How, why and when we collect and use your personal data.
Care City and your privacy
Care City is a Community Interest Company. We do research, innovation and development work to strengthen health and the determinants of health and work in partnership with local people and local health and care partners. As part of this, we collect and process personal data through our pilot studies and through our website.
We put people first, understanding your needs and respecting your rights. This includes respecting your rights to data protection, as protected in law. We’ll always conduct our work with your privacy in mind. This means collecting as little personal data as possible, storing it securely and being clear about how we’ll use it.
This page explains the data we may collect about you and how we use it. It also includes information relating to third parties we may use to store and process your data. Covered in this policy is:
- the information we collect through our website
- the information we collect through our contact form
- the information we collect through our marketing activities
- potential and existing client data
- the information we collect through our recruitment
- your data and rights
We only use the data we need
Where we can, we’ll only collect and use personal information if we need it to deliver a service or meet a requirement.
If we don’t need personal information, we’ll keep you anonymous. For example, in a survey we may not need your contact details we’ll only collect your survey responses.
If we use your personal information for research and analysis, we’ll always keep you anonymous or use a different name unless you’ve agreed that your personal information can be used for that research.
Who we may share your data with
We work with a number of organisations to run health and social care innovation pilots and your data will be shared with them should you agree to participate in a pilot to enable you to access the service. Where we have these arrangements there is an agreement in place to make sure that the organisation complies with data protection law.
Information we collect through our website
Why do we collect website data?
Collecting website data allows us to see how people are using our site. With this information, we can improve your experience.
What data do we collect on our website?
Using Google Analytics, we collect the following information about users to our website:
- IP address
- timestamp of visit
- country of visit
- operating system
- pages visited during session
How long do we keep website data?
We store the data we collect indefinitely so we can see how the use of our website changes over time. Our focus for having this information is always on how we can improve your experience.
Information we collect through our website contact form
We use your details submitted through our contact form to communicate with you about projects that might be relevant to you, to update you on our work, or to identify how we may work together. We’ll never sell your email address or other details without your permission, and all communications from us will contain a clear “unsubscribe” option.
Services we use to process data
Below is a list of third-party services we use to store and process your data across our website and content relationship management system, a description of how we use them and links to their privacy policies. We regularly review these services and contracts to make sure these companies are fully compliant with GDPR.
- DXW is the provider we use for our website
- Google Analytics collects and analyses website data across our site
- Zoho is the provider we use for our customer relationship management system
Information we collect through marketing activities
If you sign up to Care City email updates
We send email newsletters to update partners, clients, investors and community members of important company news, events and updates about our work. Subscribers have the ability to unsubscribe at any time.
Use of social media
We use several social media accounts to share our work. We occasionally use the analytics tools provided by these platforms to understand how we can use these services better. Our social media accounts include:
Potential and existing client data
We may collect the following information about our potential and existing clients or project participants:
- email address
- phone number
- job title
- company address
Why do we collect this data?
We use the data we collect to help us create, nurture and manage our client relationships. Testimonials may be used on our website for promotional purposes.
We use the following services to store and process this data:
Information we collect through recruitment
We collect the following information about people who apply to work at Care City, whether for a permanent position, apprenticeship, internship or contractual position.
- full name
- CV and supporting information
- email address
- covering letter
- phone number
- recruitment platform profile
- notes from interviews
- portfolio of work
Special category data will be collected throughout the recruitment process and used for our commitment of diversity, equity and inclusion and business intelligence. This type of data will not be used as part of the application process.
Why do we collect recruitment data?
Recruitment data is used to assess suitability for a role and communicate with candidates.
How long do we keep recruitment data?
Recruitment data will be retained for one year, at which point it will be deleted. Your data will be retained for this initial one year period to assist with repeat applications, and for pro-active searching for suitable roles as part of ongoing Care City recruitment.
Where is the recruitment data processed and stored?
We use several platforms to help us find people to join our team. At the moment, these include:
How do we keep your data safe?
All the forms we use, including those on third-party sites, make use of SSL encryption. We also make sure that your personal data is only accessible by appropriately trained staff.
Not all the personal data we hold is stored on our own servers. If required to do so, we may have to share your personal information with the police, regulatory bodies or legal advisors. In any other circumstances, we’ll only share your data with third-parties if we have your explicit and informed consent.
Your data and your rights
When collecting and storing your personal data, we’ll always adhere to your rights as outlined by the GDPR to access, rectify and/or remove your data entirely. Upon request, we’ll respond within 30 days:
- providing confirmation as to whether or not your personal data is being processed, by us and any third-party tools
- send you your personal data in a structured and machine-readable format to you and/or another service that you have instructed us to transfer the data to
- update and rectify any inaccurate personal data as requested
- erase all your personal data from our systems and our third-party processing tools
To update your details and marketing preferences, email firstname.lastname@example.org or write to us at Data Protection Officer, Care City, 1st Floor, Barking Enterprise Centres CIC, 50 Cambridge Road, Barking, IG11 8FG
To receive a copy of your personal information, please send an email to email@example.com. You will have to provide proof of identification.
What if our policies change?
We’ve appointed an internal Data Protection Lead. They’re responsible for keeping this policy up to date and for helping us make sure we follow these practices in our everyday work.
If you have any questions or want to exercise your rights as stated above, then please write to us at firstname.lastname@example.org.