Milaap Multicultural Day Centre is a registered charity based in the Royal Borough of Kingston.  We are a unique multicultural day centre for senior citizens that provide a culturally sensitive atmosphere and ethos.

This document explains how Milaap Centre collects and processes your personal information.  It is important that you read this document so that you are fully aware of how and why we are using your data.

We will review this policy regularly, and we may update it from time to time.

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Contents:

Where do we collect information?

What information do we collect?

How we might use the information about you?

How we update your information?

Whom we share your information with?

How to access, correct, or delete your information?

How we keep your data safe?

How long we store your data for?

Contact us.

Where do we collect information?

We collect personal information initially when you become members of the Milaap Centre by filling our membership forms.

By corresponding with us via telephone, email or our website.

By filling your care plans when you become members of the centre.

Apply to become a volunteer or work with us.

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What information do we collect?

Personal information that Milaap collects may include:

Your title, name, gender and date of birth;

Your contact details (address, email, phone number);

Family and spouse/partner details;

Health related information in the form of care plans;

Registered GP contact details;

Religion, Ethnicity, Nationality;

Contact preferences;

Any other information provided by yourself at the request of Milaap (e.g. to support a job or volunteer application).

The personal information that Milaap collects may include information that is considered “sensitive data.”  Details regarding your ethnicity, religious beliefs, nationality are collected purely for statistics purpose.  We collect health related information so that we can provide you with care and support while you are at the Centre.

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How we might use your information?

We require your information to enable us to deliver our services and support you while you are a member with the Centre; by providing us with personal information and care plan information, you consent to the collection and use of this information in accordance with this privacy policy.

Your personal information might be used for the following purposes,

Provide you with the services and support you.

Invite you to talks, special events, and activities

Inform you about our trips and outings

Provide you with our Befriending service

Keep a record of your relationship with us and record the contact we have with you

Ensure we know how you prefer to be contacted

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How we update your information?

We continuously review records of our members to ensure your data is as accurate as possible and always appreciate it if you let us know if your contact details change.  It is important that we keep your personal and care plan information as up-to-date as possible so that we can provide you with the best available service and support you during your time here with us at the Milaap Centre.

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Who might we share your information with?

The Royal Borough of Kingston only in anonymised format. This is a requirement towards the award given to Milaap.

We provide data on staff to payroll company to enable salaries to be paid

We provide references for former staff to employers.

We provide data to Kingston Voluntary Action for DBS checks for safeguarding purposes.

 

How to access, correct, or delete your information?

The General Data Protection Regulation 2016 allows you to request a copy of the personal information relating to you, which is held by Milaap Centre.

If your contact details change, or if you believe that the information that Milaap Centre holds about you is out-of-date or inaccurate, please get in touch with us, and provide us with the correct details.

If you would like us to remove your personal or care plan information, please contact us to let us know.  Please address all your requests to the Manager by email at info@milaapcentrekingston.org.uk or write to The Manager, Milaap Centre, Murray House, Acre Road, Kingston upon Thames, KT2 6EE

To help us locate any personal information about you (or in case we need to get in touch with you to obtain further information to help us locate your records) please include your full name, address and telephone number with your request.

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How we keep your data safe?

We aim to ensure that there are appropriate physical, technical, and managerial controls in place to protect any personal information you may provide to us.  All information is stored as hard copies on paper format and is securely stored in filing cabinets under lock and key.

How long we store your data for?

We will hold your personal information on our systems for as long as is necessary for the relevant activity.  For example,

Personal information and Care Plan details of members who have not renewed their membership are kept for six years to enable us to build long-term relationships with them.  

If you are attending Milaap on a regular basis then personal and care plan information is a requirement and hence is retained and reviewed annually.

Data on staff and volunteers is kept for the duration of their term with Milaap, plus six years;

Contact us

If you have any queries about this Policy or any complaints with regard to the administration of the Policy please contact us by 

email at: info@milaapcentrekingston.org.uk or 

by sending a letter to, 

The Manager, 

Milaap Centre, Dickerage Lane, New Malden KT3 £RZ or 

by telephone Mrs Leena Sankhe on 020 8547 2887