Dementia Active Privacy Policy

This website is operated by Dementia active CIC & CIO jointly. We take your privacy very seriously therefore we urge to read this policy very carefully because it contains important information about who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information, and how to contact us and supervisory authorities in the event that you have a complaint.

Dementia active ('we' or 'us') collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data protection Regulations which apply across the European Union (including the United Kingdom) and we are responsible as 'controller' of that personal information for the purposes of those laws.

Our contact details:-

Dementia Active

Address  7 Manor Park, Jugglers Close, Banbury. OX16 3TB

Phone Number: 01295 408441

E-mail: dementiactive@gmail.com

The type of personal information we collect 

We currently collect and process the following information:

•Your name, address, email, contact numbers, bank details (gocardless sign up). GoCardless Privacy Centre - Payers

•All information given by you about your relative/friend on our initial sign up form.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you in order to help us support your relative/friend in a Dementia Active group.

We do not hold any information for any other source than yourself and will not share it with any other organisation or individual without your express permission.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 

(a) We have a legal obligation to ensure the safety of all our members and the information you have provided will assist Dementia Active with this.

(b) We have a legitimate interest. The information you provide us with enables us to plan enjoyable activities which stimulate brain activity.  

How we store your personal information 

Your information is securely stored on the ‘jotform’ platform.

We keep the information you have provided us with for as long as your relative/friend is a member of Dementia Active. We will then dispose your information by deleting it off the JotForm platform.

https://www.jotform.com/privacy/

By signing up for a session at Dementia Active, signing up as a volunteer, staff member or inviting Dementia Active CIO or the Community Interest Company to run a session, you are giving permission to use photographs/video taken by us, of the participants in the session in our social media content, promotional materials and publicity efforts, if they are over the age of 18 years old. You understand that these photographs/videos may be used in any publication, print ad, direct-mail piece, electronic media (e.g. video, Internet, Web site) or other form of promotion in perpetuity without remuneration or further consent. You warrant that Dementia Active, hold all rights to these photographs, including the right to freely reproduce and/or repurposing without remuneration or profit, and you will make no monetary claim against Dementia Active, for the use of the photographs. You further warrant that, if applicable, you have obtained necessary releases from the subjects, owners or licensors appearing in this image and that you shall bear any legal claim against the veracity of these statements and will hold harmless Dementia Active, or their assigns.

Your data protection rights

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 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 contact us at dementiactive@gmail.com if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at Dementia Active, 7 Manor Park, Jugglers Close, Banbury. OX16 3BT. Phone Number: 01869 713 913. email: dementiactive@gmail.com.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: Home | ICO

Privacy notice - for staff and volunteers

Dementia Active CIC and CIO staff / volunteers privacy notice

This privacy notice tells you what to expect us to do with your personal information when you work for us.

· Contact details

· What information we collect, use, and why

· Lawful bases and data protection rights

· Where we get personal information from

· How long we keep information

· Who we share information with

· How to complain

Contact details

Telephone - 01295 408441

Email - info@dementiactive.co.uk

What information we collect and use, and why.

We collect or use the following personal information as part of managing salaries and pensions:

· Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)

· Time spent working (eg timesheets or clocking in and out)

· Expense, overtime or other payments claimed

· Leave (eg sick leave, holidays or special leave)

· Maternity, paternity, shared parental and adoption leave and pay

· Pension details

· Bank account details

· Payroll records

· Tax status

Staff health and wellbeing

We collect or use the following personal information for managing staff health and wellbeing:

· General health and wellbeing information

· Occupational health referrals and reports

· Sick leave forms or fit notes (eg Statement of Fitness for Work from a GP or hospital)

· Accident at work records

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

· 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. Read more about the right to data portability.

· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:

· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:

· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

We collect your information from the following places:

· Directly from you

· Referees (external or internal)

·  

How long we keep information

We store your personal information for up to 6 years after you leave our employ.

Who we share information with

In some circumstances, we may share information with the following organisations:

· Training suppliers

· HMRC

· Employee benefit schemes

· External auditors

Joint data controllers

We have a joint controller relationship with Dementia Active CIC. We process your personal information with that joint controller for the following reason: Dementia Active Charity (CIO) works closely with Dementia Active Community Interest Company (CIC).

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

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

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated by Andrew Gill

16/11/2025