Privacy
& Data

The basic principle

We don't collect information for the sake of it.

Veterans Backbone may need to collect and use personal information in order to provide support, respond to enquiries, manage referrals, run the organisation and keep people safe.

We aim to collect only what we reasonably need, use it for a clear purpose and protect it appropriately.

We do not sell personal information.

What information we may collect

It depends on why you're dealing with us.

The information we hold may include:

• Name and contact details
• Information provided through contact forms or enquiries
• Referral information
• Information about support needs or circumstances
• Notes relating to support provided
• Communication records
• Information needed for safeguarding
• Volunteer or staff information
• Donation or transaction information where relevant
• Technical information connected with use of the website

Some of the information people share with us may be sensitive, particularly where it relates to health, welfare, personal circumstances or safeguarding.

Why we use information

There should always be a reason.

We may use personal information to:

• Respond to enquiries
• Provide support
• Assess referrals
• Plan and review support
• Communicate with people using our services
• Maintain appropriate records
• Respond to safeguarding concerns
• Manage volunteers, staff or members
• Meet legal, regulatory or governance responsibilities
• Improve how Veterans Backbone operates

Why we're allowed to use it

Data protection law still applies.

Depending on the circumstances, Veterans Backbone may rely on one or more lawful reasons for using personal information.

These may include:

• Your consent
• Providing a service you have asked for
• Meeting a legal obligation
• Protecting somebody's vital interests
• Our legitimate interests where those do not override your rights

Where especially sensitive information is involved, an additional legal condition may also be required.

Sharing information

We don't chuck your details around.

Personal information may sometimes need to be shared with another organisation or professional where that is appropriate.

This might include situations where another service is better placed to help, where we are working jointly with somebody, or where there is a safeguarding or legal reason for sharing information.

Wherever reasonably possible, we will explain what information is being shared and why.

We will not routinely disclose personal information to third parties without a proper reason.

Confidentiality has limits

Safety can come first.

We respect confidentiality, but we cannot promise absolute secrecy in every situation.

If we believe somebody may be at serious risk of harm, there may be circumstances where information needs to be shared without consent.

Any decision to do this should be based on a genuine reason and limited to information that is relevant to the concern.

Keeping information safe

Privacy isn't much use if the data is left lying around.

Veterans Backbone aims to use appropriate organisational and technical measures to protect personal information from loss, misuse, inappropriate access or unauthorised disclosure.

Access to personal information should be limited to people who genuinely need it for their role.

We will review how information is stored as our systems and services develop.

How long we keep information

Not forever just because storage is cheap.

Personal information should only be kept for as long as there is a legitimate reason to retain it.

Different types of information may need to be kept for different periods depending on legal, safeguarding, financial or operational requirements.

Information that is no longer reasonably required should be securely deleted or anonymised where appropriate.

Your rights

It's your information.

Depending on the circumstances, you may have rights relating to your personal information, including the right to:

• Ask what information we hold about you
• Request a copy of your personal information
• Ask for inaccurate information to be corrected
• Ask for information to be deleted in some circumstances
• Ask us to restrict how information is used in some circumstances
• Object to certain uses of your information
• Withdraw consent where consent is the basis for processing

Some rights are subject to legal exemptions, so they may not apply in every situation.

Website information

The website has its own bits too.

Our website may process limited technical information needed for normal website operation, security or services we choose to use.

Any use of cookies or similar technologies is explained separately.

Other services

Sometimes another platform is involved.

Veterans Backbone may use third-party services to provide parts of the website or organisation's systems.

This may include services used for forms, authentication, donations, communications or hosting.

Where third-party services process personal information on our behalf, we should take reasonable steps to use appropriate providers and understand how that information is handled.

Children & young people

Extra care applies.

Where Veterans Backbone processes personal information relating to children or young people, additional care should be taken to ensure that information is handled appropriately and in line with safeguarding responsibilities.

Questions about your data?

Ask us.

If you want to ask what information Veterans Backbone holds about you, request a correction or raise a concern about how your information has been handled, contact us.

How We Keep Our Shit Together

The other important bits.