless encrypted is not a fully secure means of communication. Whilst we endeavour to keep our systems and communications protected against viruses and other harmful effects we cannot bear responsibility for all communications being virus-free.
Communications from Quiet Waters by email will not contain sensitive personal information.
5. How long do we keep it?
5.1 In general terms, we hold onto your personal data for as long as necessary to provide you with the services you request, unless the law requires us to retain it for longer.
5.2 In the case of our counselling and support services, personal information may be securely archived for a period of up to five years following counselling before being securely destroyed.
6. Visiting our website
6.1 We do not use cookies on website to track what you are browsing, so you can browse freely without worrying about what information about your visit to our website may be captured. We will not know you have visited us.
6.2 The forms on our website simply pass the information you enter to the designated email address. No personal information is stored on the site.
7. Your rights
7.1 You have a right to access your own personal information held by us, free of charge. To do so, you need to make the request in writing, by letter or email. We can send you a simple form to facilitate this if you wish, and in any event will process the request to completion within 40 days.
7.2 You might also like us to correct or update any information we have, or like us to delete your personal information from our records, free of charge. If so, you will need to make the request in writing, but again, if you wish, we can provide a simple form to help you do that.
7.3 We may need to confirm your identity before allowing you access to your personal data and before making changes or deleting it from our files. This is not to make things difficult for you but to make sure we don’t allow anyone else to see or alter your personal data.
8. Other information
8.1 Our privacy policy may be updated from time to time, so please check it periodically.
8.2 Links within our website to other websites are not covered by this privacy policy.
8.3 Should you wish to exercise any of your rights, require further information or clarification of our privacy policy as set out above, please give us a call (01324 630 643) - our staff will be pleased to help you.