National Road Victim Service privacy policy

Brake is committed to respecting and keeping safe any personal information you share with us or that we get from other agencies/organisations. This privacy notice sets out the basis on which we will process personal information, whether that information is collected through our website or by any other means.

You can contact Brake in relation to our processing of personal information or for any questions regarding this privacy notice by emailing us at admin@brake.org.uk.

Name: Brake, the road safety charity

Address: PO Box 18,896, Sutton Coldfield, B73 9BL

Phone number: 01484 559909

Email: help@brake.org.uk

We currently collect and process the following information:

• Personal identifiers, contacts and characteristics (for example, name and contact details)
• Contact details of your doctor and/or mental health practitioner
• Details pertaining to special category data such as ethnicity, religion, gender, health and sexual orientation etc.

Most of the personal information we process is provided to us directly by you to enable us to provide you with specialist emotional and / or practical support after a road death or serious injury.

We also receive personal information indirectly, from the following sources in the following scenarios:

From police forces and other professionals who are making a referral to the National Road Victim Service on your behalf. This is done with your prior consent and enables us to make contact with you, in order to offer our support to you.

We also use this infomration to create case records for you, in our National Road Victim Service.

We share anonymised data (data that doesn’t include your name and contact details), with other statutory bodies such as our funders, in order to demonstrate the delivery of the National Road Victim Service. If we wish to share any of your personal contact details, we will always ask you beforehand and will always obtain your consent before doing so, outlining the reasons for this. You can withdraw this consent at any time by emailing us at admin@brake.org.uk.

Special category data

After entering the National Road Victim Service, we will ask you to provide us for some further details that fall under ‘special category data’, such as your ethnic origin, religion, gender, sexual orientation and details about your health.

Our funders ask us for this data regarding ethnic origin, religion, gender and sexual orientation, so we can demonstrate the inclusivity of our service and identify gaps in the communities we reach and support.

We ask you for this information so we can identify better ways to support you by identifying any needs you have such as access to community groups. We ask you for information relating to your physical and mental health so we can identify the best way to support you. We do not share your personal contact details alongside this special category data.

When we ask you for special category data, we will tell you the reasons why, ask you to consent to this and record your consent on our case management system. You have the right to withdraw this consent at any time, and you can do so either by talking to the caseworker supporting you, or by emailing us at admin@brake.org.uk.

The conditions under which we process special category data are:

1. Consent (we ask you for this and record your permission)
2. Public task (the National Road Victim Service provides practical and emotional support to road victims to help them cope and recover)
3. Legitimate interest (the legitimate interest of the National Road Victim Service is to provide practical and emotional support to road victims, to help them cope and recover).

In accordance with the UK General Data Protection Regulation, Brake will always ensure that there is a legal basis for the processing of any personal data. We may process your data on a variety of legal grounds such as:

• Your consent. You are able to remove your consent at any time. You can do this by contacting help@brake.org.uk and mark the subject as “Data protection – removal of consent”. You can also telephone us on 01484 559909
• Performing a public task in relation to delivering our services, or
• For reasons of substantial public interest, or
• Under a legal obligation, or
• It is in the vital interests of an individual. In such instances we may share personal information with other agencies without your consent should we reasonably consider that disclosure of the data is necessary to protect your life or that of another.

At the National Road Victim Service, your information is securely stored. Only members of the service team have access to this, and their access is password protected.

We keep names, addresses, telephone numbers and email addresses for a period of six years. We then dispose of your information by removing all of your personal data and anonymising case records on all of our databases.

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information.
• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please email us at help@brake.org.uk or telephone us on: 01484 559909 or write to us at Brake, PO Box 548, Huddersfield, West Yorkshire HD1 2XZ if you wish to make a request.

If you have any concerns about our use of your personal information, you can make a complaint to us at help@brake.org.uk or telephone us on: 01484 559909 or write to us at Brake, PO Box 548, Huddersfield, West Yorkshire HD1 2XZ for data protection enquiries.

Information Commissioner’s Office

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Helpline: 0303 123 1113

www.ico.org.uk