Mental Health Collective’s Privacy Policy

Privacy Policy Overview:
The key information you should be aware of

(A)             Who we are: We are the Mental Health Collective, a not-for-profit community interest company that works to help people find new ways of coming together so they are healthier, happier and better able to flourish.  If you need it, our company number is 11546666 and our registered office is at 25 Cressida Road, London, N19 3JN. The Mental Health Collective Community Interest Company is the controller of your personal information, and is responsible for your personal information.  All references in this policy to “Mental Health Collective“, “MHC“, “our“, “us” or “we” refer to Mental Health Care Collective Community Interest Company.  All references in this policy to “our website”, refer to the website owned by MHC at mentalhealthcollective.org.uk.

(B)             Our values and what this policy is for: We value your privacy and want to be accountable and fair to you as well as transparent with you in the way that we collect and use your personal information.  We also want you to know your rights in relation to your information which you can find here

In line with these values, this privacy policy tells you what to expect when we collect and use personal information about you.  We have tried to make it easy for you to navigate so you can find the information that is most relevant to you and our relationship with you. 

We are always looking to improve the information we provide to our participants, volunteers, partners and contacts so if you have any feedback on this privacy policy, please let us know using our contact details in section 13.

(C)             Who this policy applies to:  This policy applies to:

  1. Visitors to our website;
  2. Participants in any of our projects (including Kindness-by-Post);
  3. Partners and staff of our partners and volunteers;
  4. Prospective partners and volunteers;
  5. People who contact us with enquiries; and
  6. Our suppliers, and staff of our suppliers.

Depending on our relationship, we will collect and use your information in different ways.  Please click on the links above to find out the information that we collect about you and how we use this information.

(D)          What this policy contains: This privacy policy describes the following important topics relating to your information:

  1. How we obtain your personal information;
  2. Collection of your personal information and how we use it:
  3. Our legal basis for using your personal information;
  4. How and why we share your personal information with others;
  5. How long we store your personal information;
  6. Your rights;
  7. Children;
  8. Our mailing list and other communications;
  9. Where we may transfer your personal information;
  10. Risks and how we keep your personal information secure;
  11. Links to other websites;
  12. Changes to this privacy policy; and
  13. Further questions and how to make a complaint.

(E)             Your rights to object: You have various rights in respect of our use of your personal information as set out in section 6.  Two of the fundamental rights to be aware of are that:

1.   you may ask us to stop using your personal information to send you emails after you have signed-up for our mailing list.  If you exercise this right, we will stop using your personal information for this purpose; and

2.   you may ask us to consider any valid objections which you have to our use of your personal information where we process your personal information on the basis of our, or another person’s, legitimate interest. 

You can find out more information in section 6.

(F)           What you need to do and your confirmation to us: Please read this privacy policy carefully to understand how we handle your personal information. By engaging with us in the ways set out in this privacy policy, you confirm that you have read and understood the entirety of this privacy policy, as it applies to you.

Privacy Policy in Detail:
The key information you should be aware of

1.             How we obtain your personal information

1.1          You may provide us with your personal information voluntarily. 

1.2          You may give us personal information about yourself by using the online forms provided on our website, setting up an account to participate in any of our projects with us (including Kindness-by-Post) or by contacting us by phone, email or other means.

1.3          If you are a supplier or staff of a supplier, you may also give us personal information about you when you are offering or providing services to us.

2.             Collection of your personal information and how we use it  

Please go to the section or sections below that best describes our relationship with you to find out the information that we collect about you and how we use this information.  We refer to this as “personal information” throughout this policy.

2.1          Visitors to our website

(a)           What personal information we collect about you

We may collect and use any of the following information about you:

  • (i)            your name including your title;
  • (ii)           your postal address;
  • (iii)          your email address;
  • (iv)          your telephone number;
  • (v)           information provided when you correspond with us;
  • (vi)          any updates to information provided to us; and
  • (vii)         details of your donation when you make a donation to us through National Funding Scheme or Paypal.

(b)           How we use your personal information

We will collect, use and store the personal information listed above for the following reasons:

  • (i)            to allow you to access and use our website;
  • (ii)           to receive enquiries from you through the website about MHC; and
  • (iii)          to manage any donation that you provide to us.

Please see sections 2.7 and 2.8 for more details about how we use your personal information.

(c)           We do not use cookies on our website.

2.2          Participants in any of our projects (including Kindness-by-Post)

What personal information we collect about you

(a) When you participate in any of our projects (including Kindness-by-Post), we may collect any of the following information about you (and we may use any of the following information in the ways explained below):

  • your name;
  • your postal address;
  • your email address;
  • your telephone number;
  • your age;
  • user name and password for access to any account for a project; and
  • any other information that you may provide to us.
  • How we use your personal information

We will collect, use and store the personal information listed above for the following reasons:

  • to facilitate and manage your participation in our projects;
  • for the Kindness-by-Post, to provide your first name and address to a fellow participant for that participant to send you a card or letter; and
  • communicate with you as may be required for the project and, if appropriate, to measure the impact of and promote our work.

Please see sections 2.7 and 2.8 for more details about how we use your personal information.

(c)           Special categories of data. In the course of managing and facilitating a project, we do not collect special categories of data and we strongly encourage you to not provide information us with information about you or your family members that may be special categories of data.  Special categories of data include information about physical and mental health, sexual orientation, racial or ethnic origin, political opinions, philosophical belief, trade union membership and biometric data.  If you accidentally provide any special categories of personal data to us, please let us know using our contact details in section 13. We may from time-to-time request special categories of data from you through surveys or other information gathering methods in order to monitor our work and understand the impact of our work. Such requests are optional and we will only collect and process special categories of personal data with your consent.

(a)           Information we need for you to participate.  We need certain types of personal information so that you can participate in a project. If you do not provide us with such personal information, or if you ask us to delete it, we may no longer be able to facilitate and manage your participation in a project.

2.3          Partners, staff of partners and volunteers

(a)           What personal information we collect about you

We may collect and use any of the following information about you:

  • (i)            your name;
  • (ii)           your postal address;
  • (iii)          your email address;
  • (iv)          your telephone number;
  • (i)            information provided when you correspond with us; and
  • (ii)           any updates to information provided to us.

(b)           How we use your personal information

We will collect, use and store the personal information listed above for the following reasons:

  • (i)            to work together and/or explore working together on a project or generally;
  • (ii)           to deal with any enquiries or issues you have about MHC;
  • (iii)          to carry out statistical analysis and market research on people who may be interested in our work;
  • (iv)          where you have provided your consent, to provide you with emails after you have signed-up to our mailing list; and
  • (v)           in some circumstances, if it is in our legitimate interests, for developing MHC and/or to update you on our latest news and opportunities.

Please see sections 2.7 and 2.8 for more details about how we use your personal information.

(c)           Source of personal information.  We may receive some of your personal information from third parties, such as from other partners, and from publicly available sources, such as your employer’s website.

(d)           Special categories of data. We do not collect special categories of personal data. However, we may from time-to-time request special categories of data from you through surveys or other information gathering methods in order to monitor our work and understand the impact of our work. Such requests are optional and we will only collect and process special categories of personal data with your consent.

(e)           Information we need to work together.  We need certain types of personal information so that we can work with you. If you do not provide us with such personal information, or if you ask us to delete it, we may no longer be able to work together.

2.4          Prospective partners and volunteers

(a)           We may collect and use any of the following information about you:

  • (i)         your name including your title;
  • (ii)         your postal address;
  • (iii)        your email address; and
  • (iv)        your telephone number.

(b)           How we use your personal information

We will collect, use and store the personal information listed above, if you have consented or, otherwise, if it is in our legitimate interests, for developing MHC and/or to update you on our latest news and opportunities. 

Please see sections 2.7 and 2.8 for more details about how we use your personal information.

(c)           Source of personal information.  We may receive some of your personal information from third parties, such as our existing partners or other third parties that believe you may be interested in our work.

2.5          People who contact us with enquiries

(a)           We may collect and use any of the following information about you:

  • (i)         your name including your title;
  • (ii)         your postal address;
  • (iii)        your email address;
  • (iv)        your telephone number;
  • (v)        information provided when you correspond with us; and
  • (vi)        any updates to information provided to us.

(b)           How we use your personal information

We will collect, use and store the personal information listed above to deal with any enquiries or issues you have about MHC, including any questions you may have about how we collect, store and use your personal information, or any requests made by you for a copy of the information we hold about you.  If we do not have a contract with you, we may process your personal information for these purposes where it is in our legitimate interests for the purpose of responding to you.

Please see sections 2.7 and 2.8 for more details about how we use your personal information.

2.6          Our suppliers, and employees of our suppliers

(a)           We may collect and use any of the following information about you:

  • (i)            your name including your title;
  • (ii)           work contact information (phone number, postal address, mailing address, email address);
  • (iii)          your job title;
  • (iv)          information provided when you correspond with us;
  • (v)           any updates to information provided to us; and
  • (vi)          personal information we collect about you from third party sources, such as your employer’s website.

(b)           How we use your personal information

We will collect, use and store the personal information listed above for the following reasons:

  • (i)            to enable us to purchase and receive products and services from you (including supplier due diligence, payment and expense reporting and financial audits); and
  • (ii)           to deal with enquiries from you.

Please see sections 2.7 and 2.8 for more details about how we use your personal information.

(c)           Source of personal information.  We may receive some of your personal information from third party sources, such as your employer or your employer’s company website. We may also collect this personal information from publicly-available sources, such as your employer’s website.

(d)           Special categories of data. We do not collect special categories of personal data.

(e)           Information we need to provide services to you.  Please note that we need certain types of personal information so that you or your employer can provide services to us. If you do not provide us with such personal information, or if you or your employer ask us to delete it, you may no longer be able to provide services to us.

2.7          Whatever our relationship with you is, we may also collect, use and store your personal information for the following additional reasons:

(a)           to deal with any enquiries or issues you have about how we collect, store and use your personal information, or any requests made by you for a copy of the information we hold about you.  If we do not have a contract with you, we may process your personal information for these purposes where it is in our legitimate interests for the purpose of responding to you;

(b)           for impact monitoring, learning and evaluation, administration, research and developing MHC.  We may process your personal information for these purposes where it is in our legitimate interests to do so;

(c)           to comply with any procedures, laws and regulations which apply to us – this may include where we reasonably consider it is in our legitimate interests or the legitimate interests of others to comply, as well as where we are legally required to do so;

(d)           to establish, exercise or defend our legal rights – this may include where we reasonably consider it is in our legitimate interests or the legitimate interests of others, as well as where we are legally required to do so; and

(e)           in the event of an emergency, to contact emergency services or any other relevant legal or government authorities and agencies.

2.8          Further processing

Before using your personal information for any purposes which fall outside those set out in this section 2, we will undertake an analysis to establish if our new use of your personal information is compatible with the purposes set out in this section 2. Please contact us using the details in section 13 if you want further information on the analysis we will undertake.

3.             Legal basis for use of your personal information

3.1          We consider that the legal bases for using your personal information as set out in this privacy policy are as follows:

  • (a)           our use of your personal information is necessary to perform our obligations under any contract with you (for example, to comply with the terms and conditions for a project); or
  • (b)           our use of your personal information is necessary for complying with our legal obligations (for example, for health and safety purposes); or
  • (c)           where neither (a) nor (b) apply, use of your personal information is necessary for our legitimate interests or the legitimate interests of others (for example, to ensure the security of our website). Our legitimate interests are to:
  • (i)            where it is in our legitimate interests to do so to run, grow and develop MHC, including but not limited to undertaking monitoring, learning and evaluation, administration and research in relation to the impact of MHC;
  • (ii)           operate our website;
  • (iii)          facilitate, manage and carry out our projects (including any that you are participating in);
  • (iv)          select appropriately skilled and qualified suppliers;
  • (v)           get in touch with partners and other individuals about the work of MHC to help develop and promote MHC;
  • (vi)          process donations; and
  • (vii)         for internal group administrative purposes.

If we rely on our (or another person’s) legitimate interests for using your personal information, we will undertake a balancing test to ensure that our (or the other person’s) legitimate interests are not outweighed by your interests or fundamental rights and freedoms which require protection of the personal information.  You can ask us for information on this balancing test by using the contact details at section 13.

3.2          We may use your special categories of data where you have provided your consent (which you may withdraw at any time after giving it, as described below).

3.3          We may process your personal information for our mailing list on the basis of your consent (which you may withdraw at any time after giving it, as described below).

3.4          If we rely on your consent for us to use your personal information in a particular way, but you later change your mind, you may withdraw your consent by contacting us at hello@mentalhealthcollective.org.uk and we will stop doing so. However, if you withdraw your consent, this may impact the ability for us to be able to stay in touch with you.

4.             How and why we share your personal information with others

4.1          We may share your personal information with the following third parties or categories of third parties:

(a)           if you participate in Kindness-by-Post, other participants in order for you to receive a letter or card through the project;

(b)           as may be necessary to manage and facilitate your participation in a project (such sharing may be pursuant to the terms and conditions of such project);

(c)           academic and institutional researchers in order to evaluate our work and its impact (see section 4.4 below);

(d)           our service providers and sub-contractors, including payment processors, utility providers, suppliers of technical and support services, insurers, logistic providers, and cloud service providers such as AWS, Google, WordPress, National Funding Scheme and Paypal;

(e)           public, legal and government agencies and authorities and the emergency services; and

(f)            companies that assist in our mailing list activities, such as MailChimp.

4.2          We will always ensure that any third parties with whom we share your personal information are subject to privacy and security obligations consistent with this privacy policy and applicable laws.

4.3          We will also disclose your personal information to third parties:

(a)           where it is in our legitimate interests to do so to run, grow and develop MHC, including but not limited to undertaking monitoring, learning and evaluation, administration and research in relation to the impact of MHC;

(b)           if we are under a duty to disclose or share your personal information in order to comply with any legal obligation, any lawful request from government or law enforcement officials and as may be required to meet national security or law enforcement requirements or prevent illegal activity;

(c)           in order to enforce or apply any of our terms and conditions or any other agreement or to respond to any claims, to protect our rights or the rights of a third party, to protect the safety of any person or to prevent any illegal activity; or

(d)           to protect the rights, property, or safety of MHC, our staff, our partners or other persons, including you and any participants in a project.

4.4          We may also disclose and use anonymised, aggregated reporting and statistics about our activities (including participation in projects) for the purpose of internal reporting or academic study purposes, to provide updates for our mailing list and/or notifying partners about our work. None of these anonymised, aggregated reports or statistics will enable our users to be personally identified.

4.5          Save as expressly detailed above, we will never share, sell or rent any of your personal information to any third party without notifying you and, where necessary, obtaining your consent. If you have given your consent for us to use your personal information in a particular way, but later change your mind, you should contact us and we will stop doing so.

5.             How long we store your personal information

We keep your personal information for no longer than necessary for the purposes for which the personal information is processed.  The length of time for which we retain personal information depends on the purposes for which we collect and use it and/or as required to comply with applicable laws and to establish, exercise or defend our legal rights. 

6.             Your rights

6.1          You have certain rights in relation to your personal information. If you would like further information in relation to these or would like to exercise any of them, please contact us via email at hello@mentalhealthcollective.org.uk at any time. You have the following rights:

(a)           Right of access.  You have a right of access to any personal information we hold about you.  You can ask us for a copy of your personal information; confirmation as to whether your personal information is being used by us; details about how and why it is being used; and details of the safeguards which are in place if we transfer your information outside of the United Kingdom or the European Economic Area (“EEA“).

(b)           Right to update your information.  You have a right to request an update to any of your personal information which is out of date or incorrect.

(c)           Right to delete your information.  You have a right to ask us to delete any personal information which we are holding about you in certain specific circumstances.  You can ask us for further information on these specific circumstances by contacting us using the details in section 13.

We will pass your request onto other recipients of your personal information unless that is impossible or involves disproportionate effort.  You can ask us who the recipients are, using the contact details in section 13.

(d)           Right to restrict use of your information: You have a right to ask us to restrict the way that we process your personal information in certain specific circumstances.  You can ask us for further information on these specific circumstances by contacting us using the details in section 13. Please note that we may not be able to work with you or facilitate and manage your participation in our projects if you choose to restrict the way we process your personal information.   

We will pass your request onto other recipients of your personal information unless that is impossible or involves disproportionate effort.  You can ask us who the recipients are using the contact details in section 13.

(e)           Right to stop receiving emails after signing-up to our mailing list: You have a right to ask us to stop using your personal information in relation to our mailing list.  If you exercise this right, we will stop using your personal information for this purpose.

(f)            Right to data portability: You have a right to ask us toprovide your personal information to a third party provider of services. 

This right only applies where we use your personal information on the basis of your consent or performance of a contract; and where our use of your information is carried out by automated means.

(g)           Right to object.  You have a right to ask us to consider any valid objections which you have to our use of your personal information where we process your personal information on the basis of our or another person’s legitimate interest. 

6.2          We will consider all such requests and provide our response within a reasonable period (and in any event within one month of your request unless we tell you we are entitled to a longer period under applicable law). Please note, however, that certain personal information may be exempt from such requests in certain circumstances, for example if we need to keep using the information to comply with our own legal obligations or to establish, exercise or defend legal claims. 

6.3          If an exception applies, we will tell you this when responding to your request.  We may request you provide us with information necessary to confirm your identity before responding to any request you make. 

7.             Children

7.1          You must be aged 13 or over to use our website or participate in any of our projects. If you are under the age of 13, you must sign-up to a project with your parent and/or legal guardian and use their details.

7.2          Our website and projects are not directed at children and we do not knowingly collect any personal information from children.

7.3          If you are a child and we learn that we have inadvertently obtained personal information from you from our websites, or from any other source, then we will delete that information as soon as possible.

7.4          Please contact us at hello@mentalhealthcollective.org.uk if you are aware that we may have inadvertently collected personal information from a child.

8.             Our mailing list and other updates

8.1          We may collect and use your personal information to send you news and updates about MHC, our projects and upcoming opportunities by email telephone and post.

8.2          We may send you certain communications if it is in our legitimate interests to do so to help MHC or if you have consented to receive such communications.

8.3          However, we will always obtain your consent to mailing list communications where we are required to do so by law. 

8.4          If you wish to stop receiving our emails after you have signed-up to our mailing list, please use the ‘unsubscribe’ option at the end of each email or contact us by email at hello@mentalhealthcollective.org.uk.

9. Where we may transfer your personal information

9.1          Your personal information may be used, stored and/or accessed by outside the EEA by our suppliers. Further details on to whom your personal information may be disclosed are set out in section 4.

9.2          If we provide any personal information about you to any such non-EEA suppliers, we will take appropriate measures to ensure that the recipient protects your personal information adequately in accordance with this privacy policy.  These measures may include the following:

(a) in the case of US based entities, entering into European Commission approved standard contractual arrangements with them, or ensuring they have signed up to the EU-US Privacy Shield (see further https://www.privacyshield.gov/welcome); or

(b) in the case of entities based in other countries outside the EEA, entering into European Commission approved standard contractual arrangements with them.

9.3          Further details on the steps we take to protect your personal information, in these cases is available from us on request by contacting us by email at hello@mentalhealthcollective.org.uk at any time.

10.          Risks and how we keep your personal information secure

10.1        The main risk of our processing of your personal information is if it is lost, stolen or misused.  This could lead to your personal information being in the hands of someone else who may use it fraudulently or make public, information that you would prefer to keep private.

10.2        For this reason, MHC is committed to protecting your personal information from loss, theft and misuse.  We take all reasonable precautions to safeguard the confidentiality of your personal information, including through use of appropriate organisational and technical measures.

10.3        In the course of provision of your personal information to us, your personal information will be transferred over the internet.  Although we make every effort to protect the personal information which you provide to us, the transmission of information over the internet is not completely secure. As such, you acknowledge and accept that we cannot guarantee the security of your personal information transmitted to our website and that any such transmission is at your own risk. Once we have received your personal information, we will use strict procedures and security features to prevent unauthorised access to it.

10.4        Where we have given you (or where you have chosen) a password which enables you to access your online account, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

11.1        Our website may contain hyperlinks to websites that are not operated by us. These hyperlinks are provided for your reference and convenience only and do not imply any endorsement of the activities of such third-party websites or any association with their operators.

11.2        This privacy policy only applies to the personal information that we collect and we cannot be responsible for personal information about you that is collected and stored by third parties (other than those who are acting as processors on our behalf).

11.3        Third party websites have their own terms and conditions and privacy policies, and you should read these carefully before you submit any personal information to these websites. We do not endorse or otherwise accept any responsibility or liability for the content of such third party websites or third party terms and conditions or policies.

12.          Changes to our privacy policy

We may update our privacy policy from time to time. Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by post or email. Please check back frequently to see any updates or changes to our privacy policy.

13.          Further questions and how to make a complaint 

13.1        If you have any queries or complaints about our collection, use or storage of your personal information, or if you wish to exercise any of your rights in relation to your personal information, please contact hello@mentalhealthcollective.org.uk. We will investigate and attempt to resolve any such complaint or dispute regarding the use or disclosure of your personal information.

13.2        You may also make a complaint to the Information Commissioner’s Office, or the data protection regulator in the country where you usually live or work, or where an alleged infringement of the General Data Protection Regulation has taken place.  Alternatively, you may seek a remedy through the courts if you believe your rights have been breached.

The practices described in this privacy policy statement are current as of 30th September 2019.