Full Privacy Policy

Ezer Leyoldos Privacy Policy

Ezer Leyoldos is a professional charity organisation, providing vital support services to children and families in the Orthodox Jewish community. As such, we will always maintain the highest degree of professional and organisational integrity.We are committed to protecting and respecting your privacy. Ezer Leyoldos is a registered charity (No 1132971.) the registered address is Unit 2, 2a Northfield Road London N16 5RN

This Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time in keeping with the changes of GDPR law.

Any questions regarding this Policy and our privacy practices should be sent by email to info@ezerleyoldos.co.uk or by writing to Ezer Leyoldos, Unit 2, 2a Northfield Road London N16 5RN. Alternatively, you can telephone us on 020 8880 2488

We have a dedicated data protection officer (“DPO”). You can contact the DPO using the details above or by writing to the above address, marking it for the attention of the DPO.

This policy sets out the following information:

  • How we collect information about you
  • Information we collect and why we use it
  • Marketing
  • Legal basis for using your information
  • Sharing your Information
  • Keeping your information safe
  • How long we hold your information for
  • Your rights
  • Monitoring
  • Complaints

How we collect information about you

We collect information from you in the following ways:

When you interact with us directly:

This could be if you request support, ask us about our activities, register with us for training or an event, make a donation to us, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, or get in touch through the post, or in person.

When you interact with us through third parties: This could be if you share information with other third parties that we work with, e.g. local authority, other agencies, and provide your consent for your personal information to be shared with us.

Information we collect and why we use it

Records about clients shall be confined to the following:

  • Personal and family details sufficient to inform any services provided to the client by the organisation.
  • Record of services provided.
  • Record of services requested or considered but not provided
  • Notes of discussion with clients.
  • Factual case notes of action taken when not covered by consideration of services provided.
  • Notes of sessions with clients provided by professionally qualified support workers.

Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a donation), as well as information you provide in any communications between us.

Sensitive Information

Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs.

If you provide us with any Sensitive Information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Policy. You can of course decide if you want to remain anonymous, if you are not happy to share your personal details with staff members.

If you contact us at Ezer Leyoldos you may choose to provide details of a sensitive nature. We will only use this information:

  • For the purposes of dealing with your enquiry, training, and quality monitoring or evaluating the services we provide.
  • We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.

How do we safeguard your credit card and direct debit payment details?

Ezer Leyoldos ensures that when collecting sensitive information over the Internet such as debit cards, credit cards or personal information that this is done as securely as possible.Any debit or credit card details which we receive on our website are passed securely to Pay Pal our payment processing partner. We do not record or store your personal card information.

If you give us your information when making a payment we are legally required to retain it to fulfil statutory obligations. We will use it for the following:

  • To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
  • To update you with important administrative messages about your donation.
  • To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts, so we can assess any risks associated with accepting their donations.
  • To keep a record of your relationship with us.

To make sure we always have the most up to date information about you, we may also from time to time contact you, to update your records to reflect any changes to your personal information.

Marketing

We will only contact you about our work, invite you to participate in surveys or research and how you can support Ezer Leyoldos by phone, email or text message, if you have agreed for us to contact you in this manner.

However, if you have provided us with your postal address we may send you information about our work and how you can support Ezer Leyoldos by mail unless you have told us that you would prefer not to hear from us in that way.

You can update your choices or stop us sending you these communications at any time by contacting info@ezerleyoldos.co.uk. 

Legal basis for using your information

We may disclose your information if required to do so by law for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority.

Sharing your Information

We respect the confidentiality of all information about our clients, in whatever way it was obtained. We will only share this information with a third party with the permission of our clients and when it is in their best interests for us to do so, or where we are otherwise required to do so by law, on a strictly “needs to know” basis.No employee of Ezer Leyoldos may refer a client or potential client, or any details about their case, to any other person or agency without the express permission of the organisation’s management. The caseworker should secure a signed confidentiality Consent Form from the client as soon as possible following referral.

In order that Ezer Leyoldos as an organisation may most effectively provide support to our clients, we will share all information about their care and support within the organisation on a need to know basis, determined jointly by the client’s professional worker and the organisation’s management. If there is any dispute about access to information, it will ultimately be the director’s responsibility to determine this, and any employee dissenting from such a decision shall have the right to have their views recorded.

We will never sell or share your personal information with other organisations so that they can contact you for any marketing activities.

Keeping your information safe

We take looking after your information very seriously. We've implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.

All confidential information about clients shall be kept securely in the Ezer Leyoldos office.

Unfortunately, the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data sent via the internet.

How long we hold your information for.

We retain personal data in accordance with our Data Retention Policy which can be found in our Policies and Procedures handbook. We review our data retention periods for personal information on a regular basis.

Your rights

In accordance with the GDPR, any client, on giving reasonable notice, may have sight of all information held on her/him by the organisation, and must be informed of any instances where such information has been given to third parties, unless there are extenuating circumstances.

You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting Ezer Leyoldos by emailing info@ezerleyoldos.co.uk and by phone on 020 8880 2488

Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing and provide us with evidence of your identity. We use a standard Subject Access Form for you to make this request. You will receive the information you seek within a month of our receiving back the signed form and proof of ID.

Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest and there is something about your situation which makes you want to object to processing on this ground. Please contact us as noted above, providing details of your objection.

Consent: If you have given us your consent to use your personal information you can withdraw your consent at any time.The law allows you to withdraw your consent to any particular usage of your data at any time without needing to specify a reason. However, we may no longer be able to provide a service to you.

Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.

Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.

Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.

Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it, although this may mean that we are no longer able to provide a service to you.

When requesting your personal information, we will always give you as much information as we can, however we must protect other people’s privacy. You will not be able to access personal information about someone else unless they have agreed or it’s within the law to give access. This includes your child’s personal information or information from another person who gave it in confidence, or where it’s confidential to another person. Any information that might lead to a child or another person being harmed or that may be concerned with crime or is protected by legal professional privilege will not be able to be disclosed.

Monitoring

Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our service standards.

Complaints

If you believe your information has been processed in a way which does not comply with the GDPR, please contact our Data Protection Officer first of all at 0208 802 2488. In the event that we are unable to deal with any complaint satisfactorily, you have the right to lodge a complaint with the Information Commissioners Office (ICO). You can do so by calling their helpline on 0303 123 1113 or via their website.

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