Privacy Policy

Introduction

Barnet Mencap is committed to protecting and respecting your privacy. We understand the importance of safeguarding personal data, particularly when working with vulnerable individuals, including people with learning disabilities.

This policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are?

Barnet Mencap is a registered charity providing support and services to people with learning disabilities and their families in the London Borough of Barnet.

We act as the data controller for the personal information you provide to us.

The Information We Collect

We may collect and process the following types of personal data:

a) General Personal Data

  • Name, address, email address, and phone number
  • Date of birth
  • Emergency contact details
  • Employment or volunteer information

b) Special Category Data (Sensitive Data)

Due to the nature of our services, we may collect:

  • Health and medical information
  • Details of disabilities and support needs
  • Safeguarding information
  • Care plans and risk assessments

This information is handled with additional protections as required by law.

c) Website Data

  • IP address
  • Browser type and device information
  • Pages visited and usage data (via cookies)

How We Use Your Information

We use your personal data to:

  • Deliver care, support, and services tailored to individual needs
  • Ensure the safety and wellbeing of vulnerable individuals
  • Communicate with service users, families, carers, and professionals
  • Manage staff and volunteers
  • Process donations and funding requirements
  • Monitor and improve our services
  • Meet safeguarding and legal obligations

Lawful Basis for Processing

We process personal data under the following lawful bases:

  • Consent – where you have given clear permission
  • Contract – to deliver services you have requested
  • Legal obligation – including safeguarding and regulatory duties
  • Vital interests – to protect someone’s life
  • Legitimate interests – to operate and improve our services

Special Category Data

We process sensitive data under:

  • Explicit consent
  • Provision of health or social care
  • Safeguarding of vulnerable individuals
  • Substantial public interest (e.g. safeguarding, equality monitoring)

Safeguarding and Duty of Care

As an organisation supporting vulnerable individuals, Barnet Mencap has a legal and ethical duty of care.

This means we may share personal information without consent where necessary to:

  • Protect a person from harm or abuse
  • Comply with safeguarding laws and guidance
  • Work with local authorities, healthcare providers, or emergency services

We will always aim to share the minimum necessary information.

Sharing Your Information

We do not sell your personal data. We may share your information with:

  • Local authorities and social services
  • NHS and healthcare professionals
  • Partner organisations delivering services
  • Safeguarding authorities
  • Funders (usually anonymised unless required)
  • Regulators or legal authorities

All data sharing is carried out securely and in line with UK GDPR.

Data Security

We take appropriate technical and organisational measures to protect your data, including:

  • Secure IT systems and encrypted storage
  • Access controls and staff confidentiality agreements
  • Staff training on data protection and safeguarding
  • Regular review of our data protection practices

Data Retention

We retain personal data only as long as necessary, including to:

  • Provide ongoing support
  • Meet legal, safeguarding, and regulatory requirements

Retention periods are determined based on legal obligations and best practice in social care.

Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction of inaccurate information
  • Request erasure (where applicable)
  • Restrict or object to processing
  • Withdraw consent at any time
  • Request data portability (where applicable)
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO Contact:
Website: https://www.ico.org.uk

Consent and Capacity

We recognise that some individuals we support may have reduced capacity to make decisions.

Where appropriate, we will:

  • Seek consent from a parent, guardian, or legal representative
  • Act in the individual’s best interests, in line with the Mental Capacity Act 2005
  • Ensure communication is accessible and understandable

Changes to This Policy

We may update this privacy policy from time to time. Updates will be posted on this page with a revised date.

Contact Us

If you have any questions about this policy or how we use your data, please contact:

Barnet Mencap
Email: projectsupport@barnetmencap.org.uk