Brain Injury Matters (NI) will be referred to as BIM within the body of this privacy notice.

BIM are committed to protecting your personal information. This policy explains how we protect and manage any personal data* you share with us and hold about you, including how we collect, process and protect shared data.

*Personal data means any information that may be used to identify an individual, including, but not limited to, a first and last name, a home or other physical address, email address or other contact information whether at work or home.

Who are BIM?

BIM was established in 1999 to help rebuild the lives of children and adults living with Acquired Brain Injury (ABI) to enable them to reach their full potential in family and community life. Today we deliver age-appropriate, needs-led support services designed to minimize the impact of acquired brain injury on the person and their wider network and reduce the onset of secondary problems as a result of the initial injury or illness.

Our registered charity number with Charities Commissioner of NI is NIC103691.

How we obtain your personal data

Information provided by you

On accessing our services, donating money or becoming involved in our fundraising campaigns, we may collect and process personal information about you. Depending on your activity, this personal information may include your name, address, email address, telephone/mobile number, date of birth and/or financial details. The legal basis of our holding your personal data is by means of a contract or by consent.  You may be held on our database on contacting us and may be asked to complete surveys for research purposes, although you do not have to respond. 

We may also collect details of your visits to our website or reporting problems, including but not limited to location data, web-blogs, and other communication data and the resources accessed.

Social Media - Depending on your settings or the privacy policies for social media and messaging services like Facebook or Twitter, we may request access to information from those accounts or services.

Like most websites, we use “cookies” to help us make our site and the way you use it better. Cookies mean that a website will remember you. They are small text files that sites transfer to your computer (phone or tablet).

To create a more effective website that reflects users' needs, we may also collect your IP address (a number that identifies a specific computer or other internet device) for system administration and to report aggregated information. Cookie files and IP addresses will not identify you as an individual.

Adult and Children services

We may also need to obtain sensitive personal and medical information directly from you or another agency involved with you, your child or family.  The provision of this information is subject to you giving us expressed consent.  If we do not receive this consent from you, then we may not be able to decide how best to work with you and provide you with the appropriate service.  Provision of this personal data is essential for us to ensure we are providing the service best suited to your needs.  This means the legal basis of our holding your personal and sensitive data is consent.   You have the right to withdraw consent at any time.

Consent from children

We are committed to protecting the privacy of the young people that engage with us. If a child or young person 0-16 is receiving a service from Brian Injury Matters we will need the explicit and informed consent of the child or young person’s parent or guardian to hold their information.  Consent can be given by any young person over the age of 16 upon proof of age and deemed able to give consent.

If we do not receive this consent, we may not be able to decide how best to work with you and provide you with the appropriate service best suited to you.  You have the right to withdraw consent at any time.

Information from other sources.

We may obtain information from third parties such as other medical and professional personnel involved with you, your child or your family.  This information (including your personal or sensitive medical information) as relevant to us, will only be obtained with your prior knowledge and in accordance with the Data Protection Act 2018.

 Transfer of personal data outside of the European Union (EU)

We do not currently transfer data outside of the EU.

How we may use your personal information

Support services – We use your personal and sensitive data to provide services to support individuals and families affected by acquired brain injury best suited to your needs.  The provision of this information is subject to you giving us expressed consent. This information is managed separately from other data provided to the charity.

Direct contact- With your consent, we will contact you to let you know about the progress we are making and to ask for donations or other support.  Occasionally, we may include information from partner organisations or organisations who support us in these communications.  We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt in when we send you marketing.

Sharing your story - Some people choose to tell us about their experiences to help further our work.   We use information provided, including gender, ethnicity or the type of brain injury, to share relevant information about our services. We also monitor the types of people who are involved to ensure that the views we hear are representative of all people affected by acquired brain injury.

If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, this information may be made public by us at events, in promotional materials or documents such as funding reports. 

Information provision – We will contact you in relation to services you have requested or which we feel may interest you, where you have provided consent.

IP addresses - to identify your approximate location, block disruptive use or to establish the number of visits to the website we will use this information to inform our service provision.

Do we use your personal data for marketing purposes?

We do not sell or share personal details to third parties for the purposes of marketing.  We hold your personal data only for the purposes of administering and managing Brian Injury Matters services.

 Sharing information

BIM will only disclose your information with third parties with your expressed consent with the exception of circumstances where legally required, for example where someone reports child abuse, serious self-harm or criminal activity. 

 How long do we keep this information about you?

Retention periods are in line with the length of time we need to keep your personal information in order to manage and administer services to you at BIM.  They also take into account our need to meet any legal, statutory and regulatory obligation.  These reasons can vary from one piece of information to the next. In all cases our need to use your personal information will be reviewed on a regular basis and information no longer required will be disposed of.

How we keep your data safe and who has access to it?

We ensure appropriate technical controls are in place to protect your personal details in line with our IT and premises security policies.  We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff.  We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping the password confidential. You agree not to share that password with anyone else.

Data subject rights

Under the Data Protection Act 2018, which comes into force on May 25th 2018 you have the following rights:

 

  1. The right to access your personal information

The Data Protection Act 2018 grants you the right to access personal data that BIM holds about you. This is referred to subject access request.   We shall respond promptly and within 28 days from the point of receiving the request and the necessary information.

  1. The right to edit and update your personal information

The accuracy of your personal information is important to us. You can ask us to edit your personal information including your address and contact details at any time.

  1. The right to request to have your personal information deleted

You have the right to request the deletion of your personal information which we will review on a case by case basis.

  1. The right to restrict processing of your personal information

You have the right to ask us to ‘block’ or suppress processing of your personal data. However, when appropriate we will continue to store your data but not further process it. We do this by retaining enough personal information to ensure that the restriction is respected in the future.

  1. The right to object

You have the right to object to your personal information being processed to marketing (including profiling) and for research purposes. From our first communication and every marketing communication thereafter you will have the right to object.

 If we process your personal information for the exercise or defence of legal claims or we can demonstrate compelling grounds that override your rights and freedoms we may not be able to fulfil your request. However we will contact you to discuss further.

  1. The right to lodge a complaint with a supervisory authority

If you have a complaint regarding the use of your personal or sensitive information then please contact us by emailing:

[email protected] or by writing to:
Data Protection Officer, Brain Injury Matters (NI), Suite 5c Stirling House, 478 Castlereagh Road, Belfast BT5 6BQ.  Tel No. +44 2890 705125

 If your complaint is not resolved to your satisfaction you may wish to make a formal complaint to the Information Commissioner Office (ICO), refer to address below: 

The Office of the Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.  Tel: +44 (0) 01625 545 745 or 0303123 1113.  Website: www.ico.org.uk

You have the right to judicial remedy against a legally binding decision of the ICO where you consider that your rights under this regulation have been infringed as a result of the processing of your personal data.  You have the right to appoint a third party to lodge the complaint on your behalf and exercise your right to seek compensations

Questions or queries

If you have any questions or queries which are not answered by this Privacy notice or you have any potential concerns about how we may use the personal data we hold, please provide as much information as possible about the nature of your contact with us to help us locate your records. Any changes you have requested may take 28 days before they take effect.  You may contact us as follows:

[email protected] or by writing to:
Data Protection Officer, Brain Injury Matters (NI), Suite 5c Stirling House, 478 Castlereagh Road, Belfast BT5 6BQ.

 Policy changes

This policy is regularly reviewed and we may change this policy from time to time.  This is to ensure we continue to meet the highest standards and to protect your privacy.  If we make any significant changes we will make this clear on our website.