The purpose of this statement is to inform you of Canterbury Nightline’s policies regarding the collection, use, and disclosure of Personal Information when you use our Service, and to do so in a clear and transparent manner. If you wish to contact us regarding privacy and data protection, please email admin@canterbury.nightline.ac.uk.
We will not use or share your information with anyone except as described in this Privacy Policy.
Under the Data Protection Act, Canterbury Nightline is required to state how we use and/or process any personal data, which may be provided by users of this service.
With any personal information you may choose to provide, Canterbury Nightline will:
Store e-mails on a secure server and/or e-mail account.
Only store user’s data for the time that is deemed reasonably necessary, this will normally be 100 days from the user’s last correspondence with us.
Only access user’s information if it is deemed necessary in order to offer our services to those users.
Only provide access to user’s information to the volunteers on duty when following contact from a user (e.g. receipt of a listening email), and to any other volunteers that is deemed necessary in order to offer a high standard of service.
NOT share personally identifiable information with any 3rd party unless specifically asked to do so by the user in question.
Will record a limited number of non-personally identifiable pieces of information (such as date of contact, broad contact category) which will only be used for analysis purposes. Abstract versions of this information may be passed onto 3rd parties, which may include but is not limited to Student Unions, Higher Education Institutions and other external bodies. Any information shared in this way will be untraceable to any individual in accordance with the stipulations of the Data Protection Act (1998).
What is personal data?
‘Personal data’ is information that is personally identifiable i.e., you can use the data to find out who it is about.
This could be:
A name
Date of birth
Location data
Ethnicity
‘Special category data’ is more sensitive information, for example genetic information or records of previous criminal offences.
Your rights
We want to inform you of your rights when it comes to your data, and we would like to help you to better understand them. These are:
Consenting to data processing
By disclosing personal data to Canterbury Nightline, you are consenting to the collection, storage and processing of data in the manner described in this policy, unless clearly stated otherwise.
The right to access a copy of the personal data we hold.
You, or an organisation with legal purpose, can request a copy of your personal data for legitimate purposes. This is known as a ‘Subject Access Request’. To request this, contact us using the contact details at the end of this policy. Please note that proof of identity and the reason for your request will be necessary for Canterbury Nightline to respond appropriately. We may ask for further details if needed.
The right to be “erased”.
This is where you can request that Nightline deletes the data that we hold on you. Please note that this will not apply if there is lawful duty for us to continue to use the data we hold about you. To request this, contact us using the contact details at the end of this policy.
The right to rectify inaccurate data.
As detailed above you can make corrections to the data we hold about you. To request this, contact us using the contact details at the end of this policy.
How we Process and Use your Data
Any information revealed on a call, IM or email remains confidential within Canterbury Nightline unless one of the exceptions below applies.
All notes made during calls will be destroyed at the end of a shift after all of the calls, IMs and emails have been inputted into the Call Log Google Form. It is secured and supported by Google and has been security assessed by independent organisations (including the National Cyber Security Centre). Call Report holds only basic, non-identifying information including: date, time and length of calls, the gender of callers and the nature of the call. Our volunteers are given guidance on best practice in the secure use of our systems.
When someone calls or emails us are able to see their email or phone number. However, we do not record or take note of this. Our number will however show on itemised bills.
All calls and information that callers give Nightline is considered to be confidential within the Nightline. This means that Volunteers can discuss calls (but not identifiable information) with any other Nightline listening volunteer, senior volunteer or coordinator.
Nightline Service Users
Some personal data (phone number and email address) and messages are stored in the databases of our anonymous instant messaging, which is provided to Canterbury Nightline by our parent organisation, the Nightline Association. Volunteers at Canterbury Nightline can see callers’ phone numbers and emails however this is not recorded or shared with anyone. Moreover, the Nightline Association does not access the databases, except in exceptional circumstances where system administrators must undertake system maintenance.
The caller’s IP address and email are stored in the back-end of our parent organisation, the Nightline Association for 30 days before being deleted.
All other data provision by service users is voluntary.
Any service data about service users, which we pass onto the Nightline Association for statistical analysis, remains anonymous and is therefore not considered personal data under GDPR.
Volunteers and Potential Volunteers
At Canterbury Nightline we recruit volunteers throughout the academic year. During this process, we collect some information from everyone who registers their interest in volunteering. This includes their email address, mobile number and the institution where they study. In addition to this, we also ask the applicants general questions about themselves to assess their suitability for the role. Once the recruiting procedure is over, we retain the information until the individual is no longer a volunteer with us. The information is not shared with anyone outside of Canterbury Nightline before, during or after the recruitment drive.
We have an equal opportunities policy; therefore, we do not ask our applicants during any part of recruitment about their age, race, sex, religion, political association, ethnic origin, disability or sexual orientation. However, we do confirm that they are above the age of 18.
If you wish to withdraw the information that you have shared with us or discuss this further, please email us at admin@canterbury.nightline.ac.uk.
Sharing Data
All data collected will be shared amongst the committee members on a need-to-know basis. This will be anonymised and non-identifiable.
On occasion, this data may also be shared with volunteers of the service if it is deemed helpful. When this occurs, the data will remain anonymous and non-identifiable as highlighted above.
There are only five situations when information collected from our callers’ will be shared with external organisations. These are:
Terrorism
Any calls relating to a threat or information of a terrorism act will be forwarded on to the police. More information can be found in our Confidentiality policy.
Safeguarding
Any calls where there is a threat to either a child or an adult at risk will be forwarded on to the police.
· Nightlines are required to disclose personal information of children in these circumstances:
o We believe your life or someone else’s life is in danger
o A child is being hurt by someone in a position of trust such as a teacher, religious leader etc.
o You tell us that you’re seriously hurting another person
o You tell us about another child who’s being hurt and is not able to tell someone or understand what is happening to them
o We’re told we must by law, for example for a court case.
Suicide
Any calls where there is a serious risk of harm to the caller, and the caller wishes this to be shared with the emergency services, will be forwarded to the emergency services.
Court Order
Information may be disclosed to the police if requested under a court order by a judge.
If you have any questions about how data is processed within Canterbury Nightline please contact us at admin@canterbury.nightline.ac.uk
Persistent Abusive Callers
It is in the legitimate interests of Nightline to protect against abuses of the service to protect our volunteer safety, wellbeing, and ensure that the service remains available for genuine callers.
Where a caller acts in a persistently abusive or threatening manner towards our volunteers, Nightline may disclose personal data of that caller to appropriate third parties. Such parties include the police, other Nightlines, Nightline Association, and other organisations with responsibility for our volunteers’ welfare such as our affiliated Universities and Students’ Unions. This disclosure may include personal data such as name and phone number.
GDPR
The UK GDPR is the retained EU law version of the General Data Protection Regulation ((EU) 2016/679) (EU GDPR). It forms part of the law of England and Wales, Scotland and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act 2018 and as amended by Schedule 1 to the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019 (SI 2019/419).
It is defined in section 3(10) of the Data Protection Act 2018 (DPA 2018), supplemented by section 205(4).
Under this data protection statement data subjects (users) have the following rights:
They may choose at any time to withdraw any part or all of their personal information from us. To do this users must give us 14 working days written notice (e-mail is acceptable). Once notice has been given we will remove the requested information from all of our records.
Users may, at any time, request a copy of the information that Canterbury Nightline holds about them. This must be given in writing and we have 21 working days to respond to this address.
If you have any questions about this Privacy Policy, please contact us at admin@canterbury.nightline.ac.uk .