What is the purpose of this document?
Professionals Aid Council is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We have prepared this policy because you are applying for financial assistance from us. It makes you aware of how and why your personal data will be used, namely for the purposes of your application, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).
DATA PROTECTION PRINCIPLES We will comply with data protection law and principles, which means that your data will be:
The kind of the information we hold about you
In connection with your application for financial assistance from us, we will collect, store, and use the following categories of personal information about you:
We may also collect, store and use the following “special categories” of more sensitive personal information:
How is your personal information collected?
We only collect data when you chose to supply it to us. You do not have to supply it to us but if you do not supply it then it may limit how we may able to assist you financially.
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How we will use personal information
We will use the personal information we collect about you to:
It is in our legitimate interests to decide whether to assist you financially since it would further the objectives of our charity. It is for this reason we collect data about third parties such as financial information, household income and expenditure, educational qualifications and professional career information, as part of our application process. Having received your application form and conducted any follow up enquiries with you we will then process that information to decide whether you meet the basic requirements to be considered eligible for financial assistance. If you do, we will decide whether your application is strong enough to be put forward to our case committee who will make a decision on your application. The case committee will review the information provided as part of your application. If we decide to offer you financial assistance we will seek satisfactory references before confirming your approval for financial assistance.
If you fail to provide personal information If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications, income or work history), we will not be able to process your application successfully. For example, if we require copy bank statements and you fail to provide us with relevant details, we will not be able to take your application further.
How we use particularly sensitive personal information
We will use your particularly sensitive personal information in the following ways: We will use information about your health to consider whether we need to provide appropriate adjustments during the application process, for example whether adjustments need to be made to the application process.
Information about criminal convictions
We do not require information about any criminal convictions and therefore do not envisage we will process this information.
You will not be subject to decisions based on automated decision-making.
Why might you share my personal information with third parties? We will only share your personal information with the following third parties for the purposes of processing your application: Banks, accountants and auditors. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will you use my information for? We will retain your personal information for a period of two years after we have communicated to you our decision about whether to grant you financial assistance. We retain your personal information for that period so that we can show we complied with our charitable objectives and in the event of a legal claim, that we have not discriminated against applicants on prohibited grounds and that we have conducted the application exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
Rights of access, correction, erasure, and restriction
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Chief Operating Officer by email firstname.lastname@example.org or in writing: 10 St Christopher’s Place, London, W1U 1HZ.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
Right to withdraw consent
When you applied for financial assistance, you provided consent to us processing your personal information for the purposes of the application process. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the Chief Operating Officer email@example.com or in writing. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.