One of the underlying principles of Sussex Police Charitable Trust is that it provides help and support to members on a confidential basis, enabling people to enjoy the benefits membership brings, without the worry of exposing personal difficulties and other information to Sussex Police, or colleagues. Accordingly, confidentiality is a important aspect of how SPCT is managed.
All data held by the Sussex Police Charitable Trusts will be processed in full accordance with GDPR. In particular information will:
- be processed solely to enable the SPCT team to conduct their services effectively
- be adequate, accurate, up to date, relevant and not excessive
- not be kept for longer than is necessary and will be kept securely
A common law duty of confidence exists between SPCT staff and members. Confidentiality would only be compromised in the most exceptional circumstances, such as:
- you give explicit consent
- the breach is to prevent harm to anyone
- a legal duty overrides
Wherever possible we will always seek to discuss any concern directly with you before taking any such action.
How we collect information from you
When you join Sussex Police Charitable Trust of the Death Benefit Scheme you give your name and address, date of birth and SAP number either on a paper or online form. When you join the Death Benefit Scheme you may also give the name of someone you would like to be your beneficiary in the event of your death.
Should you approach the Trust for support you are likely to give other personal data and information which is sensitive, such as details about health, for example.
When you retire from Sussex Police (or if you contact us and are already retired) we ask you if you would like to go on our mailing list. We then collect your email address and/or your postal address if you would prefer to receive information by post.
The ‘legal basis’ on which we collect information from you is known as ‘legitimate interests’ under the new GDPR. SPCT has used self-assessment questionnaires provided by the Information Commissioners Office (ICO) to ascertain this. Further information is available from firstname.lastname@example.org.
Collecting the information from you enables the Trust to ensure that you are a member of SPCT and DBS and enables you to benefit from these services.
Sensitive data is collected from you if you volunteer it, on occasions when and if you require the services of the Trust.
How your information is used
Your applications for SPCT and Death Benefit membership schemes are sent to Sussex Police Payroll. Payroll then make sure that membership fees (£2.50 per month for SPCT and £2 only in the event of a DBS member’s death).
Any sensitive information you give to SPCT staff is to enable appropriate support to be given to you.
Where your data is used for any other reason, we will first obtain your consent.
Depending on which services you engage us to deliver we may use your information to:
- contact you by post, email or telephone
- understand your needs and how they may be met
- process financial transactions
- administer and manage our service
We are required by other regulatory requirements and our insurers to retain your data where you have ceased to be in contact with SPCT for a period of six years.
Who has access to your information
SPCT staff with access to your information have a duty of confidentiality as described above.
Information is not given to third parties (bearing in mind that membership names are given to Sussex Police Payroll) without your consent.
Any applications to SPCT’s Executive (‘funding’) Committee for grants or loans are anonymised. Individuals’ situations are described in applications (insofar as to demonstrate that a member is in some kind of hardship, and/or need and/or distress) but details such as names, rank, role in relation to Sussex Police and gender are not revealed, as far as is practicably possible, in order to protect members’ privacy.
How your information is stored
All personal and sensitive information is kept securely in locked storage and electronic files with access only by staff who need to access them to ensure service delivery.
How you can access and update your information
You have the right to ask for a copy of the information SPCT holds about you.
You have the right for SPCT to transfer your data to a third party. Your information will not be given to a third party without your consent (unless this is to prevent harm to someone else or if a legal duty overrides).
If you would like any further information about how SPCT uses your personal and/or sensitive data, or you have any concerns about how your data is or may be used please contact:
Sussex Police Charitable Trust
Last reviewed May 2018