1.Data protection principles
Helplink is committed to processing data in accordance with its responsibilities under the General Data Protection Regulations (GDPR):
Article 5 of the GDPR requires that personal data shall be:
- Processed lawfully, fairly and in a transparent manner in relation to individuals;
- Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
- Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
- Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
- Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; and
- Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”
2. General provisions
- This policy applies to all personal data processed by Helplink Mental Health CLG (Helplink)
- The Data Controller shall take responsibility for Helplink’s ongoing compliance with this policy.
- This policy shall be reviewed at least annually.
3. Lawful, fair and transparent processing
- To ensure its processing of data is lawful, fair and transparent, the Helplink maintains a ‘Data Processing Activity Log’
- The ‘Data Processing Activity Log’ details:
- the types of data being kept
- the reasons for keeping this data
- the appropriate lawful basis for processing the information.
- Security measures in place
- The ‘Data Processing Activity Log’ shall be reviewed at least annually.
4. Lawful purposes
- All data processed by Helplink is be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests
5. Data minimisation
- Helplink will ensure that personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
- Helplink will not request any information regarding a person’s ‘Sensitive Personal Data’ (as classified under GDRP regulations)
- Personal data will not be shared with any 3rd party
- Your data will not be used in any direct marketing campaigns or fundraising efforts undertaken by Helplink Mental Health CLG
- Helplink will take reasonable steps to ensure personal data is accurate.
- Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
7. Archiving / removal
- Client records and personal information are kept for a period of no longer than 7 years (the length of time recommended by the IACP) except in the following exceptions:
- Client is still receiving treatment
- The records have been ordered to be kept because of a court subpoena
- At the end of this period all information will be irretrievably deleted
- All personal identifying data is kept in encrypted documents
- All documents containing client information are scanned and encrypted, and kept on a separate flash drive that is also encrypted
- The flash drive is kept in a secure location and never leaves the premises
- No paper copies are kept. They are shredded once they have been scanned and encrypted
- Access to personal data is limited to the administrator and the counsellor in question
- Any messages sent via email (which includes our contact form) will be irretrievably deleted as soon as they are no longer needed
- All our staff have undergone Data Protection Training to ensure that they can handle any data provided to us in the correct manner
- If a data breach occurs, it will be reported to the Data Protection Regulator within 72 hours
- Any person whose data is violated in such a breach will be informed within 72 hours
If you would like to raise any issues regarding your data, please contact us: