Rain On Me CIC
Privacy Policy
Statement of Purpose
Rain On Me CIC is committed to protecting and respecting your privacy. We regard the lawful and correct treatment of personal information as very important to our successful operations and to maintaining confidence between Rain On Me CIC and staff and those with whom it carries out business. Rain On Me CIC will ensure that it treats personal information lawfully and correctly.
This Privacy Policy explains how we collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy applies to:
- Service users and support group participants, past and present
- Volunteers and staff
- Donors and supporters
- Website users
- Partners and members of the public who engage with our activities
Rain On Me CIC is the data controller responsible for your personal information.
If you have any questions about this policy or how your data is handled, please contact team@rainonme.org.
Why We Collect Your Information
Rain On Me CIC collects information which enables us to fulfil our operating purposes, such as information which will allow us to:
- Contact our service users, partners, volunteers, staff and community service users
- Identify appropriate activities for service users
- Assess the needs of service users to ensure the wellbeing, safety and inclusion of all those who interact with Rain On Me CIC
- Assess demographic and equal opportunities data to help us monitor our effectiveness as an organisation
We may also use your personal information to:
- Safeguard individuals and promote wellbeing
- Manage volunteering and employment relationships
- Process donations and funding requirements
- Improve our services
- Meet legal and regulatory obligations
- Provide safe and appropriate support
- Monitor equality, diversity and inclusion
What Information We May Collect
Rain On Me CIC may collect the following:
Service User Information
- Name and contact details
- Date of birth
- Emergency contact details
- Referral information
- Attendance records
- Support or session notes
- Safeguarding disclosures
- Mental health and wellbeing information where necessary
Volunteer and Staff Information
- Contact details
- Application and recruitment information
- Training records
- DBS information where required
- Emergency contacts
- Payroll information where applicable
Donor and Supporter Information
- Names and contact details
- Donation history
- Communication preferences
Website Information
When you use our website, we may automatically collect:
- IP address
- Browser and device information
- Website usage data
- Cookies and analytics information
- Login details
- Purchase history
We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information and methods used to browse away from the page.
We also collect personally identifiable information, including name, email and communications; payment details and payment history, including credit card information; comments; and feedback.
Special Category Data
Some information we collect may be considered “special category data” under UK GDPR, including:
- Health and wellbeing information
- Disability information
- Racial or ethnic origin
- Religious beliefs
- Sexual orientation
- Safeguarding information
We only collect this information where necessary, lawful and proportionate, and apply additional protections to keep it secure.
How We Collect Information
We may collect information:
- Directly from you
- Through registration or referral forms
- Through participation in events or support sessions
- Through our website and online forms
- Through email, telephone or social media communication
- From partner organisations where appropriate and lawful
Lawful Bases for Processing
Under UK GDPR, we process personal information using one or more of the following lawful bases:
- Consent
- Legitimate interests
- Contractual necessity
- Legal obligation
- Vital interests
Where we process special category data, we do so in accordance with Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018.
Consent
Where consent is used as the lawful basis for processing, consent will be:
- Freely given
- Specific and informed
- Unambiguous
- Capable of being withdrawn at any time
You can withdraw consent at any time by contacting team@rainonme.org.
Confidentiality
Rain On Me CIC recognises the importance of confidentiality in building trust and supporting wellbeing. Personal information will only be accessed by authorised individuals where necessary for their role.
Information may be shared where:
- There is a safeguarding concern
- There is a risk of serious harm
- Disclosure is required by law
- Sharing is necessary to protect vital interests
Where appropriate, individuals will be informed if information needs to be shared.
How We Store and Protect Information
Rain On Me CIC takes appropriate technical and organisational measures to protect personal information from unauthorised access, misuse, loss or disclosure.
Security measures may include:
- Password-protected systems
- Multi-factor authentication
- Encrypted devices and storage
- Restricted access to confidential records
- Secure disposal and shredding procedures
- Staff and volunteer training
Paper records are stored securely in locked storage areas. Electronic information is stored using secure password-protected systems and cloud-based services.
Data Retention
We only keep personal information for as long as necessary for the purposes for which it was collected.
Our retention periods are based on:
- Legal obligations
- Safeguarding requirements
- Funding requirements
- Operational needs
- Best practice guidance
Generally:
- Service user records are retained for up to five years after last contact
- Former staff and volunteer records are retained for up to five years
- Mailing list information is retained until consent is withdrawn or the information is no longer required
When information is no longer needed, it will be securely deleted, destroyed or anonymised.
Mailing Lists and Communications
Individuals may choose whether to join Rain On Me CIC mailing lists. All marketing or mailing communications will include the option to unsubscribe or opt out. We will not keep mailing list information longer than necessary.
Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Correct inaccurate information
- Request deletion of information in certain circumstances
- Restrict processing
- Object to processing
- Request data portability where applicable
- Withdraw consent
- Complain to the Information Commissioner’s Office (ICO)
Requests regarding personal data should be sent to team@rainonme.org.
Subject Access Requests
You have the right to request a copy of the personal information we hold about you. We may ask for proof of identity before releasing information.
Data Breaches
Rain On Me CIC takes data breaches seriously. Any actual or suspected breach involving personal information will be investigated promptly and managed in accordance with UK GDPR requirements.
Where legally required, breaches will be reported to the Information Commissioner’s Office (ICO) and affected individuals.
Complaints
If you are unhappy with how your personal information has been handled, please contact us first at team@rainonme.org.
You also have the right to complain to the Information Commissioner’s Office (ICO):
- Website: ico.org.uk
- Telephone: 0303 123 1113
Changes to This Policy
We may update this Privacy Policy from time to time.
Any updates will be published on our website and will take effect immediately upon posting.
Last updated:
Appendix One: Usage of Wix
Our company is hosted on the Wix.com platform. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall.
All direct payment gateways offered by Wix.com and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands such as Visa, Mastercard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.
How Do We Communicate With Our Site Visitors?
We may contact you to notify you regarding your account, troubleshoot problems with your account, resolve a dispute, collect fees or money owed, poll your opinions through surveys or questionnaires, send updates about our company, or otherwise contact you as necessary to enforce our User Agreement, applicable national laws and any agreement we may have with you. For these purposes, we may contact you by email.
Why and How Do We Use Cookies?
Wix uses cookies for many important reasons, such as:
- To provide a great experience for visitors and customers
- To identify registered members who have registered on the site
- To monitor and analyse the performance, operation and effectiveness of Wix’s platform
- To ensure the platform is secure and safe to use
To learn more about cookies, visit All About Cookies.
To opt out of being tracked by Google Analytics across all websites, visit the Google Analytics opt-out page.
Withdrawing Your Consent for the Collection of Personal Information
To access, correct, amend or delete any personal information we have about you, contact us at team@rainonme.org.
If you do not want us to process your data any more, contact us at team@rainonme.org.
We can send you a copy of the data you have shared with us and delete it permanently if you ask us to do so.
Social Media and Online Communication
Rain On Me CIC uses social media platforms including Facebook, Instagram and other online communication tools.
Staff and volunteers must not use personal social media accounts to communicate with service users outside authorised organisational activities.
We ask all users engaging with our online platforms to respect the privacy and confidentiality of others.