SEARCH privacy notice September 2018 


Who we are and why we need your information

SEARCH are a local charity for older people working in the west end of Newcastle. We need to keep personal data for staff, volunteers, trustees and people who use our services to make sure we can offer the best service possible.

Whose data do we collect:

People who use SEARCH services

SEARCH offers a variety of services to older people. We have to hold the details of the people who have requested a service in order to provide it.

However, we only use these details to provide the service that the person has requested and for other closely related purposes. For example, we might use the information about people who have requested a service to carry out a survey to find out if they are happy with the level of service they received. When people do request our services, they can cancel the service at any time and are given an easy way of doing this.

We need to process personal data for recruitment of employees. Once employed we need to ensure their safety and wellbeing at work and we need their personal information for payroll and tax purposes.

We need to process personal data for volunteers to ensure their safety and wellbeing during their voluntary work.

We need to process personal data for trustees to ensure their safety and wellbeing in their role and to ensure the smooth running of the organisation.

How do we obtain your information?
In the majority of cases we will collect the necessary personal data before, or at, our first meeting or contact, for example through recruitment on an application form, or by a referral form to request a service.

What do we do with it and how long do we keep it?
We will keep the data securely in paper and digital format. Paper files are kept in locked filing cabinets on secure premises.
Digital information is stored on our central server which is password protected.
Employee, volunteer and service user personal files are kept for two years after the last contact.
Personal details of unsuccessful applicants for paid and voluntary positions are kept for 6 months following interview.

What data do we need and why?

• Name(s) and address, date of birth, email, phone number and other relevant contact details and preferences
• Relevant financial, heath related and daily living skills information to help us provide your service
• Personal information such as age, gender and ethnic origin that will help us monitor the diversity of our organisation and report to funders
• Relevant next of kin and emergency contact details
• Records of your volunteering activity at Search so you can volunteer safely
• Information about our relationship with you, correspondence, meeting notes, attendance at events we have a record to refer to if necessary
• Information necessary for us to manage the organisation safely

Other data we collect:
Visitors to our website
When someone visits we use cookies to monitor the pages that are visited and alter the way the pages are presented. We also use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

People who email us
Any emails sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

At the moment we do not produce an e-newsletter, but if this changes in the future we will update this notice.

People who contact us via social media

People who contact us privately via social media are treated in a similar fashion to people who email. The message is protected by website encryption and can only be accessed by Search employees or volunteers who have the passwords and DBS clearance to do so. Messages are deleted every 2 years.

Protecting your information

We endeavour to protect the personal data entrusted with us. All devices that can access or store personal data are password protected. In addition, all devices have up to date anti-virus software and firewall settings. Our emails and network communications are encrypted as are any memory devices used to transport data. All individuals at Search who might have access to personal data will have received the necessary DBS clearance.

Our responsibilities

The law requires us to tell you the basis on which we process your data.
The law allows us to process your data if it is in our legitimate interest to do so, but only so long as we need to and your “interests or your fundamental rights and freedoms are not overriding”. Practically speaking this means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in this privacy notice.
We will keep data for as long as is needed to complete the task for which it was collected. Relationships between donors, grantees and the Community Foundation are often long term, and so we expect to keep your data for as long as that relationship exists, or until we no longer need it.

Your rights

The law requires us to tell you that you have a variety of rights about the way we process your data. These are as follows:
• Where our use of your data requires consent, you may withdraw this consent at any time.
• Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
• You may request a copy of the data we hold about you.
• You may change or stop the way in which we communicate with you or process data about you, and if it is not required for the purpose you provided it, then we will do so. Activities like processing Gift Aid donations may mean we cannot entirely stop processing your data. We will always endeavour to comply with such a request, however.

If you are not satisfied with the way in which we have processed your data, then you can complain to the Office of the Information Commissioner. Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here –

Contacting us

If you have any questions about this privacy notice, about the way in which we process your data, or if you wish to change the way we use your data, including how we communicate with you, then please contact us:

Johanne Mears, Chief Officer, SEARCH – services for older people, 74 Adelaide Terrace, Benwell, Newcastle NE4 9JN

Telephone: 0191 273 7442
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.