Manx Blind Welfare Society
Who we are
Manx Blind Welfare Society is an Isle of Man registered charity that provides services to support blind and partially sighted people living in the Isle of Man. We are Isle of Man registered charity no 132. Our registered office is Corrin Court, Heywood Avenue, Onchan, Isle of Man. IM3 3AP. We also operate a retail enterprise The V.I.P. Store in Strand Street, Douglas.
Our mission is: -
"To support Blind and Visually Impaired Members of our Island community to lead inclusive, independent lives and to encourage the Island to become a centre of good practice where all people with sensory impairment and/or other disabilities can live fulfilling, valued lives, free of discrimination."
By virtue of the operational requirements of the organisation we need to collect a range of personal data. We collect and hold data from Members, Staff, Volunteers and Supporters.
What is Personal Data?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s (Manx Blind Welfare Society) possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulations (GDPR).
Manx Blind Welfare Society Promise
This Society promises to make our very best efforts to keep the personal data of our members, volunteers, supporters and staff secure and only ever use that data for the right reasons.
How we collect personal data from you
(A member is a person who qualifies to receive our services and has joined our Society)
In most cases we obtain your personal information directly from you, a relative or someone who is acting with your consent. We recognise the difficulty faced by blind and visually impaired people to access information (Hard copy or On-line) therefore all information generated by us is available in the most suitable format for those using our services. Furthermore we can, and often do provide confidential assistance to blind or visually impaired people to complete forms when necessary, or when requested to do so. (That assistance extends to the collection of personal data).
In every case we only collect information which is relevant to the services you will receive
How we collect personal data from you
Volunteers and Supporters
Volunteers are people who give up their time to assist in the provision of the services we provide, Supporters are people who donate money to Manx Blind Welfare Society. Volunteers and Supporters are often one and the same.
In most cases we get our information directly from our volunteers and supporters.
Sharing Members Personal Data
We get referrals from IOM Health and Social Care professionals such as (but not limited to) Social Workers, GPs, Nurses, Ophthalmologists. Before giving us your information, they will have asked you for your permission to pass on your details.
We also get referrals from IOM Government Departments, Local Third Sector Charities, Local Commissioners and other organisations who may already be providing support services to you. Before giving us information about you, they will have asked you for your permission to pass on your details. Referrals between organisations are made over the phone, letter, in person or by email. In the case of the latter most written communications concerning referrals are anonymised.
As part of that process we currently operate a Data Sharing Agreement with the following Governmental Departments the Isle of Man Department of Health and Social Care, the Isle of Man Department of Education, Sport and Culture and the Charity the Royal National Institute of Blind (RNIB). That agreement operates with a high level of confidentiality and is designed to enable each organisation to share (member/client/student/patient) information with their professional colleagues when necessary to efficiently, effectively and expeditiously address the needs of those blind and visually impaired people who we are supporting.
It is widely accepted that those involved in care or caring organisations have a common law duty of care to share information, and we acknowledge that Caldicott Principle which implies that in certain circumstances sharing information can be as important as protecting confidentiality.
Data obtained from third parties
We use PayPal to collect on-line donations, they (PayPal) will pass your details onto us in accordance with their privacy policies when you make a donation, set up a fundraising page or sponsor a friend. They will ask you if you want us to contact you. You can view the PayPal on-line giving privacy statement at https://www.paypal.com/us/webapps/mpp/givingfund/policies/privacy-policy
If you donate to us via an alternative third party, they will only pass your information onto us in accordance with their privacy policies.
You may sign up to "give as you buy" donating programmes so that we may benefit from purchases you make online or from retailers who run similar "as you pay" schemes. In all cases they will only pass your details onto us in accordance with their privacy policies. We cannot see what shops you’ve shopped at or details of your individual on-line purchases.
If you take part in an event organised by a third party such as sponsored walk or a fundraising event at work and nominate us as your chosen charity they may pass your details onto us in accordance with their privacy policies.
Where we get information about you from a third party, we will only keep it for as long as it takes to process your donation, unless you have specifically consented to us contacting you.
What personal information we collect and how we use it
We collect the minimum amount of personal data required to enable us to provide members with the services they require and to keep them safe.
The type of information we collect will include Name, Address, and Contact Details (telephone no./email). Where applicable details of registration, Home Circumstances (i.e. lives alone), Eye Conditions and relevant medical details (i.e. Allergies). Date of Birth, Services required (i.e. Manx Recorded News service) and consent to use your information effectively.
We will ask members for information related to their preferred form of communication in order that we can send you a range of information (i.e. events, meetings).We collect details of your next of kin or preferred emergency contacts.
To produce (anonymised) statistics on the number of people we support, and to report on trends which may assist our own operations or those we share data with.
What personal information we collect and how we use it
Volunteers and Supporters
We collect the minimum amount of personal data required to enable us to administer our volunteering service operational activities and to keep our volunteers and supporters up to date with upcoming events, fundraising activities and to receive our quarterly Society magazine Optic Topics
The type of information we collect will include Name, Address and Contact Details (telephone no. /email), Date of Birth, Emergency Contact, Volunteering Role Preferences, and a short range of role specific information.
How we keep your information safe and who has access to your personal data
Manx Blind Welfare Society makes every effort to fully comply with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data we hold on members, volunteers, supporters and staff.
We ensure that we have appropriate physical and technical controls in place to ensure that every format of your data is safe.
We do our best to ensure that any organisations that we work with also have appropriate measures in place to protect your information, specifically those we share data with.
Who has access to your information?
Staff and some Volunteers have access to your information. This is restricted to the level of information they require to operate effectively. For example we provide information to our volunteer drivers and escorts who operate our lunch club service for members to and from our headquarters at Corrin Court. That information is restricted to your name, address and telephone number and is maintained securely in our vehicles.
Your information is only shared with a third party when it is necessary to provide you with a service, in line with our data sharing agreement, for safeguarding or if the law says we have to. They are only provided with the information they need to deliver the service. We never share information with anyone for marketing purposes.
Keeping Personal data up to date
If your details change or you would like to be removed from our database, please call our Administration Team on 01624 674727 Monday to Friday 9.00am to 5.00pm or email us at email@example.com
The Legal Basis and Legitimate Interests for processing your information
The GDPR requires that we have a legal basis for processing your data there are a number of legal basis which we must follow for processing information which are as follows;
Consent – Where you have given Manx Blind Welfare Society permission to use your personal data for a specific purpose. . (i.e. to send you the weekly Manx recorded news service). Where we ask you for consent, you are free to withdraw that consent at any time.
Legal Obligation – Where we have to process the information to comply with the law, or a legal or statutory obligation.
Contract – Where the information is necessary for a contract we have with an individual. For example our luncheon club agreement defines some "rules" that apply when using that service. On occasion we may use your information to enable us to fulfil the requirements of that agreement.
Vital Interest – This is where we process information to protect life, for safeguarding or well-being. For example we store your emergency contact information and would disclose it to emergency services in the event of an emergency involving you.
Legitimate Interest - Legitimate interest means that we can process your information if we have a genuine and legitimate reason and we are not harming any of your rights and interests. This means that when you provide your personal details to us we use your information for our legitimate operational interests as a charity to carry out our mission in the delivery of services to our members.
When we process your personal data for our legitimate reasons, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate operational interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
The GDPR provides individuals with the following rights.
Right to be informed – You have the right to know how we collect and use your information. This policy sets out how we do that and is available on our website or you can request a copy in a format accessible to you.
Right of Access - You have the right to access the information that we hold about you by making a subject access request. We have to provide you with this information within one month (unless the request is complex or there are multiple requests) this service is free of charge. To make a subject access request, please write to the Data Protection Officer, Manx Blind Welfare Society, Corrin Court, Heywood Avenue, Onchan, Isle of Man IM3 3AP. or email firstname.lastname@example.org
Right to Rectification – If you become aware that some of the information we hold about you is incomplete or incorrect you have the right to have us correct it.
Right to Erasure (or the right to be forgotten) – Where you have provided consent to us to process your information you have the right to withdraw this consent at any time. You also have the right to request that we delete any information about you. There may be situations where we cannot completely delete your information, such as we’re required to store it by law. In this case we will let you know why we can’t completely delete your information.
Right to Restrict Processing – with this request we will continue to store your data but will restrict processing. An example of this would be where you’ve asked to delete your information, but we can’t as we’re obliged to store it if so required by law. In this case it will be archived but no longer processed.
Right to Data Portability – This means you can ask that we provide you, your data in a format you can import into another IT system. Whilst we’ll try and accommodate such requests we can’t guarantee that systems will be compatible.
Right to Object – You have the right to object to direct marketing (for example receiving copies of our quarterly publication Optic Topics). You also have the right to object to us processing your information based on our legitimate interests. We will consider the weight of the legitimate need to process the data against the individuals’ privacy rights.
Rights Relating to Automated Decision Making and Profiling – This is not applicable to Manx Blind Welfare Society as we don’t employ automated decision making or do any profiling.
We link to several external websites, including RNIB, Guide Dogs UK, IOM Sailing for the Disabled, Google maps (location), YouTube and PayPal. Links to those sites or any other external websites we may set up links to, do not indicate an endorsement by the Manx Blind Welfare Society. Manx Blind Welfare Society has no control over the content of these sites. We are not responsible for the quality of information or accuracy of the information contained within. We strongly recommend that anyone using those sites from the links provided on our web pages review those organisations privacy statements before proceeding.
NB This document can made available in your preferred reading format, large print, and braille or audio. We can arrange for a staff member or volunteer to read this document directly to individuals if required.