Green Doctors Privacy Policy & GDPR Notice

This site is owned and managed by Groundwork London.

Registered Office: 18-21 Morley Street, London, SE1 7QZ
Website: www.groundwork.org.uk/hubs/londonT: 020 7922 1230
E: london@groundwork.org.uk
Charity registration number: 1121105
Company registration number: 04212532

1. PRIVACY NOTICE

Groundwork London is committed to being transparent about what we do with your personal information and ensuring your privacy is protected. This Privacy Notice explains how Groundwork London controls and processes any personal data collected from you as part of the Green Doctor programme.

To deliver the Green Doctor programme, Groundwork London collects and uses your personal information to provide you with bespoke energy-saving advice and further support.

All personal information you provide, and any accompanying documentation, is handled and stored in line with current legislation.

This Privacy Notice may change from time to time. This update is current as from 21 December 2020.

2. WHO IS RESPONSIBLE FOR MY DATA?

Groundwork London is a ‘Data Controller’. This means that we are responsible for deciding how we hold and use personal information about you.

Groundwork London is also a ‘Data Processor’. This means that we process personal information about you on another Data Controller’s behalf and instruction, for instance, a Local Authority or Housing Association. We will only process personal data where the Data Controller has explicit consent from you to share your information with us for the purposes of the Green Doctor service.

3. WHAT TYPE OF PERSONAL DATA IS COLLECTED?

Personal data means any information relating to a person that they can be identified from, either directly or indirectly. By registering for the Green Doctor service, you are providing Groundwork London with the following personal information:

Name
Email address
Contact number
Home address

In addition, we ask you for to confirm your eligibility for the Green Doctor service, which could be your age, if you have a disability or long-term health condition, or if you are on an income. We also ask you if you require BSL or Language interpretation, and if there is someone else we should contact to arrange the appointment, such as a family member or carer.

As part of the Green Doctor telephone consultation/home visit, we may also ask for:

The number of children or dependents you have in your household
Your residential status (whether you own or rent your home)
Gender, race, ethnicity, religion
Benefits you are in receipt of
Whether you are in any debt with your energy supplier
Health and wellbeing questions

4. WHAT IS THE LEGAL BASIS FOR COLLECTING AND USING MY PERSONAL DATA?

Groundwork London collects personal data under three lawful bases: contractual, legitimate interest and explicit consent.

Contractual basis:

To deliver the Green Doctor service, Groundwork London is required to collect and process your personal data. To enable us to deliver the programme, you are required to provide your contact information. These fields are mandatory within the Registration Form and we will not be able to process your referral without them.

Groundwork London has contractual arrangements in place with various Local Authorities and grants funding bodies to receive funding for the Green Doctor programme. Your data may be processed as part of these contractual arrangements.

Legitimate Interest:

To enable Groundwork London to analyse the diversity of the registered Green Doctor programme, we request prospective clients to record their date of birth, ethnicity and gender on the Registration Form. Questions relating to these data types are optional. This information will be used to assess the demographic representation of the delivery of the Green Doctor programme in comparison to the general population and then be used to inform future marketing.

We may also ask for personal information to enable Groundwork London to better understand your circumstances and provide appropriate advice and onward referrals. For instance, to assess your eligibility for the Warm Homes Discount or Priority Services Register.

Explicit Consent:

As part of the Green Doctor service, Groundwork London will ask you to give explicit consent for us to process your data at the point of referral, we use this data to confirm your eligibility and to share any essential data with your local authority or housing association. We also ask for your explicit consent to share your data at the point of making referrals to other support services and organisations.

Retention of your Personal data

We may retain your personal data for as long as it is necessary to deliver our charitable services and to comply with regulatory, legal, accountancy or reporting requirements; or as otherwise stated to you when your data is collected.

To determine the appropriate retention period for your personal data, we consider the amount, nature and sensitivity of the personal data and the risk of harm from unauthorised use or disclosure of the personal data; the purposes for which we process your personal data and whether we can achieve those purposes through other means; and the applicable legal requirements.

After the expiry of the applicable retention periods, your personal data is deleted. For more information on data retention periods, please contact the Green Doctors team at Groundwork London: greendoctorsldn@groundwork.org.uk

How do you keep my Data secure?

We have appropriate security measures in place to prevent your personal data from being used or accessed in an unauthorised way, or inappropriately altered or disclosed. Data from Green Doctor telephone consultations are stored securely on our Customer Relationship Management database and are only accessed by authorised personnel who have password-protected access and two-step authentication.

The Privacy Information for our Salesforce CRM database is available online.

Your Rights in connection to your Personal Data

You are legally entitled to know what personal information we hold about you and how that information is processed. Where data is being processed only on the basis of consent and you withdraw that consent, you also have the right to ask for data to be deleted. You also have the right to ask for your data to be deleted where the data is no longer necessary for the purposes for which it was collected, or if it is being processed unlawfully.

If you would like to know what information we hold about you or would like to withdraw your consent, please contact the Green Doctors team at Groundwork London: greendoctorsldn@groundwork.org.uk

How to make a complaint about the use of your Personal Data

If you have a concern about the way we are handling your personal data, you should contact the Groundwork London Data Protection Officer. We will take your concern seriously and will work with you to try to resolve it.

Email: GWLondon.GDPR@groundwork.org.uk
Address: Groundwork London, 18 – 21 Morley Street, London, SE1 7QZ

If you still have concerns about how your data is being handled, you may also refer your complaint to the Information Commissioner’s Office. Their contact details are available here.