Privacy Policy

Privacy Policy

MindWise is committed to protecting and respecting your privacy. This policy explains how we collect, use, and secure your personal information, the conditions under which we may disclose it to others, and how you can access and update it.

We may update this policy periodically to ensure compliance with the law. Please check the policy date to ensure you are reading the most current version. By using our services and accessing our website, you agree to be bound by this policy.

For any questions regarding this policy and our privacy practices, please contact our Data Protection Officer (DPO) at dataprotection@mindwisenv.org or call 028 9040 2323.

1. Who Are We?

MindWise is a Northern Ireland charity (registered charity number CCNI No. NIC103469) that supports those affected by severe mental illness and mental health issues. Our mission is to transform lives by challenging stigma and discrimination and providing quality services and support.

2. Information We Collect

We collect personal information from you when you engage with our activities, such as being a client, member, volunteer, donor, fundraiser, or partner. The types of information we collect include:

• Name, address, email, and phone number
• Sensitive information regarding mental or physical health and wellbeing
• Bank details for contractors and key personnel
• Information related to service engagement
• Information needed for employment

3. Lawful Basis for Processing

Depending on the nature of your relationship or the service you are accessing, we process your personal data under several lawful bases, including:

• Consent: You have given clear consent for us to process your personal data for specific purposes.
• Contract: Processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract.
• Legal Obligation: Processing is necessary for compliance with a legal obligation to which we are subject.
• Vital Interests: Processing is necessary to protect someone's safety or wellbeing.
• Legitimate Interests: Processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual's personal data which overrides those legitimate interests.

4. How We Use Your Information

We use your information to:

• Provide care, support, information, and/or advice services
• Seek your views on our services
• Process orders and fulfil contract obligations
• Notify you of service changes
• Inform you of activities within MindWise
• Process job or volunteer applications

5. Information Sharing and Disclosure

We will:

• Provide access to your information only to those who need it to provide services to you.
• Not sell or rent your information to third parties.
• Not share your information with third parties for marketing purposes.
• Share information with third parties only when necessary for service provision, safeguarding issues, or legal obligations.

6. Third-Party Service Providers

We may pass your information to third-party service providers, agents, and subcontractors for tasks and services on our behalf. We disclose only the necessary personal information and ensure they keep it secure and do not use it for their own purposes. 

We may also share your information with third-party providers, such as health professionals and social services, to meet your needs. They may act as data controllers of your information, so we advise you to read their privacy policies.

7. Data Security

We implement reasonable technological and operational security measures to protect your personal information from misuse, loss, or corruption. Only authorised personnel have access to this information and are required to maintain its confidentiality.

8. Your Rights

You have the following rights in relation to your personal data:

• Right to be Informed: You have the right to be informed about the collection and use of your personal data.
• Right of Access: You have the right to access and receive a copy of your personal data and supplementary information.
• Right to Rectification: You have the right to have inaccurate personal data corrected or completed if it is incomplete.
• Right to Erasure: You have the right to have your personal data erased in certain circumstances.
• Right to Restrict Processing: You have the right to request the restriction or suppression of your personal data in certain circumstances.
• Right to Data Portability: You have the right to obtain and reuse your personal data for your own purposes across different services. This right only applies to information an individual has provided to a controller
• Right to Object: You have the right to object to the processing of your personal data in certain circumstances.
• Rights in relation to Automated Decision Making and Profiling: You have rights related to automated decision making and profiling that have a legal or similarly significant effect on you.

You can exercise these rights by contacting our Data Protection Officer at dataprotection@mindwisenv.org.

9. Data Retention

We review our retention periods regularly. We will hold your personal information for as long as necessary to fulfil our legal obligations or as required by contracts.

10. Transferring Information Outside Europe

Your information may be transferred outside the EU. We will take steps to ensure that appropriate security measures are in place to protect your privacy rights as outlined in this policy.

11. Complaints

If you are not satisfied with how we handle your personal data, you can contact our Data Protection Officer at dataprotection@mindwisenv.org or lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

12. Policy Review

We review this privacy notice every three years, unless otherwise required. This policy was last updated in August 2024. 

Website Cookie Policy

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Contact Information

MindWise, Pinewood House, 46 Newforge Lane, Belfast BT9 5NW

Phone: 028 9040 2323

Email: info@mindwisenv.org

Registered in Northern Ireland Number NI071976. Registered Office: Pinewood House, 46 Newforge Lane, Belfast BT9 5NW. MindWise is the operating name of Mind Wise New Vision, a company limited by guarantee and recognised as a charity for tax purposes.