Privacy Notice

We want people to feel informed and confident with how we use their personal information. EDP Drug and Alcohol Services (EDP) are committed to respecting your privacy and keeping your personal information safe. This privacy notice tells you what to expect when EDP Drug and Alcohol Services collects your personal information. It covers the following:

 

Who we are

How we collect information about you

Information we collect and why we use it

Lawful basis for using your information

Marketing

Sharing your information

Keeping your information safe

How long we hold your information for

Your rights

Cookies

Monitoring

 

Our Easy Read Privacy notice is available here.

 

Who we are

EDP Drug & Alcohol Services (EDP) are a charity working primarily in the South West, providing services across Devon and Dorset, in the community and within prisons. We offer a number of dynamic and innovative initiatives which work alongside people to improve their wellbeing, social connections and employability. We are passionate about supporting individuals who face complex issues, including substance misuse, mental ill health, and other harmful, addictive and offending behaviour, to improve their lives. The fundamental belief underpinning our work is that, given the right support and resources, people can and do make remarkable changes.

 

Our Contact details

EDP Drug & Alcohol Services, Beaufort House, 51 New North Road, Exeter, EX4 4EP

Email us: info@edp.org.uk

Call our Central Service office: 01392 666710

Our registered charity address is Stratus House, Emperor Way, Exeter Business Park, Exeter, Devon, EX1 3QS. Charity Number: 297370; Company number: 2145656.  This privacy notice covers all personal data collected by EDP. All references to EDP, ‘we’, ‘us’ and ‘our’ refer to EDP Drug and Alcohol Services.

EDP are registered with the Information Commissioner’s Office as Data Controllers. Our Data Protection Officer is Liz Thompson (Head of Compliance)

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How we collect information about you

 When you contact us to access our services we want to make sure that we are able to provide you with the right support. So, we will collect information at that point to help us do this. This contact may be face to face, over the telephone or via email/direct messaging.

If you were to transfer to another service, we would only transfer information via a secure method and with your consent.

Sometimes you will be referred by our partner agencies and they will share information about you with us so that we can make contact with you. These agencies will have gained your consent to share this information before they send it to us.

When you contact us to apply for a job or volunteering opportunity we will ask you to provide us with your personal details to allow us to keep you up to date with your application.

If we enter a professional relationship with you, such as a partner agency or contractor, we will collect some personal information in order to fulfil the requirement of the professional relationship.

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Information we collect and why we use it

People using our service

Personal Information: Is information such as your name, date of birth and contacts details. We collect this information to keep a record of your engagement with us and so that we can contact you to invite you to appointments or other sessions and to keep you up to date with services available to you.

Sensitive Personal Information: When you work with us we will ask you to share some sensitive information such as health information and your previous personal experiences. You don’t have to tell us, but we do this so that we can get to know and understand you better and therefore ensure the right support is offered. Other categories of sensitive personal information can include race, ethnic origin, sexual orientation and religious beliefs. We will collect these details about you when you work with us. As well as informing your ongoing support, it will also be used to monitor the range of people working with us so that we can ensure our service is accessible to all who would benefit from it. We will also, with your consent and anonymously, share data with Public Health England through the National Data Monitoring System (NDTMS) to shape policy and service delivery nationally.

All of the information that we collect from you will be dealt with in line with our privacy and confidentiality policies. We will not share any of the information that you share with us outside of our organisation without gaining your consent unless there are some legal reasons to do so. When you start working with us our confidentiality policy will be discussed with you in detail, to help you to understand when and why we may share your information.

Applicants/ Employees/ Volunteers:

We will collect personal information about you if you apply to work or volunteer for us. We will only hold personal information that is required to comply with the law and regulations. For the same reason we might, on occasion, also hold sensitive data about you.

Partners/suppliers:

If we enter a business relationship we will collect information on you for our records. We will always try to collect the minimum amount of information required.

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Lawful basis for using your information

 Under the law there are 6 lawful basis for us to collect and hold your data. One, some or all of these might be the basis that allow us to hold information about you.

These are:

(a) Consent: you have given us specific consent

(b) Contract: we have entered a contract with you or you have asked you to take specific steps before entering into a contract.

(c) Legal obligation: we have to do so to comply with the law

(d) Vital interests: it is necessary to protect someone’s life.

(e) Public task: we are performing a task in the public interest

(f) Legitimate interests: there is a legitimate interest, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

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Marketing

 People using our services

If you are a client engaging with our treatment services, we will only contact you while you are in treatment, and we will only contact you in the ways and for the purposes that you have agreed to.

People supporting us

We will only contact you about our work or how you can support us by phone, email or text message, if you have agreed to be contacted by us in this way.

We may occasionally send information about our work to our supporters by post, unless you have told us that you don’t want to be contacted in this way.

Everyone

You can change your mind at any time by contacting info@edp.org.uk, speaking to a member of staff or using the ‘unsubscribe’ link in emails that we send.

We will never sell your details. We will only ever pass on your details to a third party if you have told us it’s ok to do so.

 
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Sharing your Information

People using our service

We work in partnership with a range of agencies who could offer you a range of different support. If we feel you may benefit from working with one of these agencies we will discuss this with you and gain your consent to share your personal information in order to refer you to those agencies.

The only time that we would share your information without first gaining your consent is where we are required to do so under the duty of care that we have to you and the wider community, or because we are required to do so by law.

Applicants/ employees/ volunteers

We will share information about you only if there is a legal requirement or it forms part of your contractual agreement. This could be in reference to HMRC or pension details.

Partners and suppliers

We will not share information about you to anyone else unless there is a lawful basis or we have a duty to do so.

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Keeping your information safe

 We will always only request the minimum information needed to deliver our service.

We store all personal information with the appropriate level of physical and electronic security and all our staff are trained in how to keep your information safe. We have taken the appropriate steps to ensure our data is kept secure, whether it’s stored electronically or on paper.

We continuously monitor who has access to personal information and only give our staff and volunteers the minimum amount of access to personal information to do their job effectively. We require that our partner agencies work to the same high standards through information sharing agreements.

Our website may contain links to other organisations websites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or practices of these other organisations. Likewise, if you interact with us via our social media pages, you agree to their terms and conditions and understand that whatever information you divulge, enters the public domain.

If you contact us via an unsecured public email account you agree to their terms and conditions and understand that the emails are sent over a non-secure network, and therefore might enter the public domain.

 
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How long we hold your information for

We only keep your information for as long as is reasonable and necessary for the purpose it was collected.  We follow NHS standards on how long to keep personal information.

 
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Your rights

 You have rights in respect of the personal information we hold about you. These are explained in detail below and depend on our reason for processing your information. If you wish to exercise these rights, you can do so by writing to the Compliance Team (01392 666710) or speaking with your local service.

 

The right to be informed

You have the right to know what we do with the data we collect about you, why and how we use it, who we share it with and how long we keep it for. When we collect data from you, we will let you know. You can get in touch with us and we can provide this information again at any time.

The right of access

You have the right to see the personal information we hold on you.

The right to rectification

If you think any information we hold about you is wrong, you can ask us to correct it.

The right to erasure

In some cases, you can ask us to delete your personal information if you no longer want us to have it, and we have no lawful basis to keep it.

The right to restrict processing

In some cases, you can ask us to stop using your personal information. If you ask us to delete your information, we may restrict its processing while we make a decision on the deletion.

The right to data portability

If you ask us to provide you with a copy of your personal information, we will provide it in a commonly used format so you can transfer it easily.

The right to object

In some cases, you have the right to object to us processing your personal data.

 

Please note that some of these rights only apply in certain circumstances and we may not be able to fulfil every request. Where a request is declined, we will always explain our decision in full.

If you would like to exercise any of the above rights, you can ask any staff member in your local service or you can get in touch with our Compliance Team). We call this a Subject Access Request. We will need to verify your identity before we can provide any information.

If you aren’t happy with how we use your personal information, you can make a complaint. Complaints can be made in person by speaking to one of our staff, or you can write to us at EDP Drug & Alcohol Services, Beaufort House, New North Road, Exeter, EX4 4EP, or you can complete our Feedback form here.

If you aren’t happy with our response to your complaint, you can make a complaint to the Information Commissioner’s Office (ICO). The ICO are an independent body who uphold the information rights of the public.

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Cookies

Cookies

You can visit our website without giving away your personal information.

We use cookies on our website; a cookie is a small text file placed on your device when you browse a website. Cookies help us to provide you with a good user experience and allow us to improve the site.

When you first visit our website, we have a visible banner that makes it clear that cookies are used and gives you the opportunity to read more about the cookies we use and why we use them.

Attached to this banner is a button that allows you to consent to these cookies being stored on the device used to access our website. If you click the ‘I Consent’ button or by continuing to use our site, we take it that you consent to this.

You can choose to disallow cookies by changing your browser settings. However, by doing so, you may hinder your user experience on this and other websites. You can read more about cookies and how to disallow them here: http://www.allaboutcookies.org/

Analytics cookies

We use Google Analytics to help us understand how you interact with our website by collecting and reporting information anonymously. Aside from the approximate location (IP address), the information collected by Google Analytics is anonymous traffic data including browser information, device information, language. You can read more about Google Analytics Data privacy and security here: https://support.google.com/analytics/answer/6004245

Social sharing cookies

We use AddThis sharing buttons and tools so you can easily like or share our content on Facebook, Twitter and other social networks. Some of these social networks set their own cookies for statistical and/or marketing purposes. The privacy implications on this will vary from social network to social network and will be dependent on the privacy settings you have chosen on these networks.

AddThis uses DoubleClick cookies which will track your browsing on any website where those cookies are in place. Those cookies can then be used to serve you interest-based advertising on websites that use DoubleClick advertising systems. We do not serve any advertising of any kind to you on our site, but you do need to be aware that your browsing on our site may contribute to any interest-based advertising that could be served to you on other sites, whilst this cookie is in place in your browser.

You can opt out from using the AddThis/DoubleClick cookie on this page here: http://www.addthis.com/privacy/opt-out

If you would like more information about what other sites might be tracking your browsing to serve interest-based advertising, you can find out more here: http://www.youronlinechoices.com/uk/your-ad-choices

 
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Monitoring

Your communications with us (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes, so we can be sure we are providing the best service possible. To find out more about this policy and how we look after your personal information, contact the Compliance Team (01392 666710).

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Published: August 2018

 

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