Privacy Notice – for families

Why do we process your child’s information?

The data we hold is used to process information about the children who receive our
occupational therapy services and all other services provided by Mustard Seed
Autism Trust.

What is the lawful basis for the processing your information?

We gain parents or guardians consent for us to use data about their children through this Consent form.

The children’s’ data is required for us to deliver appropriate services to them, withoutwhich we would not be able to assess or treat or support their needs.

What information on your child do we obtain?

All data obtained about the children we deliver services to is either provided by:
parents or guardians, County Councils or NHS, third parties where the parents or
guardians have consented for the exchange of data for the benefit of treating their
children.

Who might get to see the personal date held?

The recipients of personal data are the parents or guardians of the children we treat, county councils, NHS and any other parties we are authorised by the parent/guardian to share this data with.

How long is the personal data kept for?

Due to the assessments we complete and the developmental and medical information we are collecting we are legally required to keep paper-based and electronic data until the child’s 25th birthday.

What are my rights in regard to the processing of this information?

Parents or guardians have a right to access data held about their child. This will be provided electronically in one or more ‘zip’ files within one month of a request being made.

The right to withdraw consent:

The “right to be forgotten” policy does not apply to children’s data under HCPC
legislation even where they cease to be a client. Data must be retained until the
child’s 25th birthday.

The right to lodge a complaint with a supervisory authority:
Parents or Guardians are entitled to lodge a complaint with the ICO (ico.org.uk) if they perceive data help about their children has not been managed according to GDPR.

Mustard seed Autism Trust Charity Registration No: 1148938
Where is the personal data obtained from (if the personal data is not obtained from the individual it relates to)?

All data obtained about the children we deliver services

Privacy Notice – for Volunteers, supporters and donors

We value the support of all of our volunteers and donors and hold personal information to help us in this task. We are committed to respecting your privacy and keeping your personal information secure. This privacy notice tells you how Mustard Seed Autism Trust is meeting its data protection obligations.

We do not share your information with other organisations, unless legally required to do so.

If at any time you no longer wish to hear from us, please call us on 07980636413 or email us at info@mustardseedautism.co.uk

The sort of information that we collect and store includes:

• Your name and contact information – address, email, landline/mobile number.
• Your bank account and Gift Aid details if you donate by direct transfer.
• Your position within the organisation, if relevant.
• Event attendance information.
• Volunteering information.

Our lawful basis for collecting personal information

All organisations are required to have a lawful basis for collecting and processing personal information. Our lawful basis for collecting data is your consent and that you have been involved in our projects, volunteered or donated money to us in the past.

We process this information under the Data Protection Act 2018 and the UK GDPR regulation (also known as the General Data Protection Regulation or GDPR) which covers the protection of individuals and the use and protection of personal information.

Why we collect and use this information

We use personal information to:

• Send out our newsletters about our events and projects.
• Send you fundraising appeals and record your donations and Gift Aid information.
• Send correspondence relevant to your involvement with Mustard Seed Autism Trust.
• Keep a record of the correspondence you have sent to us.

Storing this information

We hold your personal information in a secure database or in secure filing cabinets accessible only to employees and volunteers trained in data protection.

Requesting access to your personal data

Under data protection legislation, you have the right to request access to the personal information we hold about you. To make a request for your personal information, please contact info@mustardseedautism.co.uk

You also have the right:

• To see a copy of the information we hold about you
• To be informed how you can keep it up to date
• To make changes to your information and how it is used
• To request some or all of your information to be deleted
• To be informed how the organisation is meeting its data protection obligations

If you have a concern about the way we are collecting or using your personal information, we ask that you raise your concern with us. Alternatively, you can contact the Information Commissioner’s Office at: ico.org.uk/concerns/

Changes to this notice:

We may make changes to this Privacy Notice and these will be published on our website.

Complaints Policy

 Aim of the Policy

We want to hear what people think about the service we provide and would encourage people to comment about it. Although we strive to provide a service of the highest quality, we acknowledge that people may, on occasion, want to make a complaint or comment about our service.

Forms to use to make complaint are available from our website
or can be emailed on request.

These can be returned, anonymously if wished using our contact form.

Any complaint will be responded to within 14 days. Complaints will be dealt with rigorously and making a complaint will not affect a person’s ability to access the services of Mustard Seed.

If the Mustard Seed Staff Team are unable to resolve the complaint satisfactorily, or the complaint is against a member of the Team, the matter will be referred to our Chair of Trustees, who will look into the matter and respond to the complainant within 14 days of notification. Trustees will monitor complaints as part of the evaluation procedure.

Safe guarding Children

 This policy outlines our commitment to safeguarding and the rights of children to be protected from abuse

Mustard Seed is committed to the nurturing, protection and safekeeping of all children. We recognise the responsibility of each individual to prevent the physical, sexual and emotional abuse of children.

We are committed to supporting, resourcing and training those who work with children. We are aware of the Home Office code of practice “Safe from Harm” and “Working Together to Safeguard Children” 2015, County Council Children’s Services: ​www.workingtogetheronline.co.uk