Clic takes great care to preserve your privacy and safeguard any personal details you provide to us, whether on this website or by another means. This Policy explains how we collect and use your information.
By using our website or providing us with your personal information you are agreeing to this Policy. We update this Policy from time to time, so please check it regularly.
We will communicate changes as often as we can.
1. Your details
We collect personal information, such as name, date of birth, address, telephone number, ethnicity and email address.
2. Why do you need my details and how do you use them?
We capture your details for the following purposes:
- To ensure you are over 18 in order to access the Clic site
- To keep you safe – we only use your personal data such as telephone number and address if we feel you are at immediate risk to yourself or others. Our moderators are trained to contact emergency services should they feel you are at risk to yourself or others, and may use your personal data to ensure we can help you in the event of an emergency
- To email you in the event that your content has been ‘flagged’ by another user as potentially inappropriate. Users can ‘flag’ content for our moderators to review according to our House Rules. If they feel the content is inappropriate they may email you to inform you that your content is being removed, or to issue a warning
- To help us ensure we are carrying out Equality and Diversity best practice
- To ensure that the information and support provided on Clic is appropriate and relevant.
Where we have your consent to use your details for marketing from Mental Health UK, you can withdraw it at any time, and we’ll ask you every now and again if you’re still happy to hear from us.
‘Marketing’ is defined as anything which ‘furthers the aims of the charity’ and includes things like email updates from Mental Health UK, fundraising appeals and campaigning actions like us asking you to sign a petition or email your MP.
Please rest assured that we will never sell your details to any third party.
For what purpose? (eg Legitimate interest, legal need, or a contract)
Where you have provided your address and consent for us contacting you for marketing purposes, we may send you marketing communications. This is using legitimate interest as a basis for Mental Health UK processing your data. You can opt-out of receiving postal communications at any time by emailing [email protected], phoning 020 7840 3008 or writing to us at Mental Health UK, 15th Floor, 89 Albert Embankment, London SE1 7TP
- We will keep professional records of the support we’ve given you – we will have got your consent to record your personal information at the point of signing up on the Clic website
- When dealing with your personal information we will at all times comply with the Data Protection Act 2018, and any other applicable legislation.
3. Do you pass my details to any other organisations or individuals
We will never sell your data to another organisation.
Mental Health UK, who manage the Clic site, comprises 4 separate charities based across the UK: Rethink Mental Illness in England, Hafal in Wales, Support in Mind Scotland and Mindwise in Northern Ireland. Mental Health UK will share your personal data with the other charities to allow them to provide you with the relevant service for you.
In addition, if we ever need to send data to a third party (for example to our funders to report on the impact the Clic website) no personally identifiable data will be shared and all data will be fully anonymised.
We may also share or disclose your personal information if we are required to do so by any law or court order. This is called a legal need.
4. How do you keep my information secure?
We will take precautions to prevent the loss, misuse or unauthorised alteration of personal information you give us.
We may send communications to you by email. E-mail is not a fully secure means of communication, and whilst we do our utmost to keep our systems and communications protected we cannot guarantee this.
We make no representations about any other websites, and when you access any other website through a link on our website (including social media sites) you should understand that it is independent from us and that we have no control over that website or the way your personal information is collected through those websites.
Those websites may have their own privacy policies and we encourage you to look at those policies or contact the website operators directly to understand how your personal information is used.
Some uses of cookies (like helping you to fill out forms) may be replaced by ‘Local Storage’ in the coming years – we will update our Policy if we adopt this, to keep you informed. There are also new ‘E-Privacy’ regulations coming in 2019 which will inform more updates about electronic data.
6. How long will you keep my data?
We will keep data for only as long as it makes sense to do – so this becomes more important after you end your contact with us, for example. Legally we need to keep some records (financial or in relation to care services) in case there is a query. In general, we use a 6-year rule.
In most cases we won’t totally delete a record of you (see note below in the next section).
7. What if I don’t want you to use my details anymore?
If you ever change your mind about your marketing choices, you can update your contact preferences at any time by calling us on 020 7840 3008 , on [email protected] or by writing to us at Mental Health UK, 15th Floor, 89 Albert Embankment, London SE1 7TP, Any choices you make will overwrite any previous preferences you told us. This helps us record the most up-to-date information for you.
If you don’t want us to hold your data at all anymore, we have a duty to let you know that the best way for us to be sure we don’t contact you again is to minimise the data we hold (e.g. reduce it to name and last known address) and then ‘block’ those details from contact rather than delete them completely. It’s best practice (from the Information Commissioner’s Office) to hold ‘suppressed’ records rather than to delete completely, so that we can make sure we’re never able to accidentally acquire a person’s details again – that way we can recognise the address and prevent contact to it.
If you have a special reason for us to delete all record of you – just let us know, and of course we can do that.
8. Access rights
You have the right to request copies of certain of your personal information within our custody and control, and details of how we use that information. This is sometimes called a Subject Access Request. If you think any of the personal information we hold about you is inaccurate, you may also request it is corrected. You also have a right, in certain circumstances, to require us to stop processing your personal information.
In relation to all of these rights, please email or write to us at the address below. Please note that we will require proof of identity in order to carry this out, and ask you the scope of the request you’re making, so that we can best help you within the applicable timeframe of one month (in accordance with the Information Commissioner’s Office guidelines).
In certain circumstances (for example where required or permitted by law) we might not be able to provide you with access to some of your personal information, but where appropriate we will notify you of the reasons for this.
9. Using countries outside of the EU
Where you have consented to marketing communications from Mental Health UK, our marketing database has servers based in the USA, and our email software is based in the USA. All data is stored and transferred in accordance with current Data Protection regulations through contract. We will only work with USA based organisations who have certified under the EU-US Privacy Shield.
Our Data Controller is Company Secretary Caroline Cannar. Her contact details are [email protected] or on Mental Health UK, 89 Albert Embankment, London SE1 7TP
If you have any questions about this Policy, please contact us at [email protected] or 0207 840 3008 orMental Health UK, 89 albert Embankment, London SE1 7TP
Please use these details to complain about Data Protection practices, and if we don’t resolve your issue to your satisfaction, you can approach The Information Commissioner’s Office on https://ico.org.uk/ (or if it’s about our fundraising practices in relation to data) you can contact the Fundraising Regulator using their complaints form at www.fundraisingregulator.org.uk or on 0300 999 3407.
10. Clic Spaces
Clic Spaces are private online meeting rooms and group made available to our charity partners to deliver peer support, training, therapy and advice. Spaces can only be booked by Mental Health UK team members and staff working in our four founding charities: MindWise, Hafal, Rethink Mental Illness and Support in Mind Scotland.
When a host from these charities books a Clic Space, they may enter your email address to invite you to a meeting. In this case, we use your email to process invitations. After the meeting has concluded, your email address and the contents of the closed space will be securely stored for a period of 14 days before being permanently deleted. If you register for Clic in order to take part in the meeting, you information will be collected and used in line with the rest of this policy.