ENGAge Privacy Policy (GDPR)
At ENGAge, we are committed to protecting and respecting your privacy.
This Policy explains when and why we collect personal information about people, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
ENGAge is a local charity, working in the Wealden area of East Sussex. We run a social lunch club called the TN22 Club and provide support for people and their carers with mild to moderate dementia at the TN22 Plus Club. We also have an outreach/befriending service called the Travelling Tea Trays.
How do we collect information from you?
We obtain information about you when you use our services, for example as a member of the TN22 Club or outreach service or as a client or carer of the TN22 Plus Club or as a volunteer.
Information collected may be through a telephone conversation and/or completion of a form with set questions asking for key information. We will also take up references for staff and volunteers.
What type of information is collected from you?
The personal information we collect might include your name, (and/or your carer or nominated next of kin) address, telephone number, email address, age, any medical information (if relevant to the service), physical/service needs, dietary needs, transport and any activity preferences.
We also collect basic information on the volunteers that we use. This would include name, address, e-mail, telephone numbers, any health conditions, driving records and appropriate skills. We will also collate information on any training undertaken and any DBS checks made.
For promotion purposes, we sometimes take photographs for use on our website, social media (Facebook) or on flyers and press releases. We will always ask your permission through a Media Consent form and you have the right to withdraw your consent for photographs to be publicised.
Why do we collect information?
We use the information that we collect to ensure the services we provide are tailored to meet the needs of clients and carers. If we have medical information, such as medical history or medication records, it enables us to personalise our services, ensuring that we give the best possible care and support to people and to share with medical staff/paramedics in the event of an emergency.
We use the information on volunteers to improve standards of care and in training. Looking at the skills of volunteers also helps us to use our volunteers in the fullest capacity. If a volunteer has a health condition, we can look at how we best support them in their volunteering role.
We will only keep information that is current and if any members, clients or volunteers move on from our service we will only keep information that we have to by law.
Who it is shared with
We will only share relevant personal information with your nominated next of kin, or people who are working or volunteering with clients/members. We will not divulge any information to third parties or other organisations unless you have given us permission to do so. The reason for this might be to refer to an organisation that may offer additional support to you.
Staff and volunteers work to a strict code of conduct and adhere to our Confidentiality policy. They sign to say they will not discuss personal information about any clients, carers and members outside the Club and within the Club only on a ‘need to know’ basis and if it has direct impact on the care and support of the members.
How you can access and update your information.
The accuracy of your information is important to us. If you change your address or contact details, or any of the other information we hold is inaccurate or out of date, please email us at: info@tn22club.co.uk or write to us at: 6 Chelgates, Bexhill-on-Sea, East Sussex. TN39 3BU or telephone 07462 790 210.
Security of information
When you give us personal information, we take steps to ensure that it is treated securely. All IT databases are password and virus protected and is limited to the Manager and Deputy Manager working with that client/carers or members/outreach group. Any paper copies are locked away securely and safely stored.
Review of this Policy
We keep this Policy under review and the Policy was last updated in November 2018. Reviewed in December 2021.
