Under GDPR, an organisation must always have a lawful basis for using personal data. This may be because the data is necessary for performance of a contract with you, because you have consented to the organisation using your personal data, or because it is in the legitimate business interests of the organisation.
The personal information that we collect from you will be dependent on the relationship that you have with us. The main reason we collect personal information is so that we can identify you, whether that be as a someone who uses our services, donor, supporter, volunteer, job applicant or employee.
The information we collect is likely to include personal data such as your name, postal address, email address and telephone number, as well as any other information you provide in correspondence with us.
If you enter into an agreement to make a one-off or regular donation to us, we may need your bank details. When we ask you to make a payment on our website, we do not record this information and it is not stored on our systems. The processing of online debit/credit card payments is managed externally by Stripe, who may hold data about you. You can read Stripe’s Privacy Policy at www.stripe.com/gb/privacy.
We will use the information you provide to us to:
- process enquiries;
- administer donations, legacies and other gifts; and
- send communications.
We are committed to keeping your personal data safe and secure and will never sell or swap your information with other charities or organisations.
With your permission, we will share your data in order to make submissions to HMRC to claim gift aid on eligible donations.
At East Kent Mencap, we understand the importance of data security. All of our staff undergo regular training to ensure the protection of your information. We have implemented appropriate measures to protect the personal information we have under our control from loss, misuse and alteration.
East Kent Mencap will always ensure that your data is not kept longer than necessary. We only keep personal information for as long as it is reasonable and necessary, which may be to fulfil statutory obligations set by legislation or professional bodies.
Under the General Data Protection Regulation, you have the right to prevent the processing of your data, correct or complete it, or have it removed from our system entirely. If you would like to exercise your rights, please contact us.
- In writing: East Kent Mencap, New Gateway House, 132 Northdown Road, Cliftonville, Margate, CT9 2RB
- By telephone: 01843 224482
- By email: info@eastkentmencap.co.uk
You also have the right to access the personal information that we hold about you. Your right of access is exercised in accordance with the General Data Protection Regulations.
To request a copy of the personal information that we hold about you, please contact us.
- In writing: East Kent Mencap, New Gateway House, 132 Northdown Road, Cliftonville, Margate, CT9 2RB
- By telephone: 01843 224482
- By email: info@eastkentmencap.co.uk
If you subscribe to our mailing list, you have the opportunity to choose how you receive communications from us (post or email) and can change your preferences at any time. To change your preferences, please contact us.
- In writing: East Kent Mencap, New Gateway House, 132 Northdown Road, Cliftonville, Margate, CT9 2RB
- By telephone: 01843 224482
- By email: info@eastkentmencap.co.uk
To ensure that our communications are not excessive, we will review our mailing list every two years and may ask you to re-subscribe.
On our website uses cookies, which are small data files that are downloaded onto your computer hard drive to help us understand how you are using the site. The information we collect through cookies does not allow us to identify users personally, it simply enables us to improve our website performance and content.
If you do not want cookies to be stored on your PC, you can adjust your privacy settings. All browsers allow you to manage these settings, which are usually found under the ‘Preferences’ or ‘Tools’ menu. You can find out more information about individual browser settings at www.aboutcookies.org.
You can manage your cookie settings for this website at any time by visiting cookie settings. or clicking the button in the lower left corner of the page
Our website contains links to other websites of interest and we enable you to share information through social networking sites such as Facebook and Twitter. However, once you have used these links to leave our site, you should note that we do not have any control over other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.
Phishing is the fraudulent practice of sending emails purporting to be a reputable company in the aim of obtaining personal information from individuals. Information that these fraudsters are aiming to obtain are normally passwords, banking information or details which can allow them to steal your identity.
We will never ask you to send any passwords or bank information over email. Should you receive an email which is claiming to be from us, and is requesting bank information or confirmation of any password, please do not respond, and inform us immediately.
This policy and Code of conduct for Safeguarding and Promoting the Welfare of individuals together with East Kent Mencap Standards and Methods of Practice, underpin all our work.
East Kent Mencap adhere to Kent and Medway Safeguarding Adults Procedures.
The Welfare and rights of individuals are central to all EKM support. The needs for support are carefully assessed and activities with individuals are carried out in a safe, suitable and welcoming environment. All regulatory requirements are met.
This policy for safeguarding has been adopted by EKM to signify its commitment to safeguarding and promoting the welfare of all people. It applies to all trustees, staff and volunteers.
EKM recognises it has a responsibility, along with others, to promote the safety and welfare through its support and as part of that responsibility, to ensure that individuals are protected from harm.
Where there are concerns about the safety and welfare of a person, EKM’s Safeguarding and Promoting of Welfare policy and procedures will be followed, and information shared with relevant agencies in order to protect the individual.
EKM recognises that ill-treatment to individuals can occur in all cultures, religions and all social classes. All individuals have the right to be protected. Individuals who have been abused deserve care, respect and sensitivity.
Reporting Abuse
Should any suspected incident of abuse occur staff will refer the issue immediately to their appropriate manager who should seek advice from the Designated Safeguarding Lead being the Registered Operations Manager, Operations Manager for Day Services or if unavailable the Chief Executive Officer.
EKM is committed to working in partnership with children, young people, parents and carers in all circumstances, including where there are concerns or suspicions that an individual is suffering, or is likely to suffer from significant harm.
East Kent Mencap’s Designated Safeguarding Lead (DSL) is the Registered Manager, Karen Roberts: karen.roberts@eastkentmencap.co.uk
In her absence the DSL will be the CEO, Jason Gerlack: jason.gerlack@eastkentmencap.co.uk
East Kent Mencap Telephone: 01843 808964
The DSL will maintain a log of all Alerts / referrals.
Or alternatively, contact Social Services in compliance with Policy.
The Designated Safeguarding Lead will advise on immediate actions that may need to be taken to prevent further abuse taking place.
East Kent Mencap will apply Duty of Candour to all potential Safeguarding concerns or Whistle blowing.
East Kent Mencap will ensure that they will consider the wishes of the individual when investigating or reporting Safeguarding concerns.
East Kent Mencap will review all Safeguarding concerns raised to better identify the potential for further incidents, patterns and then to be able to take preventative action and learn from mistakes.
The Line Manager will adhere to the Kent and Medway Social Services Safeguarding Protocols and ensure that all issues are logged in the appropriate persons file.
Training and Awareness
Safeguarding Adults training is provided to all staff.
Employees do not commence support work until all checks are returned by the Disclosure and Barring Service (DBS).
This policy and Code of conduct for Safeguarding and Promoting the Welfare of Children together with East Kent Mencap Standards and Methods of Practice, underpin all our work in supporting families.
East Kent Mencap will adhere to Kent and Medway Safeguarding Children Procedures.
The Welfare and rights of children are central to all EKM support to families. Family needs for support are carefully assessed and activities with children are carried out in a safe, suitable and welcoming environment. All regulatory requirements are met.
This policy for safeguarding and promoting the welfare of children has been adopted by EKM to signify its commitment to safeguarding and promoting the welfare of children. It applies to all trustees, staff and volunteers.
EKM recognises it has a responsibility, along with others, to promote the safety and welfare of children through its support for families, and as part of that responsibility, to ensure that children are protected from harm.
Where there are concerns about the safety and welfare of a child, EKM’s Safeguarding and Promoting of Welfare of Children policy and procedures will be followed, and information shared with relevant agencies in order to protect the child.
EKM recognises that ill-treatment to children can occur in all cultures, religions and all social classes. All children have the right to be protected. Children who have been abused deserve care, respect and sensitivity.
EKM is committed to working in partnership with children, young people, parents and carers in all circumstances, including where there are concerns or suspicions that a child is suffering, or is likely to suffer from significant harm.
East Kent Mencap’s Designated Safeguarding Lead (DSL) is the Registered Operations Manager, Karen Roberts: karen.roberts@eastkentmencap.co.uk
East Kent Mencap’s Designated Safeguarding Lead (DSL) is the Registered Manager, Karen Roberts: karen.roberts@eastkentmencap.co.uk
In her absence the DSL will be the CEO, Jason Gerlack: jason.gerlack@eastkentmencap.co.uk
East Kent Mencap Telephone: 01843 808964
The DSL will maintain a log of all Alerts / referrals.
Or alternatively, KCC staff are available 24 hours a day, 7 days a week to talk to you about your worries.
During the day and in office hours
Concerned about a child? Call 03000 41 11 11 (text relay 18001 03000 41 11 11) or email social.services@kent.gov.uk.
Out of hours and in an emergency
If you need to contact KCC outside of normal office hours, for example during the night, call 03000 41 91 91.
If you think someone is in immediate danger, call 999 for the emergency services.
EKM takes all possible steps to ensure that children with whom it works are kept safe through:
• safe recruitment processes for all trustees, staff and volunteers
• planned induction of all trustees, staff and volunteers, to include signed and dated confirmation of their understanding and acceptance of the safeguarding policy, code of conduct and procedures
• clear safeguarding procedures to inform trustees, staff and volunteers about the appropriate action to take in the event of concerns about a child
• procedures to structure the management of any allegations of abuse against trustees, staff or volunteers
• effective training and support for trustees to ensure that they are able to work within these procedures
• effective training, support and supervision for staff and volunteers to ensure that they are able to work within these procedures
• the implementation of the Standards and Methods of Practice and Code of Conduct for trustees, staff and volunteers
• identified personnel to hold the Strategic Lead and designated safeguarding responsibilities within East Kent Mencap.
• EKM has clear expectations of all trustees, staff and volunteers for sharing information about families, parents, children and young people:
• all families supported are made aware of EKM’s safeguarding and confidentiality policies
• a factual dated record of concerns about a child in families supported will be kept in line with EKM’s Record Keeping procedures
• EKM recognises the importance of sharing information to protect children and normally the disclosure of the confidential information to any other person may only be undertaken with the expressed permission of the parents for the purpose of assisting the family. However, where it is considered necessary for the welfare and protection of a child, information will be shared with the appropriate authority and families will be kept informed of EKM’s actions unless to do so would put the child at greater risk of harm.
• protecting children from significant harm is a shared responsibility. In order to fulfil its responsibilities in promoting the welfare and safety of children EKM will maintain effective partnerships with organisations working with children and their families within the community.
EKM is aware of, holds current information on and works within the requirements of the local procedures followed by statutory and voluntary agencies and takes part in local multi-disciplinary training as available and appropriate.
Safeguarding and Child Protection Procedures
EKM adheres to the KSCB Safeguarding Children Procedures (Online, April 2016). The full KSCB procedures and additional guidance relating to specific safeguarding issues can be found on the KSCB website www.kscb.org.uk
A complaint about any part of East Kent Mencap delivery or other service will be formally acknowledged in every instance. At times it may be possible to resolve some problems immediately without the need to activate the complaints procedure, however, the complainant will be given the opportunity to pursue formal procedures if they so choose.
The procedure following a complaint is:
A senior member of staff records the details in the complaints log. The manager of the service concerned is informed of the complaint and considers whether the complaint should be investigated within the service or by a neutral EKM employee.
If a complaint cannot be concluded immediately then the complainant will receive notification of this in writing within 5 working days of the date of the complaint.
The senior member of staff responsible for investigating the complaint will feedback to the complainant within twenty eight working days.
Written confirmation of the outcome of the complaint investigation will be sent to the complainant.
If dissatisfied with the proposed outcome the complainant can contact a Care Manager, Care Quality Commission, or East Kent Mencap’s Committee.
If dissatisfied with the proposed outcome the complainant can contact a Care Manager, Commission for Social Care Inspectorate, Supporting People Team or East Kent Mencap’s Committee.
We will be mindful of the form of complaint being raised. Should any issue be construed as falling into an area of abuse we will activate the relevant Safeguarding Policy and Protocols as developed by Kent and Medway Social Services.
Your views are important to us and East Kent Mencap takes any fundraising complaints very seriously.
We are very proud of our work and are committed to the highest standards. We are always open, honest, and respectful, and treat everyone equally and fairly.
We welcome feedback to help us improve our fundraising practice and always respond to any feedback or complaints as soon as possible.
We will provide you will a prompt response to your fundraising complaint and tell you who to go to if you want to escalate your complaint.
If your complaint is regarding East Kent Mencap’s services, please go to 'How to make a complaint' above.
How to make a fundraising complaint
Call: 01843 808 964 and ask to speak with the Fundraising & Marketing Manager
Email: funds@eastkentmencap.co.uk
Write to: East Kent Mencap, Foresters Hall, Meeting Street, Ramsgate, Kent, CT11 9RT.
Please include your name, address, and telephone number in your email or letter so that we can get back in touch with you.
Your complaint will be fully investigated, discussed with our Senior Management Team, and shared (and if necessary, also consulted) with our directors.
We will aim to resolve the problem as quickly as possible and will respond to your complaint within 7 days.
Taking your fundraising complaint further
If you are not satisfied with the response from East Kent Mencap you can take your complaint to the Fundraising Regulator.
This is the independent regulator of charitable fundraising in England, Wales and Northern Ireland. It works to ensure public protection, accountability, and excellence in all fundraising. You will need to contact them within two months of receiving your response from East Kent Mencap.
Contacting the Fundraising Regulator
Call: 0300 999 3407
Email: complaints@fundraisingregulator.org.uk
Write: The Fundraising Regulator 2nd Floor, CAN Mezzanine Building, 49-51 East Road, London, N1 6AH.
