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Managing cookies
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Our contact details
Name: Sharon Spurdle
Address: PO Box 655 Epsom KT17 9NL
Phone Number: 07718 425953
E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.
Website: www.talksurrey.org.uk
Introduction
TALK Surrey CIO (registered charity number 1176014) is the entity that determines how and why your personal data is processed. In accordance with data protection legislation, we are a Controller and are legally responsible for the personal data we collect and hold about you.
TALK Surrey CIO (“TALK”, “we” “us”, or “our”) respects your privacy and is committed to protecting your personal data.
This privacy notice is designed to help you understand how we collect, use and protect the information obtained from any individual who:
It applies to personal data provided to us, both by individuals themselves or by third parties.
It also tells you about your rights in relation to the information.
We keep this Privacy Notice under regular review. It was last updated on 24 June 2021.
What information we collect
Personal information is any information that can be used to identify a living person. To communicate with you or provide you with services, we may collect different kinds of personal information about you. Depending on your relationship with us, this may include:
We will also collect personal information about website usage through cookies in accordance with our Cookies Policy. TALK uses Google Analytics, a web analytics service provided by Google, Inc. ("Google") to understand how visitors engage with our website and so we can improve it. You can view Google’s Privacy Policy and find out how you can opt out of Google Analytics via your browser.
How we get the personal information
Most of the personal information we process is provided to us directly by you for one of the following reasons:
We also receive personal information indirectly, from the following sources in the following scenarios:
How we use the personal information
We will only use your personal information when the law allows us to do so. Most commonly, we use your personal information for the following purposes:
Access to your personal information is normally limited to people within TALK who have a legitimate need to see it for the purpose of carrying out their work. We may share this information with:
Using your information in accordance with data protection laws
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You have given us your consent for processing your personal information. You can remove your consent at any time. You can do this by contacting Sharon Spurdle atThis email address is being protected from spambots. You need JavaScript enabled to view it. or on 07718 425953
(b) We have a contractual obligation. Processing your personal information may be necessary in relation to a contract we have entered into with you or an organisation you represent.
(c) We have a legal obligation. Processing is necessary to comply with a legal obligation to which we are subject.
(d) We have a legitimate interest. Processing may be necessary to enable us to provide a safe and appropriate service and to manage certain operations of TALK effectively.
Special Categories of Personal Information
We may process your health information to make sure that we can support you effectively. In addition to the lawful bases above, this meets the requirements of the Data Protection Act 2018 Schedule 1 Part 1 Health or social care purposes (2-2d,f), and Part 2 Provision of support for individuals with a particular disability or medical condition (16-1, 2, 3, 4, 5, 6).
Criminal Data
We may process criminal data to assess your suitability for a role for which you have applied. In addition to the lawful bases above, this meets the requirements of the Data Protection Act 2018 Schedule 1 Part 2 Regulatory requirements relating to unlawful acts and dishonesty (12-1,2) and Safeguarding of individuals at risk (18-1, 2, 3, 4)
How we store your personal information
We have appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
Paper-based information is stored in a locked filing cabinet in the home of the TALK Operations Manager or in a locked cupboard at the relevant group venue.
Electronic information is stored in password protected files or databases either on TALK staff computers accessible only to those individual staff, or on a secure cloud storage facility with access restricted to staff and trustees.
Occasionally email is used to share personal information between TALK staff and volunteer Group Leaders. The information is sent in a password protected document attached to the email. The password is shared face-to-face or via telephone. The email is deleted once the attachment has been seen.
We have established procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We keep your personal information for six months after you leave TALK. We shred all paper-based information and dispose of this securely. We delete all electronic information from all devices and cloud storage.
Your data protection rights
Under data protection law, you have rights including:
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 atThis email address is being protected from spambots. You need JavaScript enabled to view it., 07718 425953 or PO Box 655 Epsom KT17 9NL 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 This email address is being protected from spambots. You need JavaScript enabled to view it. , 07718 425953 or PO Box 655 Epsom KT17 9NL
You can also complain to the ICO if you are unhappy with how we have used your data.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Click here to see ourAphasia-friendly Privacy Notice.
TALK Surrey CIO (TALK) is committed to delivering a high standard of service to anyone who engages with our work.
We are keen to hear from anyone who believes we have fallen short of the high standards we set ourselves.
We take any complaint seriously and try to resolve problems when they arise. Our complaints procedure is publicly available on our website.
A log of complaints received is kept and reviewed annually by the Trustee Board.
Your right to complain
If you feel that you have not had the service that you expected or that we have done something wrong, we would like to know about it so that we can resolve the problem.
We do want to learn from our mistakes and what you tell us helps to improve our service to you.
We will treat your complaint confidentially, seriously and quickly.
Complaints Procedure
Misunderstandings can often be sorted out informally. In the first instance please contact our Operations Manager on 07718 425952
orThis email address is being protected from spambots. You need JavaScript enabled to view it.. She might be able to iron out the problem straightaway.
If you feel the problem needs to be looked at more formally, you can put your complaint in writing and send it to:
TALK Surrey CIO, PO Box 655, Epsom. KT17 9NL
The complaint will be investigated by a member of TALK’s staff.
We will acknowledge and provide an initial response to your complaint within 15 working days of receiving it.
We will aim to respond in full to your complaint within four weeks. However, if the issue is complicated, we will explain any delay and will keep you informed of the progress.
We will advise you of the outcome of your complaint, and if it is upheld you will be given details, where appropriate, of what steps we have taken to resolve the problem.
Review of your complaint
If you are not satisfied with the outcome, you can ask for a further review by the Trustee Board.
Please put your complaint in writing, marking it
Private and Confidential, Complaints Procedure, and send it to the
Chair of Trustees c/o TALK Surrey CIO, PO Box 655, Epsom. KT17 9NL
After a thorough investigation the Chair of the Trustee Board will advise you of the outcome. If it is upheld at this second stage, we will give you details, where appropriate, of what steps TALK has taken to resolve the problem.
The Trustee Board will aim to respond in full to your complaint within six weeks. However, if the issue is complicated, we will explain any delay and keep you informed of the progress.
Complaints about fundraising
If your complaint is about our fundraising activities and we are unable to resolve it to your satisfaction, you can ask the Fundraising Regulator, the self-regulator for fundraising in the UK, to consider it by:
TALK is a member of the Fundraising Regulator and we agree to abide by its decisions. Please note that the Fundraising Regulator can only consider complaints received within 2 months of the original incident.
Review and Monitor
The Chair is responsible for ensuring that this policy is reviewed by the committee every three years.
Approved: 17/10/2019
Last review: October 2022
For Review: October 2025