Privacy Notice

At Surrey Drug and Alcohol Care (SDAC), privacy is at the heart of what we do. We are committed to protecting your privacy and keeping confidential the personal information we hold. This statement explains how SDAC uses your personal information, whether you are using our service, interested in

volunteering or making a donation. We need to gather and use information or ‘data’ as part of our service and to manage relationships with clients, staff, volunteers and partners. We may revise this policy from time to time.

Who are we?

We offer a Helpline open to callers 9am to 9pm Monday to Friday. We help and support anyone who is concerned about the problems that drugs, alcohol or mental wellbeing cause. We support those with problems, or their parents, siblings or friends. Whatever you are going through, we can help.

In addition, for residents within the Surrey County Council area, we can refer you directly into professional treatment services for drugs or alcohol.

SDAC has a Telephone Counselling Service (TCS), which is a professional team of British Association for Counselling and Psychotherapy Registered Counsellors. The service is free of charge.

SDAC is a registered charity (No: 1151494) at 39 Castle Street, Guildford, Surrey, GU1 3UQ. SDAC is registered with the Information Commissioner’s Office.

Contact details:

Website address: www.surreydrugandalcoholcare.org.uk

Phone number: 07554 991055

Email: coordinator@sdac-helpline.co.uk

How we define and use personal information/data

‘Personal data’ means information which relates to a living person who can be identified from that data (a ‘data subject’) on its own, or when taken together with other information which is likely to come into our possession. We never collect more information than absolutely required.

We will collect and use the following types of personal data: For referrals into treatment services for drugs and alcohol:

referral information over the phone and at first assessment
your name
your contact details and date of birth
your gender
GP name and practice
important information about your emotional/mental and physical health
other organisations involved in your support or treatment
information about drug or alcohol use (remains confidential within SDAC or other treatment service you are referred to)

Your verbal consent to share information with SDAC (including TCS Counsellors or other treatment provider you are referred to) will be obtained during your call to the Helpline.

For Volunteers, Trustees and Contractors (self-employed contractors engaged as TCS counsellors or in Admin roles for SDAC):

recruitment information such as your application form and CV, references, qualifications and membership of any professional bodies and details of any pre-employment assessments
your contact details and date of birth
the contact details for your emergency contacts
your gender
disabilities or sensory impairments
your marital status and family details
your bank details if you are a contractor
your national insurance number if you are a Trustee or Associate Director
your identification documents including passport and driving licence and information in relation to your immigration status and right to work for us
information relating to disciplinary or grievance investigations and proceedings involving you (whether or not you were the main subject of those proceedings)
information relating to your performance and behaviour at work
training records
any other category of personal data, which we may notify you of from time to time

SDAC will process personal data (including special categories of personal data) in accordance with our obligations under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

We will use your personal data for:

performing the delivery of our work supporting clients
co-ordinating volunteer work
contracts/agreements of engagement
complying with any legal obligation
if it is necessary for our legitimate interests (or for the legitimate interests of someone else)

Sharing personal data

Most importantly, we will never share any information we hold about you for any marketing purposes.

We may however share relevant information with your GP or other professionals providing support to you only if you agreed by ticking the box on the SDAC consent form.

We will not pass on your details to anyone else without your explicit consent except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others: adult safeguarding or child protection (please refer to our adult safeguarding and child protection policies).

We provide anonymised statistics about people we provided services for to our funders and commissioners.

If you are interested in knowing more about how we look after the information you have given us, you can find it in our Data Protection Policy January 2021.

We may disclose your information if required to do so by law (for example, to comply with

applicable laws and regulations or in response to a valid request from a competent authority).

If you donate to us

If you donate to us via an online payment site, such as PayPal, they will share with us your contact details, donation amount and any message, but not your credit card information. Please refer to the payment site in question for their privacy policy. If you increase the value of your donation through the government Gift Aid scheme, we may need to pass your name, address and donation amount to HMRC.

We may disclose your personal information if we are requested to do so by a regulator or law enforcement bodies, or where we are otherwise required to do so by law. We may also need to share

your information with external organisations in the case of suspected fraud or for the prevention or detection of other crimes.

Where and how we store your information

SDAC stores data only on UK computers subject to various technical and organisational measures to keep your data safe. Electronic databases are stored on secure computer systems and we control who has access to information, using both physical and electronic means. Our Volunteers and Contractors receive data protection training and are provided with guidance that they are required to follow when handling personal information.

How long we keep your personal information for

We only keep your personal information for as long as required, depending on what it was collected for and in accordance with legal requirements and accounting rules. Please refer to our Data Protection Policy for further details of timelines.

Data breaches

We have robust measures in place to minimise and prevent data breaches from taking place. Should a breach of personal data occur (whether in respect of you or someone else) we have policies and procedures in place in accordance with GDPR. If the breach is likely to result in a risk to the rights and freedoms of individuals, then we will notify the Information Commissioner’s Office within 72 hours.

Your rights and subject access requests (SAR)

The data protection laws give you certain rights over your personal information and how we use it.

These include:
the right of access to a copy of the information that we hold about you;
the right to ask us to correct inaccurate information that we hold about you;
the right, in certain circumstances, to object to specific uses of your data;
the right, in certain circumstances, to request the information that we hold about you to be deleted. If you wish to exercise any of these rights, please:

put your request in writing to coordinator@sdac-helpline.co.uk
provide proof of identity including your name and postal address

Help us to respond to you as quickly as possible by being specific about which information you would like to receive a copy of or that you would like us to amend/delete. We will only send a response to a subject access request to you at a postal address.

Date of this Privacy Statement: August 2021