We want everyone using Mental Health at Work to feel confident and comfortable with how any personal information you share with us will be looked after or used. This policy sets out how we collect, use and store your personal information (this means any information that identifies or could identify you).
- Who we are
- How and why we collect information about you
- Legal basis for using your information
- Sharing your information
- Keeping your information safe
- How long we hold your information for
- Your rights
1. Who we are
Mental Health at Work is funded by The Royal Foundation as part of their Heads Together campaign. It is overseen by a steering group of key partner organisations but is operated by Mind (National Association for Mental Health). In this policy, “we” refers specifically to Mind. This policy refers specifically to Mental Health at Work and not to Mind as a whole, or its other websites.
We are a “data controller” for the purposes of the Data Protection Act 1998 and the EU General Data Protection Regulation 2016/679 (“Data Protection Law”). This means that we are responsible for, and control the processing of, your personal information.
For further information about our privacy practices, please contact our Data Protection Officer by:
- Writing to Mind, 15-19 Broadway, Stratford, London, E15 4BQ
- Calling us on 020 8215 2243;
- Emailing firstname.lastname@example.org
2. How and why we collect information about you
We collect information from you in the following ways:
When you subscribe to our newsletter
When you sign up for the Mental Health at Work newsletter, we’ll use your email address to send you news and information about workplace wellbeing and the latest content on Mental Health at Work. You can unsubscribe by clicking the Unsubscribe link at the end of any newsletter you have received from us to your email address.
When you use our website
- If you choose to create an account on Mental Health at Work, we’ll store your name, email address and password to enable you to use functions of our site such as logging in and out, setting preferences, giving feedback and resetting your password. These details will not be passed to anybody else or used for any other purpose.
This information is anonymous and unconnected with your personal information. It is used for the purpose of tracking and improving the website’s functionality, seeing what content is popular and identifying gaps. We do not identify individual visitors to our website.
3. Legal basis for using your information
We will only use your personal information where we have your consent, because we need to use it to fulfil our agreement to deliver our service to you (for example, delivering a newsletter that you have asked to receive, or making certain functions of our website available to you).
We will not contact you for marketing purposes.
If you have signed up to receive it, we will occasionally send you the Mental Health at Work electronic newsletter, highlighting new developments on the site and in workplace mental health and encouraging you to return. You will always be able to unsubscribe from this.
5. Sharing your information
The personal information we collect about you will only be used to enable us to deliver our service to you.
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.
Mind may, however, share your information with specific contractors who are trusted to work with us or on our behalf to deliver our services, but processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes. An example of where we may share your information is when our digital contractors need access to the database as part of their work in repairing, maintaining or developing the site. We enter into contracts with these service providers that require them to comply with data protection laws and ensure that they have appropriate controls in place to secure 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).
Local and national Mind
Each local Mind is an independent charity and affiliated to national Mind through a membership agreement. Mental Health at Work is a product of national Mind, so your personal information will not be shared with local Minds.
6. 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 from improper access, use, alteration, destruction and loss.
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 transmitted to our site.
Mental Health at Work contains links to other sites. While we try to link only to sites that share our high standards and respect for privacy, and only link to sites in accordance with our quality assurance principles, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.
7. How long we hold your information for
We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations.
8. Your rights
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 our Supporter Relations team at:
- Mind, 15-19 Broadway, Stratford, London, E15 4BQ
- 020 8215 2243
You can also make a complaint to to the data protection supervisory authority, the Information Commissioner’s Office, at ico.org.uk.
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.
Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular 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 personal information, you can withdraw your consent at any time.
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.
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.
A ‘cookie’ is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or tablet when you visit a website.
They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you.
The cookies we use
We use the categorisation set out by the International Chamber of Commerce in their UK Cookie Guide.
We use three of their four categories of cookies:
Strictly necessary cookies are essential for you to move around our website and to use its features, like your account and filter preferences.
Performance cookies collect anonymous information about how you use our site, like which pages are visited most. (As part of this, we collect information about how users arrive on our site in the first place.)
Functionality cookies collect anonymous information that remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for, such as watching a video.
Targeting or advertising cookies collect information about where you’ve been previously on the internet. These are often used for marketing purposes but, on Mental Health at Work, the only thing we use these for is to see how many of our users have visited our site in the past. We don’t track, or see, any of your internet behaviour apart from on our site.
No cookies, please
You can opt out of all our cookies (except the strictly necessary ones). Instructions vary for each web browser – search the web for “control cookies in [name and version of browser]”.
But, if you choose to refuse all cookies, our website may not function for you as we would like it to.
To find out more about this policy and how we look after your personal information, contact our Supporter Relations team at email@example.com or on 020 8215 2243.