Privacy Policy

At sjandi.org.uk (SJ&I) our aim is to be completely transparent about the data we collect when you communicate with us and how we use the data once it has been submitted.

We take protecting your privacy very seriously and will always take all reasonable steps to ensure your information is safe.

Who we are

SJ&I is a recovery and support service led by The Society of St James, a local charity with extensive experience in delivering alcohol, drug and homelessness support across Hampshire, alongside Inclusion, part of Midlands Partnership University NHS Foundation Trust (MPFT). We offer many opportunities for individuals and their loved ones — both within our services and out in the community — that help improve wellbeing and recovery from addiction.

What information do we collect?

• Name, address, telephone number, mobile number and email address
• Contact preferences
• Date of birth
• Records of your correspondence with us
• Details about your health and personal circumstances

This information may be collected via:

• Telephone conversations or face-to-face interviews
• Digital forms completed via our website or third-party websites
• Online chat
• Communication via social media

Cookies

We may collect information by using cookies. These cookies are deemed required for us to provide our services to our service users. Read our cookies policy here.

How do we use your information?

Depending on the specific purpose, we may process your information on the following legal bases:

• With your consent
• To protect your vital interests
• For our legitimate business interests or activities as a not-for-profit body
• Where necessary to perform a task in the public interest
• For compliance with our legal or social protection obligations

We use your information to:

• Provide services and resources to you
• Respond to your enquiries
• Meet legal requirements as and when required

Where possible we do not store information for any longer than it is needed. All communications go to our support system, where data is removed once your query or case has been resolved.

We will never share or sell your personal data to a third-party organisation.

How do we protect your information?

We take all appropriate and relevant technical and organisational measures to ensure that we keep your information secure, accurate and up to date. The website, forms and online chat all send data via an encrypted channel.

We have additional security measures in place to protect all data that we process. Our support system can only be accessed by authorised members of staff. Access to the system is monitored and all of our employees and volunteers are required to undertake appropriate data protection training before being allowed access to the data.

How long do we keep your information?

We will retain your personal information for the period necessary to fulfil the purposes outlined in this notice, unless a longer retention period is permitted by law. Different types of information are held for different periods of time in accordance with our Records Retention and Destruction Procedure. For example, we hold complaint forms for seven years after the final communication, whilst contact requests are held for no longer than the time needed to resolve the request.

You can request deletion of your personal information at any time by contacting our Data Protection Manager at dataprotection@sjandi.org.uk.

What are my data rights?

To be informed: we must provide fair processing information (through this privacy policy).

Access: you can ask for a copy of any information we hold about you.

Correction: it is your responsibility to ensure that you submit true, accurate and complete information to us. You can have any inaccuracies in your information corrected.

Deletion: you can ask us to delete all your personal information in certain circumstances (for example, if the information is no longer necessary).

Restriction: you can ask us to pause processing your information in certain circumstances (for example, if you are disputing its accuracy).

Portability: you can ask us to transfer your information electronically to another organisation in special circumstances.

Withdrawal of consent: you can withdraw your consent at any time.

All of these rights are free to exercise. We will aim to respond to all requests within one month. Please contact our Data Protection Manager at dataprotection@sjandi.org.uk.

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