At Samaritans, privacy is at the heart of what we do.
We are committed to protecting your privacy and the personal information that we hold. We will do our best to use your personal information in accordance with data protection law, and not do anything with your information that you wouldn’t reasonably expect.
The purpose of this statement is to be clear and transparent about how Samaritans - Brighton, Hove and District (the Branch) uses your personal information. This privacy statement applies to people who use our service, our supporters, our customers, our volunteers as well as the general public and visitors to our premises. It also applies to our contractors, third parties and partners.
The Branch is an independent charity, separate from Samaritans Central Charity but with a specific agreement to work together to provide the service. As such, there are cases where the Branch comes into contact with, shares and processes personal data with/for Samaritans Central Charity. This privacy statement will cover how the Branch uses personal information. We recommend that for a complete understanding of how your data is processed when you interact with Samaritans, you also read the Samaritans Central Charity Privacy Statement.
Changes to this Privacy Statement
As the service the Branch provides changes, we may need to alter this Privacy Statement. Please check this page occasionally to see if we have included any updates or changes, and that you are happy with them.
If you have any queries about this statement please contact the Branch by emailing our Data Protection Officer at [email protected]
HOW WE USE PERSONAL INFORMATION
1. WHEN YOU USE A SAMARITANS SERVICE
Samaritans supports people in distress through its support service. Our service is available by telephone, email, letter, web chat, and face to face.
These services are provided by volunteers in branches. The helplines are designed so that Samaritans volunteers in the Branch can’t see your contact details and we try to keep as little information about you as possible in the Branch. Volunteers may take notes when they talk to you to assist in the conversation. These notes are shredded at the end of the call. We don’t record your phone calls to the helpline but volunteers and staff may from time to time listen in to calls for training, quality, support, or research purposes.
At the end of each contact volunteers in the Branch record information on a central system controlled by Samaritans Central Charity, this information includes how distressed the caller was at the time of contact, their gender and age (if given), and the caller concerns. For information on how this data is used by Samaritans Central Charity, please see the Samaritans Central Charity Privacy Statement.
Where we provide emotional support in locations outside the Branch, our volunteers will take steps to ensure that any notes taken are kept secure and securely disposed of once the data has been entered into the central database.
1.1 Safeguarding
When we are worried about your safety or that you are being hurt either by your own actions or by someone else, we want to help you find the best way to keep yourself safe.
We’ll do this by listening and by talking to you about what you want to do. Most of the time whatever you tell us will stay between you and Samaritans. However, if we feel that you are unable to make decisions for yourself sometimes we might need to tell someone else what you’ve told us to be able to help you.
This will apply to all children (those under the age of 18). Under some circumstances it may also apply to adults, for example, if you are an adult at risk (you have additional health or care needs which prevent you from protecting yourself).
If you share information with us which identifies a child or adult as risk who is suffering abuse or harm then, after discussion with you, we may contact other relevant services.
We can only do this if we have information which identifies you.
We take your confidentiality very seriously and will only consider speaking to someone else if we are really worried about what you have told us and we feel that you are unable to make decisions.
Please see our Safeguarding Policy for further information.
1.2 Additional support
In some circumstances, we may offer to call you back or for you to call us at an agreed time. In these cases, we will record information you’ve given us to complete the follow-up call. We may need to share this information internally, because we work as a team to provide you with the best possible support and we want to ensure that whoever you speak to is up to date with your situation.
We may contact you to offer our support if you are referred to us by another organisation or individual. Once we have contacted you, we will destroy your contact details, unless you agree to further contact – in which case we will, with your consent, keep your contact details.
1.3 Sharing your information
The Branch will never share information outside Samaritans, except in the following situations:
- We receive a call about acts of terrorism or bomb warnings
- We receive a court order requiring us to share information
- We are working in partnership with another organisation and you have given consent for your information to be shared
- You directly ask us to pass on information about you to someone else
- We are concerned that you are not able to make a decision for yourself (please read more about our safeguarding policy)
- You threaten the safety of our volunteers
- You misuse or compromise the delivery of our service, for example by making it difficult for other people to get through
1.4 Training and monitoring (‘listening in’)
While we never record your phone calls to our helpline, there are occasions when a second volunteer may be required to ‘listen-in’ to a live call being taken by another volunteer. We do this to:
- Train new Samaritans: in order to properly prepare our new volunteers to take calls, they will undertake a period of ‘listening in’ to an experienced volunteer. After a period of time, when the new Samaritan starts to take calls, the experienced volunteer will also listen in to their calls in order to provide guidance and support. This is purely for the purpose of training new Samaritans and there is no change in the information collected in the course of a usual call.
- Monitor the quality of our service: In 2021 the central charity established the Quality hub. Volunteers at the quality hub monitor and assess telephone contacts and flag poor or exceptional service by ‘listening in’ to random contacts. This is for the purpose of monitoring the quality of calls taken by our volunteers. Information may be recorded on the performance of the volunteer, but no additional information relating to the content of the contact is taken.
In each of these circumstances those ‘listening-in’ are trained and subject to the same policies as the primary listener.
2. WHEN YOU APPLY TO VOLUNTEER WITH US
When you contact the Branch directly about volunteering with the Samaritans, you may be asked to give us your personal details so that we can contact you about your enquiry.
If you have contacted Samaritans Central Charity about volunteering opportunities, please see the Samaritans Central Charity Privacy Statement for more information about how they will use your personal information.
2.1 Your application
You can apply to be a Samaritans volunteer through the Samaritans Central Charity website. When you do so, your details will be added to their central database, which they will then share with the relevant branch. Samaritans Central Charity will be responsible for processing certain parts of your application, such as your criminal records disclosure. For more information please see the Samaritans Central Charity Privacy Statement.
Once your information has been passed to us at the Branch we will use this to process your application, assess your suitability and contact you about interviews, training and other opportunities to engage with the branch.
Samaritans will keep the personal information you provide to us during the application process confidential, unless we are required to disclose it in connection with a police investigation and/or we have reason to believe that you may present a risk of harm to others.
2.2 When you become a volunteer
As a member of the Branch, we hold information about you that we use to communicate with you about the administration of the Branch and to record and manage your involvement with the Branch.
The following statements describe how we use your data for the purposes of running the Branch:
- We will use your data to record your involvement with the Branch and to manage our rota through Three Rings.
- We will keep your contact details on a central database to allow other Samaritans from the branch to contact you and for you to contact them in order to manage shift swaps.
- We will share your data with the Samaritans Central Charity to record your involvement with the Branch and to manage your role as a volunteer within the Samaritans organisation.
- We will send you communications regarding your role and the administration of the branch via post and email.
The Branch also holds personal data of volunteers in the following categories:
- e-mails, SMS, and letters to/from volunteers
- copies of expense claims together with bank details
- sign-in books, login details
- lists of volunteers generated for specific purposes (special duties etc)
- police clearance, clearance for prisons visits and supporting documentation
- correspondence related to complaints about volunteers
- mentoring reports
- miscellaneous correspondence
- training records.
The use of your personal data in these ways is necessary to achieve the legitimate interests of the Branch and the wider Samaritans organisation and ensure their efficient operation.
The Branch will never sell your data to any third party to use for its own purposes.
3. WHEN YOU CHOOSE TO SUPPORT US
If you have donated direct to Samaritans Central Charity, please see the Samaritans Central Charity Privacy Statement for information about how they use your data.
3.1 Making a donation
When you donate direct to the Branch we need to collect and use certain information about you in order to process your donation. This could include your name, email address, postal address, telephone or mobile number, bank details, taxpayer status (to understand if we can claim Gift Aid), date of birth and history of previous donations. Unless your donation is paid directly to the Branch, it will be handled by one of our payment service providers, who store and process your data on a secure server.
3.2 Fundraising
If you have donated to the Branch via an online fundraising platform (such as Just Giving) or have registered for a Samaritans event or challenge through a third party event organiser (e.g. Charity Challenge, Action Challenge or Eventbrite), they will pass your information on to us to allow us to record and process your donation and/or administer your registration. We will contact you to confirm that we have received your donation/registration and to see whether you would like to keep in touch in the future. Make sure you read the fundraising platform’s/event organiser’s own privacy statements, as that will tell you how they use your information for their own purposes.
3.3 To claim Gift Aid
We rely on your consent to claim Gift Aid, and on our legitimate interest in raising funds for processing payments.
If you have made a Gift Aid declaration, we will need to disclose the information you have provided as part of our declaration to HMRC for the purpose of reclaiming Gift Aid.
3.4 Social media platforms
We may operate accounts and groups across social media (e.g. Facebook) in order to increase awareness of our services and events and engage in conversation with our supporters. We do not provide our emotional support services via any of these platforms.
If you share personal information on our social media posts, your information will be publicly available. Such information can be viewed online and collected by third parties. We recommend that you avoid sharing information that be used to identify you (such as your age, email address or location) and always check the privacy policy of the platform you are using to ensure you are happy with how they may use your information. We moderate public comments on our social media profiles and we may delete, hide or block content or users in order to keep our online communities safer.
3.5 Communications about our work
From time to time, we may send you communications about our work and how you can help us, for example information about our campaigns, volunteering, fundraising activities and how you can donate to us. Such communications may be by email or text/SMS if you have expressed an interest in our work or have offered or provided us support and such communication is permitted, or if you have specifically agreed to us doing so. We may send marketing information by post or call you for marketing purposes, unless you have previously opted out. You can change your marketing preferences anytime by emailing us at [email protected] , calling us on 01273 738115 and leaving a message, or clicking on the unsubscribe link in emails.
OTHER SAMARITANS ACTIVITIES
4. SAMARITANS' EDUCATION SERVICES
4.1 Visiting schools and colleges
When we provide talks and workshops and any other type of visit to an educational establishment or youth setting, the Branch will record the visit on our secure database. This record will include:
- the name and address of the organisation
- the type of visit that we have carried out
- the number of young people we have talked to.
This information is used only within Samaritans and never shared externally. For information on how this is used by Samaritans Central Charity, please see the Samaritans Central Charity Privacy Statement.
5. SAMARITANS’ LISTENING TRAINING
5.1 Providing listening training and workshops
When we deliver listening training and workshops (e.g. in partnership with Brighton & Hove Albion FC, as part of the Premier League’s ‘Together Against Suicide’ campaign), we rely on your consent to send you information about where, when and how the training will take place. We also provide your name to the venues where we hold training to enable them to meet their own security requirements. We invite participants to complete pre-workshop and feedback surveys anonymously, to help us to evaluate the impact of what we do. If you consent, when responding to the feedback survey, we may use the information you provide to contact you at a later date to learn more about the impact of our training.
We do not use the data you provide for any other purpose.
5.2 Sharing your experience with us
We sometimes ask those who contact us to share their experience of the impact of suicide or the use of our support services, so that we can add their testimony to our case study database.
If your story is added to our case study database, we will collect your name, email address, and any personal information that you choose to volunteer to us as part of your experience. We may want to publish your story on our website, in our publications, in the media, or via our marketing channels, but we will always ask for your consent before doing so. You also have the option to ask, if your story is published, that we do so anonymously.
We may also ask for your demographic data (including your gender, ethnicity, date of birth, sexual orientation and details of any disability), but you do not have to consent or provide us with this information in order to share your story with us.
We will use your information to help us demonstrate the value of talking to Samaritans through personal testimony, and to encourage more people to reach out and seek support. We may use your personal information to contact you to learn more about you and your experience, and for the purposes of Equity, Diversity and Inclusion monitoring and analysis.
6. HOW WE KEEP YOUR INFORMATION SAFE
Samaritans uses various technical and organisational measures to keep your data safe. Electronic data and databases are stored on secure computer systems and we control who has access to information, using both physical and electronic means. Our volunteers receive training and are provided with guidance that they are required to follow when handling personal information.
Although we do our best to keep your information safe, the transmission of information over the internet is never completely secure, so please bear this in mind when you share information with us via our website.
6.1 Sharing your information
Samaritans will not share your information with other organisations, except in the following situations:
- we receive a call about acts of terrorism or bomb warnings
- we receive a court order requiring us to share information
- we are working in partnership with another organisation and you have given consent for your information to be shared
- you directly ask us to pass on information about you to someone else
- we are concerned that you are not able to make a decision for yourself (please read more about our policy on safeguarding here)
- you threaten the safety of our volunteers
- you misuse or compromise the delivery of our service, for example by making it difficult for other people to get through.
When you make a donation to Samaritans we may disclose your personal information if we are requested to do so by a regulator or law enforcement body, or are otherwise required to do so by law. We may also need to share your information with external organisations in the case of suspected fraud or for the prevention or detection of other crimes.
6.2 How long we keep information for
We only keep your personal information for as long as required, depending on what it was collected for, and in accordance with legal requirements and tax and accounting rules.
If you have told us that you don’t want to be contacted by Samaritans, we will keep your details on a ‘suppression’ list to help ensure that we do not continue to contact you.
6.3 Keeping your information up to date
If your personal details have changed, please let us know by contacting the Branch by post at Unit1-3, Dubarry House, Newtown Road, Hove BN6 6AE; by email using the address [email protected]; or by telephone on 01273 738115 and leave a message.
7. YOUR RIGHTS
The data protection laws give you certain rights over your personal information and how we use it. These include:
- the right of access to a copy of the information that we hold about you
- the right to ask us to correct inaccurate information that we hold about you
- the right, in certain circumstances, to object to specific uses of your data
- the right, in certain circumstances, to request that the information we hold about you be deleted
- the right, in certain circumstances not to be subject to a decision based solely on automated processing, including profiling.
If you wish to exercise any of these rights, in relation to information held by the Branch, please:
- put your request in writing and email it to [email protected] or send it for the attention of the Data Protection Officer at Unit 1-3, Dubarry House, Newtown Road Hove BN3 6AE.
If your request relates to information held by Samaritans Central Charity, please:
- put your request in writing and email it to [email protected] or send it for the attention of the Legal & Governance team at Samaritans, The Upper Mill, Kingston Road, Ewell, Surrey, KT17 2AF. If you are only in contact with a single branch, you can put your request in writing to that branch.
7.1 Making a complaint
If you are unhappy with the way we have handled your personal data and wish to contact us please submit your concerns to the Branch by emailing [email protected] or Samaritans Central Charity by emailing [email protected]
You also have the right to lodge a complaint to our regulator about how we use your personal data, further details below:
The Information Commissioner’s Office – United Kingdom
Telephone: 0303 123 1113
Website: https://ico.org.uk/your-data-matters/raising-concerns/