Data Protection

Lyndhurst & Emery Down Community Hub

(Also known as Lyndhurst & Emery Down Community Emergencies Actions – Facebook Page; and the; Lyndhurst & Emery Down Isolation Group)

Privacy Policy

Our contact details

Name:                        
Louise Judd (Enhanced DBS) – Co-ordinator
Simon Young (Enhanced DBS) – Co-Ordinator
Suttichai Se-Upara (local councillor) – Co-ordinator
Marie Kirk (Enhanced DBS) – Admin Support

Address:                     
C/o Lyndhurst Baptist Church, Chapel Lane, Lyndhurst SO43 7FG

Phone Number:         
023 8028 4426

E-mail:                        
lyndhurstcommunityresponse@gmail.com

The type of personal information we collect

We currently collect and process the following information:

  • Name, Address, Telephone, Email
  • Medical details of individual relating to that of delivery of prescriptions, no medical details are asked or stored.
  • Financial situation as follows:
    • Redundant / Laid Off
    • Receiving 80% government grant
    • Waiting for benefits
    • Self employed
    • Sick
  • For the purpose of the Hardship grant in partnership with the Lyndhurst Welfare Charity.

How we get your personal information and why we collect it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Due to Corvid-19 you are either shielding, isolating or self-isolating
  • As a registered volunteer for the group
  • Medical / Pharmacy prescription delivery (chemist to your home address)
  • Essential food supplies and delivery to your home address
  • Telephone support and a friendly chat (no medical advice) during this period of an unprecedented pandemic
  • Dog walking from your home address
  • Any other support at the request of the resident, within the limitations of the volunteering group’s role.  This does not include entering of the home or any medical advice or care.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Neighbours who are concerned with good intentions
  • Neighbourhood care and Neighbourhood watch groups
  • Other Volunteers from the group
  • Lyndhurst Doctors Surgery
  • Local Parish council
  • Local New Forest District Council
  • Local Royal Mail postman / postwoman
  • Lyndhurst Welfare Charity

We use the information that you have given us in order to carry out the role of the community volunteer:

  • Due to Corvid-19 you are either shielding, isolating or self-isolating
  • Medical / Pharmacy prescription delivery (chemist to your home address)
  • Essential food supplies and delivery to your home address
  • Telephone support and a friendly chat (no medical advice) during this period of an unprecedented pandemic
  • Dog walking from your home address
  • Any other support at the request of the resident, within the limitations of the volunteering group’s role.  This does not include entering of the home or any medical advice or care.

We may share this information with:

  • Neighbours who are concerned with good intentions
  • Neighbourhood care and Neighbourhood watch groups
  • Volunteers registered with the group
  • Lyndhurst Doctors Surgery
  • Local Parish council
  • Local New Forest District Council
  • Lyndhurst Welfare Charity

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by
contacting us on: lyndhurstcommunityresponse@gmail.com

(b) We have a legal obligation.
(c) We have a vital interest.
(d) We need it to perform a public task.
(e) We have a legitimate interest.

How we store your personal information

Your information is securely stored on Google Docs cloud-based storage drive, either in a request document and/or on a centralised Google Sheet logging all requests, with only the named persons on this privacy document having access to this information.

  • We keep Name, Address, Telephone, Email
  • Medical details of individual relating to that of delivery of prescriptions, no medical

details are asked or stored. This request is emailed via the central email address to Rowlands Pharmacy using the main spreadsheet (date specific and relevant) on request, to enable pick-up and delivery of the medication requested.  Only the volunteer on rota for medicines collect medicines and deliver, no names, addresses are disclosed to other volunteers, unless due to illness, another volunteer may be required to assist.  Rota of volunteers is stored within the Google Cloud-Based account.

  • Financial situation as follows:
    • Redundant / Laid Off
    • Receiving 80% government grant
    • Waiting for benefits
    • Self employed
    • Sick

For the purpose of the Hardship grant in partnership with the Lyndhurst Welfare Charity.

  • Requests for volunteer support is dealt with as follows:
    • Request comes in centrally and a request document is completed
    • Centrally this request is communicated to the Volunteer TL’s Patch WhatsApp group and email/telephone (for those not on What’s App), where the TL’s for the patches are then tasked with communicating a need for help from their group.
    • Once the volunteer is identified, centrally this volunteer and only this volunteer will be communicated via What’s App or telephone regarding the request and personal details are disclosed in line with this privacy notice document.
    • Once the volunteer has untaken the required task, all messages within the What’s App messages / email will be deleted, unless this is a regular task and then this information can be stored for the duration of the commitment, inline with this privacy notice.
  • Should a volunteer complete a paper form for the Financial Hardship request, thiswill be provided centrally to either party named on this privacy notice and they will complete the relevant Google doc form and update the Excel spreadsheet.  Once completed the paper form will not be stored and must be deleted by shredding immediately after its intended use.

We will store your personal information for a period of time in line with Government and local authority advice and guidance, depending on the length of Corvid-19 pandemic and recovery. We will then dispose this information by deleting all files / folders from the main cloud-based server and deleting any email correspondence.  No copies of this information shall be stored on any personal hard drives or folders.

Any Financial Hardship requests are kept by the Lyndhurst Welfare Charity in line with their retention policy, for the purpose of auditing and funding.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us below if you wish to make a request:

Address:                     
C/o Lyndhurst Baptist Church
Chapel Lane
Lyndhurst
SO43 7FG

Phone Number:         
023 8028 4426

E-mail:                        
lyndhurstcommunityresponse@gmail.com

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at

Lyndhurst & Emery Down Community Hub
C/o Lyndhurst Baptist Church
Chapel Lane
Lyndhurst
SO43 7FG

Phone Number:         
023 8028 4426

E-mail:                        
lyndhurstcommunityresponse@gmail.com

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number:
0303 123 1113

ICO website:
https://www.ico.org.uk

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