Privacy Policy for Elderhaven Guild

At Elderhaven Guild, we are committed to protecting the privacy and personal data of our service users, their families, and all visitors to our online platform. This Privacy Policy outlines how we collect, use, store, and disclose your information, ensuring compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws in the United Kingdom.

Elderhaven Guild provides holistic senior support, community engagement programs, assisted living advocacy, bespoke care planning, intergenerational activities, digital literacy for seniors, benefit and pension guidance, and accessible transport solutions. Our services are designed to enhance the well-being and independence of seniors within our community.

1. Information We Collect

We collect various types of information to provide and improve our services to you. This may include personal data, which is any information that can be used to identify you directly or indirectly.

• Personal Identifiable Information (PII): This includes information you voluntarily provide when you enquire about our services, register for programmes, or contact us. Examples include your name, address, email address, telephone number, date of birth, and details relevant to bespoke care planning or benefit guidance.
• Sensitive Personal Data: Depending on the services you request (e.g., bespoke care planning or assisted living advocacy), we may collect health information, medical history, or other sensitive details. We process such data with explicit consent and only when absolutely necessary for providing the requested service.
• Contact Information of Family/Guardians: With your consent, we may collect contact details for your family members or legal guardians to facilitate communication regarding your care and engagement with our programmes.
• Usage Data: We may collect information about how you access and use our online platform. This may include your IP address, browser type, browser version, the pages of our site that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers, and other diagnostic data. This data helps us understand user behavior and improve our online platform.
• Cookies and Tracking Technologies: Our online platform uses cookies and similar tracking technologies to track activity and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our service.

2. How We Use Your Information

Elderhaven Guild uses the collected data for various purposes:

• To provide and maintain our services, including holistic senior support, bespoke care planning, and community engagement programmes.
• To improve and personalise your experience with our services and online platform.
• To communicate with you regarding your service requests, programme registrations, or enquiries.
• To process applications for benefit and pension guidance or accessible transport solutions.
• To manage our relationship with you, including sending important notices, updates, and information about our services.
• To conduct research and analysis to understand senior needs and develop new services or improve existing ones.
• To monitor the usage of our online platform and ensure its security.
• To comply with legal obligations and regulatory requirements.

3. Legal Basis for Processing Personal Data under GDPR

We rely on the following legal bases for processing your personal data:

• Consent: We will process your data only if you have given clear consent for us to do so for a specific purpose (e.g., for sensitive personal data or marketing communications).
• Contractual Necessity: Processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract (e.g., providing bespoke care planning or enrolling you in a programme).
• Legal Obligation: Processing is necessary for compliance with a legal obligation to which Elderhaven Guild is subject (e.g., record-keeping requirements).
• Legitimate Interests: Processing is necessary for the purposes of the legitimate interests pursued by Elderhaven Guild or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms. This may include improving our services, ensuring network and information security, or administrative purposes.

4. Disclosure of Your Information

Elderhaven Guild may share your personal data in certain situations:

• Service Providers: We may engage third-party companies and individuals to facilitate our services, provide services on our behalf (e.g., accessible transport), or assist us in analysing how our services are used. These third parties have access to your personal data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
• With Your Consent: We may disclose your personal data for any purpose with your explicit consent.
• Legal Requirements: We may disclose your personal data in the good faith belief that such action is necessary to:
  • Comply with a legal obligation
  • Protect and defend the rights or property of Elderhaven Guild
  • Prevent or investigate possible wrongdoing in connection with the services
  • Protect the personal safety of service users or the public
  • Protect against legal liability
• Business Transfers: In the event of a merger, acquisition, or asset sale, your personal data may be transferred. We will provide notice before your personal data is transferred and becomes subject to a different Privacy Policy.

5. Security of Data

The security of your data is paramount to us. We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. We regularly review our security procedures to consider new technologies and methods. However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.

6. Data Retention

Elderhaven Guild will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your personal data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

7. Your Data Protection Rights under GDPR

Under certain circumstances, you have the following data protection rights:

• The right to access: You have the right to request copies of your personal data. We may charge you a small fee for this service.
• The right to rectification: You have the right to request that Elderhaven Guild correct any information you believe is inaccurate. You also have the right to request that we complete information you believe is incomplete.
• The right to erasure ("the right to be forgotten"): You have the right to request that Elderhaven Guild erase your personal data, under certain conditions.
• The right to restrict processing: You have the right to request that Elderhaven Guild restrict the processing of your personal data, under certain conditions.
• The right to object to processing: You have the right to object to Elderhaven Guild's processing of your personal data, under certain conditions.
• The right to data portability: You have the right to request that Elderhaven Guild transfer the data that we have collected to another organisation, or directly to you, under certain conditions.
• The right to withdraw consent: You have the right to withdraw your consent at any time where Elderhaven Guild relied on your consent to process your personal information.

If you make a request, we have one month to respond to you. To exercise any of these rights, please contact us using the details provided below.

8. Links to Other Sites

Our online platform may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

10. Contact Us

If you have any questions about this Privacy Policy, your data, or would like to exercise any of your data protection rights, please contact us:

Elderhaven Guild

2847 Alderstone Road, Suite 301

Bristol, England, BS1 4EE

United Kingdom

This Privacy Policy was last updated on 24 May 2024.