Your personal information

It’s important that you feel completely comfortable and confident that your personal information is in safe hands. Acacia takes protecting your privacy extremely seriously and takes all reasonable steps to ensure your information is secure.We will process your personal information to answer your enquiries, keep you informed about what is going on at Acacia and to inform you about promotions and fundraising events

In brief

We respect your personal data and store it securely.

We will never sell your personal data.

We will remove/shred your data if you ask us to.

When you subscribe we will send you content we think is relevant or interesting to you but you can unsubscribe or change your contact preferences at any time by ringing us or by email to: teamacacia@acacia.org.uk, or by putting it in writing to us at 5a Coleshill Street, Sutton Coldfield, B72 1SD

What information we collect

We may collect a variety of personally identifiable or sensitive information from you for various reasons.
For example, we may collect: Any personal details you may choose to give us, such as your name, age, or address. We save this so we can answer your queries and/or keep in touch with you.

If you subscribe we will collect your marketing preferences including contact preferences.

Why we collect information

To contact you to respond to website questions and queries. 

If you choose to subscribe we collect your information so that we can contact you to provide you with updates and news about events, opportunities and fundraising. 

Continuously improving—we value any feedback, including complaints, you may have. In order to increase the impact we make and improve the service we provide to you and others, we need to communicate with you and collect personalinformation.

Where we collect information from

We collect information through the website enquiries page and through the subscribe page.

How long we keep your information for

We keep personal information for different lengths of time dependent on the purpose. For example, we would like to keep your information so we can keep in touch about our work and continue our relationship together.

You will be given the opportunity to opt in or opt out of this.

We want to ensure that the personal information we collect from you is used to appropriately support our work together and consider any future dealings that you would like to have with us.

You can contact us at any time to ask us to remove or amend your personal information.

We will retain your personal information for a maximum of 5 years unless you ask us to keep it for longer or request it’s deletion.  If you go on to refer into our service we will keep your information for 8 years in line with current health record guidance.

Who we share your personal information with

Your contact and preference information will be kept on our secure database and also stored in a paper file.  This information is accessed by our volunteer co-ordinator and admin team.  It is not shared with any other external individuals and/or organisations unless we believe that you are at serious and immediate risk to yourself and/or others. 

We will never sell your personal details to third parties.

Whenever we access or share your personal information, we comply with the standards set by the data protection legislation and this privacy statement at a minimum. 

How your information is secure

The security of your information is of utmost importance to us. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. We seek to use reasonable measures to protect your information as required by the law, in line with industry standards and in accordance with the policies Acacia has set. Sensitive data is held under strict security conditions.

As a small organisation, we use a cloud-based version of Microsoft Office 365.  As a result, our data may be stored in the Microsoft Cloud which is based in the EU.  In the unlikely event that we transfer your personal information to countries that are outside of the European Union we would ensure that the transfer is carried out in a compliant manner and appropriate safeguards are in place. A hard copy of your contact details are also kept and stored securely in a locked  cabinet at our head office.  Access to these details are limited.

If you have any reason to believe that any personal information we hold is no longer secure, please contact us immediately. 

Your Rights

Data protection laws provide you with a number of rights under the data protection laws, namely:

• To access your data (by way of a subject access request);
• To have your data rectified if it is inaccurate or incomplete;
• In certain circumstances, to have your data deleted or removed;
• In certain circumstances, to restrict the processing of your data;
• A right of data portability;
• To object to direct marketing;
• Not to be subject to automated decision making (including profiling), where it produces a legal effect or a similarly significant effect on you;
• To claim compensation.
• To withdraw your consent to our processing of your information at any time.

You can ask for further information about our use of your personal information or complain about its use, by contacting Rob Ewers, our Data Protection Manager, 5a Coleshill Street, Sutton Coldfield, or by email at rob@acacia.org.uk  

If you have any concerns; or are not satisfied with our handling of any request by you in relation to your rights, you also have the right to make a complaint to the Information Commissioner's Office.  Their address is: First Contact Team, Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.