Voices Through Time privacy notice

This is a privacy notice. It is about the information we collect about you.  We have to have this by law (General Data Protection Regulation, May 2018) so you know what we do with information we have about you.

We are only able to keep information about you when you know:

• Exactly who is keeping your information and data
• Why we are keeping your information
• What reasons we have for keeping your information
• The types of personal information we will keep
• Where your personal data has come from
• Who we might share information with and why
• How long we will keep your information
• What your rights are for example- if you want to see your records
• What to do if you think the information about you is wrong
• How you can stop us from having your information
• How you can make a complaint

We can only keep information that is relevant to our work with you. Records have to be accurate, up to date, secure and kept for a limited amount of time only.

Email subscribers

When you subscribe to email updates about the programme, we collect the following information from you:

• Email address

We will use your email address to contact you with updates about the digital campaign or whichever part of the programme you have requested updates about.  The personal information we collect will be stored on our secure servers and will be kept only for as long as we need to, or are required to.  To unsubscribe from updates at any time, please click the ‘unsubscribe’ link in any email from us.

Survey responses

The data we collect from the online survey will be used to help us develop our digital campaign and challenge stigma.  The survey does not ask for identifying information, apart from giving an option to leave your email address if you’d like to be sent campaign updates. Responses to the email update section are not part of your survey answers and will be stored separately and securely in line with data protection regulations. We will store and transmit this data securely and you can contact us at any time to unsubscribe from updates or to request that your data is deleted.

Survey responses will be collected together and analysed as a group, excluding elements which would identify individuals such as email addresses. The non-identifying collated data will be shared within Coram and with the project funder as appropriate. We may also share the anonymised survey results when we liaise with other organisations in the future.

Individual responses will be kept for a maximum of 1 year, but anonymised, collated data may be kept indefinitely.

Voices Through Time programme and Story of Care Ambassadors

When you registered to join the Voices Through Time programme you gave the following information:

• Name
• Town/city
• Mobile number
• Email
• Date of birth
• Gender you identify as
• Ethnicity
• Any access or support requirements
• Two emergency contacts
• Employment status
• Care status
• Health disability or support needs

Since joining the programme we may have asked for your ethnicity and the country you were born in and kept this information on file as well.

You will be asked to sign a seperate media consent form if we take photos and/or video of you which is held safely by us and the marketing team.

Why do you keep this information?

We keep your contact information so that we can keep in touch with you about activities you are involved in at Coram.

We keep your date of birth and care status so we can make sure you are eligible for our programmes and to make sure that we follow the right processes to support you in line with your age.

We also keep a record of your age, gender, employment status and ethnicity so that we can evaluate our programmes and make sure we’re working with a diverse range of young people.

We keep a record of your health disability or support needs so that we can ensure our programme is accessible to you.

We keep details of access and support needs so that we can make sure you are safe and supported. We keep your emergency contact details so that we have someone we can get in touch with in the case of an emergency.

We keep photos and video to publicise Coram’s charitable work. Photo and video may be used for marketing materials and online (e.g. newsletters sent to supporters, our annual review, exhibitions in museums, the Coram website, and our social media accounts including Facebook, Twitter and Instagram) and public relations (e.g. newspapers, magazines and for broadcast on television).

The images and video footage may be shared with third parties (e.g. newspapers, corporate partners and other media organisations) to publicise Coram or with funders when reporting back on the work their money has enabled. We will always tell you before we do this. If you do not want us to share just let us know and we will not.

We will not share any of your contact details unless we have specifically asked for your consent (e.g. to put you in touch with another organisation offering an opportunity you are interested in).

Coram has a record of your information on a system which is safe and secure. The organisation is Coram, Coram Campus, 49 Mecklenburgh Square, London, WC1N 2QA.

Electronic records are saved on a secure database that is available to Coram and Coram staff on a need to know basis. This means no one who will look at your information who does not need to.

Any paper records we have are kept in locked cabinets.

Coram will keep your information for a year after you have stopped being part of the programme. You can, however choose to continue to get information about opportunities from us and we will check this with you every year. You can advise Coram that you do not want to be contacted or involved in the project anymore at any time and we will delete your information.

All our staff has been trained and follow our confidentiality policy where your rights to confidentiality are respected and protected.

We will make sure we keep your personal data up to date so you can fully participate in the programme. We will also make sure that our processing of your personal data is in line with the law (General Data Protection Regulation). You can find out more about General Data Protection Regulations by visiting www.ico.org.uk.

You have the right to request access to the personal data that we have collected about you to change or delete any of the information. You also have the right to request a copy of the personal data we have collected about you.

If you would like to make a request to see, review, or correct the personal data we have collected about you, or to discuss how we process your personal data, please contact chris.jones@coram.org.uk, 020 7520 8186.

To help protect your privacy and security, we will confirm who you are before giving you access to your personal data.

If you are unhappy with how we are using the information we have about you please speak to the data controller (dataprotection@coram.org.uk, 0207520 0337) to see if they can help. You can also make a complaint.

If you are not happy then you can also complain to:

The Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline:  0303 123 1113