Privacy Notice – Visitors, Suppliers and Contractors Information

This notice explains how Autism Together as a data controller (referred to as ‘We’ or ‘Our’) collects, uses and share information about visitors, suppliers and contractors (referred to as ‘You’ or ‘Your’). We are required under data protection legislation to notify you of the information contained in this Privacy Notice. This notice does not form part of a contract to provide services.

The personal data we hold

Depending on your relationship with us, the type of personal information we collect, use, store and share (when appropriate) about you includes, but is not restricted to:

• Name.
• Contact details.
• Information relating to visits to our organisation e.g. the individual’s company or organisation name, arrival and departure time and car registration number (if applicable).
• Any other personal information you post, email or otherwise send to us.

In addition to the above, there will be personal information that will fall into ‘special categories’ of more sensitive personal data. This includes, but is not restricted to:

• Information about any access arrangements that may be required.
• Information concerning health.
• Images captured by our CCTV (signs are on display where CCTV is in use).

How we collect this information

We collect this information mostly from you, or from the organisation you work for, or from our CCTV, but in some instances, we may receive information from other people/organisations or professionals.

Legal basis for processing your information

We will use your personal information in one or more of the following circumstances:

• Where we need to do so to perform the professional contract we have entered into with you.
• Where we need to comply with a legal obligation.
• Where it is necessary for our legitimate interests (or those of a third party), and your interests or your fundamental rights and freedoms do not override our interests.
• Where we may need to protect your interests (or someone else’s vital interests).

Why we use this information

This is for the following purposes:

• To identify you while at any of our premises.
• To safeguard our premises.
• To protect your health and safety and health and safety of others e.g. staff and People We Support.
• To help you with your enquiry or request.
• To meet Fire in the Workplace Legislation.
• To assist in the organisation of meetings and events.
• To provide a safe and secure environment as part of our commitment to safety, security and crime prevention.
• To decide whether to enter into a contract with you.
• To maintain accurate records of visitors, suppliers and contractors.
• To perform the contract we have entered into with you.
• To process payments and receipts.

Sharing your information

Your personal information is shared internally with personnel within our organisation where access to your personal information is necessary for the performance of their roles.

There are a number of reasons why we may share your information outside of our organisation. This can be due to:

• Our obligations to comply with current legislation.
• Our duty to comply with a court order.
• You have consented to the sharing/disclosure.
• The purpose of preventing risk of harm to yourself or to another individual.
• The prevention and/or detection of crime.

The data you provide may be passed on to a public authority representative if required, such as the fire service in the event of a fire or police in the event of a security incident.

Data security

We have put in place internal controls and policies to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How long do we keep your information for

We will only retain information for as long as it is necessary to fulfil the purposes we collected for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Our retention schedule is available upon request.

Transfers outside of UK

We do not store or transfer your personal information outside of UK

Automated decision making and profiling

We do not currently process personal data through automated decision making or profiling.

Your rights in relation to personal data

You have the following rights in relation to the personal data we hold on you:

• The right to be informed about the data we hold on you and what we do with it.
• The right of access to the data we hold on you. We have procedures in place for Subject Access Request, and all such requests will be dealt with accordingly.
• The right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’.
• The right to have data deleted in certain circumstances. This is also known as ‘erasure’.
• The right to restrict the processing of the data.
• The right to data portability, where this applies.
• The right to object to certain types of processing, where this applies.
• The right to raise a complaint about how your personal data is collected, used, or handled.

Some rights only apply in certain circumstances. We will explain whether a right applies when you contact us and will respond in line with the timescales required by data protection law.

Contact details of data controller:

Autism Together

Oak House, 6 Tebay Road, Bromborough, Wirral, CH62 3PA

Tel: 0151 334 7510

If you have any concerns or complaints about the way we handle your personal data, or if you want to exercise your rights, please contact our Data Protection Officer in the first instance using the Data Protection Enquiries Form below or alternatively by post or by telephone using the details provided above. We aim to acknowledge receipt of your complaint within 30 days.

If your concern or complaint is not resolved to your satisfaction, you can raise a complaint with the Information Commissioner’s Office (ICO) at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, or via this link: Contact us – public | ICO