Asakina Support Service is dedicated to protecting your privacy. This policy outlines how we collect, use, and safeguard any personal information you share with us. Any identifiable information you provide will be used solely in accordance with this privacy policy.
Contact Information
Information We Collect
For Service Users:
- Personal Details: Name
- Contact Information: Phone number, email address
- Demographic Information: Age range, ethnic background, religion, first half of postcode
- Support Information: Details of any other mental health support
- Bereavement Details: Date and nature of loss
- Accessibility Needs: Preferred language, session timing preferences, disabilities
- Referrer Information (if applicable): Name, contact number, relationship to the client
- Additional Information: Any other data you choose to share with us through interactions with befrienders
For Volunteers & Staff:
- Personal Details: Name
- Contact Information: Phone number, email address
- Emergency Contact: Name and phone number
- Employment/Volunteering Information: Details relevant to your role with us
Website Cookies:
For information on how we use cookies, please refer to the “We Value Your Privacy” notice on our website. Review Date: 30/02/2025
How We Collect and Use Your Information
Most of the personal information we process is provided directly by you for the following purposes:
- Contacting and Supporting Service Users: To provide and manage our services, including contacting you as needed.
- Service Provision: To deliver products like the Bereavement Support Pack or other services.
- Befriender Matching: To identify a suitable befriender for you.
- Service Monitoring: To track the usage and effectiveness of our services.
- Communication: To keep you updated on events via our email newsletter, with the option to unsubscribe at any time.
- Safeguarding: In line with our Safeguarding Policy, we may disclose personal information if there is a significant risk of harm to you or others.
If third-party applications are used to collect your information, this will be done in accordance with their privacy policies:
We may also receive your personal information indirectly from:
- Referrals: From other organizations referring individuals to us.
- Referees: Information provided by referees for prospective staff or volunteers.
How We Use Your Information
We use the information you provide to:
- Understand your needs and improve our services
- Maintain internal records and monitor service provision
- Support grant and funding applications based on anonymized demographic data
As a charity, we do not sell, lease, or distribute your personal information to third parties unless they are processing data on our behalf. Your information will only be used for the purposes for which it was provided.
Legal Basis for Processing
Under the UK General Data Protection Regulation (UK GDPR), we process your information based on:
- Consent: You can withdraw your consent at any time by contacting us at info@asakina.com.
- Contractual Obligation: Applicable to staff-related processing and financial transactions.
- Legal Obligation: For safeguarding and other legal requirements.
- Vital Interest: To protect the life and well-being of individuals.
- Legitimate Interest: For the benefit of service users and volunteers.
How We Store Your Information
Personal information is any data that can identify an individual, either directly or indirectly. We take security seriously and ensure that your information is stored, handled, and disposed of securely to prevent unauthorized access or disclosure. Your contact information may be stored on the phone of a volunteer supporting you. All devices used for storing this information are password protected.
We retain your information only for as long as necessary to fulfill the purposes for which it was collected, with a maximum retention period of six years, in line with legal, regulatory, tax, accounting, or reporting requirements.
Please note that our website may contain links to other websites. We are not responsible for the privacy practices of those sites.
Your Data Protection Rights
Under data protection law, you have the right to:
- Access Your Data
- Rectify Inaccuracies
- Request Erasure
- Restrict Processing
- Object to Processing
- Data Portability
You can exercise these rights free of charge. If you wish to make a request, please contact us at info@asakina.com. We will respond within one month.
How to Complain
If you have any concerns about how we use your personal information, please contact us at info@asakina.com.
If you are not satisfied with our response, you can also lodge a complaint with the Information Commissioner’s Office (ICO):
Review Date: 30/02/2025
