All processing of personal data by Helpd Ltd is within the scope of this policy.
This policy describes how Helpd Ltd collects, uses and shares personal data of users of our services and/or our website www.helpd.co.uk
By using our services and/or website and providing us with your personal data, you acknowledge and agree that your personal data may be processed for the purposes identified in this policy.
- Why we collect your personal data
We use your personal data for the following purposes:
- To operate, maintain, and improve our services;
- To respond to comments and questions and provide customer service;
- To send information including confirmations, invoices, technical notices, updates, security alerts and support and administrative messages;
- To communicate about upcoming events, news about products and services offered by us and our selected partners;
- To link or combine user information with other personal data;
- To protect, investigate, and deter against fraudulent, unauthorised, or illegal activity; and
- To provide and deliver services at customers request.
Helpd Ltd will be the Data Controller with regards to the processing of your Personal Data provided to, or collected by or for, our services.
All staff that need to collect personal data are required to read this policy.
- Legal basis for collecting personal data
Helpd Ltd identifies the legal basis for processing personal data before any processing operations take place by clearly establishing, defining and documenting:
- The specific purpose of processing the personal data and the legal basis to process the data under:
- consent obtained from the client or helper;
- performance of a contract where the client or helper is a party;
- legal obligation that Helpd Ltd is required to meet;
- The protected vital interests of the client or helper, including the protection of rights and freedoms;
- The official authority that Helpd Ltd has to carry out data processing because it is in the public interest;
- National law.
Helpd Ltd will establish and document the special categories of personal data processed and the legal basis to process the data under:
- The explicit consent obtained from the client or helper;
- The obligations set through employment rights;
- The need to protect the vital interests of the client, including the protection of rights and freedoms;
- The completion of legitimate activities with appropriate safeguards;
- Disclosure of personal data made public by the client or helper;
- Management of legal claims;
- A response to substantial public interest;
- The duties of public health; ensuring appropriate safeguards are in place for the protection of rights and freedoms of the client or helper, or professional secrecy.
Helpd Ltd records this information in line with its Data Protection Impact Assessment.
- Information we hold
We may collect Personal Data about you, including but not limited to your name, email address, home address, mobile number, and password, when you register or enquire about our services. In addition, we may also collect and process your biographical data, and other Personal Data in order to provide our services.
We may get information about you from other sources which may be used to help identify your needs. This information will only be used when explicit consent has been provided by you to the third party.
We automatically log information about you and your computer. For example, when visiting our site, we log your computer’s operating system type, browser type, browser language, the website you visited before browsing to our site, pages you viewed, how long you spent on a page, access times and information about your use of and actions on our site.
- How we use and share your personal data
We do not rent, sell or share personal information with other people or non-affiliated companies outside Helpd Ltd except under the following circumstances:
- With your consent. For example, you may let us share personal data with others for their own marketing uses. Those uses will be subject to their privacy policies.
- When we do a business deal, or negotiate a business deal, involving the sale or transfer of all or substantially all of our business or assets. These deals can include any merger, financing, acquisition, or bankruptcy transaction or proceeding.
- For legal, protection, and safety purposes;
- To comply with laws or any regulatory obligation;
- To respond to lawful requests and legal processes;
- In an emergency. This includes protecting the safety of our employees and agents, our customers, or any person.
- With those who need your personal information to work for us.
We may also share aggregated and/ or anonymised data with others for their own uses.
Sensitive Personal Data
For the purpose of providing our services, we may process Sensitive Personal Data of clients and helpers on the basis that the individual data subject has given explicit consent to the treatment of her/his Sensitive Personal Data.
A client arranging care for a family member or third party will be responsible for obtaining the necessary consent from the individual who will be subject to our processing of his/her Sensitive Personal Data for the exclusive purpose of performing
our services. Please contact us at email@example.com if you require assistance in obtaining such consent.
We log all visits and use of our services, and your data usage when you visit or otherwise use our website. We use log-ins, IP addresses, cookies and similar technologies (e.g. web beacons, pixels, ad tags and device identifiers) to log your use, and identify you or your device.
When you visit or leave our website, we receive the URL of both the site you came from and the one you go to next. We also get information about your IP address, proxy server, operating system, web browser and add-ons, device identifier and features, and/or ISP or your mobile carrier. If you use our website from a mobile device, that device will send us data about your location. Most devices allow you to prevent location data from being sent to us and we respect your settings.
International transfer of data
We do not transfer, store or process your Personal Data at destinations outside the European Economic Area.
- Data retention
Unless you have agreed for us to retain your Personal Data for a longer period or it is permitted by law, we will keep your Personal Data only for as long as it is necessary to provide you with our services. We may need to retain part of your Personal Data and Sensitive Personal data even after termination of any agreement with you for the provisions of our services, to comply with our legal obligations (including law enforcement requests), to meet regulatory requirements, to resolve disputes, to maintain security, to prevent fraud and abuse, and to enforce our agreements with you. Unless otherwise stated, this will be no longer than 7 years after the termination of our agreements with you.
We want you to feel confident about using our website, and we are committed to protecting the personal information we collect. We limit access to personal information about you to employees who reasonably need access to it, to provide products or services to you or in order to fulfil their role. We have appropriate technical and organisational physical, electronic, and procedural safeguards to protect the personal information that you provide to us against unauthorised or unlawful processing and against accidental loss, damage or destruction.
- Your rights
You have the right to ask for a copy of any personal information that we hold about you in our records (the right of access), to correct any inaccuracies and to update any out of date information. You can also ask us not to send you direct marketing communications (however please note that we may continue to send you service related, i.e. non-marketing communications, such as email updates relevant to your care). If you wish to exercise any of these rights, or wish to object to our use of your personal information, please write to us at Office 5, Unit R1, Penfold Works, Imperial Way, Herts, Watford, WD24 4YY.
You may request that we delete personal data held on you, where we no longer have any legal reason to retain it (the right of erasure or to be forgotten).
If you wish to exercise any of the above rights, please contact us by emailing firstname.lastname@example.org.
We use the following types of cookies:
Essential cookies for the operation of our site e.g. cookies that enable and support our security features.
Analytical/performance/research cookies which allow us to analyse the number of visitors and how visitors move around our site. This helps us to improve our service and the way our website works.
Functionality cookies which are used to recognise you when you visit our site. This enables us to personalise our content for you, and remember your preferences.
Targeting cookies for recording your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our site and service more relevant to your interests. We may also share this information with third parties for this purpose.
Social media cookies which are used when you share information using a social media sharing or “like” button on our site or you link your account or engage with our content on or through a social networking site such as Facebook or Twitter. The social network will record that you have done this and information may be linked to targeting/ advertising activities.
You should be able to control cookies through the setting preferences of your web browser (online help pages relating to cookie management may be available). You are usually allowed to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
All cookies will expire after one year, with the exception of essential cookies.
Document owner and approver
The Data Protection Officer is the owner of this document and is responsible for ensuring that this procedure is reviewed in line with the review requirements of the GDPR.
This document is made available to all members of staff, and recirculated annually.