Terms and Conditions

This website is brought to you by Memory Matters SW CIC. If you continue to browse and use this website you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern our services and relationship with you in relation to this website.

The term ‘ Memory Matters SW CIC ‘ or ‘us’ or ‘we’ refers to the owner of the website whose registered office is; Memory Matters, c/o Moments, 69a New George St, Plymouth. PL1 1RJ. Company no: 7285140 registered in England. The term ‘you’ refers to the user or viewer of our website.

License
You may view, download, and print pages from our website for your own personal use, subject to the terms detailed below:

  • You must not republish any content presented on our website in any form.
  • You must sell, rent, or re licence any content presented on our website.

Intellectual Property
We or our licensors own the intellectual property rights in the website and content presented on the website; unless otherwise stated. Subject to the terms of the licence presented above; all intellectual property rights are reserved.

Liability
Whilst every effort has been made to ensure that the information presented on this website is correct; no warranty is implied or given as to its completeness or accuracy. We exclude all representations, warranties and conditions; including, without limitation, the conditions implied by law of satisfactory quality, fitness for purpose and the use of reasonable care and skill. We will not be liable for any direct or indirect loss or damage arising in connection with the use of our website, whether arising in tort, contract, or otherwise.

We may change the website terms of use from time to time. You should check the website terms of use occasionally to ensure you are aware of the most recent version which will apply each time you access this website.

1. Introduction “Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by the Data Protection Act 2018, the General Data Protection Regulation 2016/679 (the “GDPR” and other legislation relating to personal data and rights such as the Human Rights Act 1998). Whilst we and the other data controllers will take every effort to ensure your privacy, it may be possible to identify you from the information you provide to us or other third party information. The purpose of this notice is to inform you about how we will deal with your personal data in the event that you can be directly or indirectly identified. Where you share with us personal data about a third party, you should first obtain their consent unless it is not possible to do so. We also share personal data with our suppliers. The organisations referred to above are joint data controllers. This means we are all responsible to you for how we process your data. Each of the data controllers have their own tasks and a description of what data is processed and for what purpose is set out in this Privacy Notice. In the rest of this Privacy Notice, we use the word “we” to refer to each data controller, as appropriate. What data do the data controllers listed above process? They will process some or all of the following where necessary to perform their tasks:

  • Names, titles, and aliases, photographs;
  • Contact details such as telephone numbers, addresses, and email addresses;
  • Where relevant, or where you provide them to us, we may process demographic information such as gender, age, date of birth, marital status, nationality, education/work histories, academic/professional qualifications.

2. How do we process your personal data? We will comply with all legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data. We use your personal data for some or all of the following purposes:

  • To enable us to meet all legal and statutory obligations;
  • To maintain our own accounts and records;
  • To seek views or comments;

Where you provide personal data to raise a confidential report, this is never shared outside of our systems suppliers who are bound by confidentiality and data sharing agreements. If you provide information through a web form, voicemail, text or postal form the original source is erased or shredded as soon as the data is captured within our single secure database. The operational copy of your personal data is erased six months after a report is closed but copies may be held in a secure archive. We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters. The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. We may process data about your use of our website and services. The usage data may include, your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. We also use cookies in our websites and apps. These are used for purposes such as counting visits and customising pages based on your preferences. For more information, see our cookies policy. 3. What is the legal basis for processing your personal data? Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as another data controller). We will always take into account your interests, rights and freedoms. Some of our processing is necessary for compliance with a legal obligation. Where your information is used other than in accordance with one of these legal bases, we will inform you. 4. Sharing your personal data. Unless otherwise agreed your personal data will be treated as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks. It is likely that we will need to share your data with some or all of the following (but only where necessary):

  • Our agents, servants and contractors. For example, we may ask a supplier to provide us with services
  • Our members; and
  • Government agencies, departments and other third party organisations

5. How long do we keep your personal data? We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 8 years. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed. 6. Your rights and your personal data You have the following rights with respect to your personal data: When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights. 1. The right to access information we hold on you At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month. There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee. 2. The right to correct and update the information we hold on you If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated. 3. The right to have your information erased If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold. When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)). 4. The right to object to processing of your data You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims. 5. The right to data portability You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request. 6. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought You can withdraw your consent easily by telephone, email, or by post. The right to object to the processing of personal data where applicable. The right to lodge a complaint with the Information Commissioner’s Office. 7. Transfer of data abroad. Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas. 8. Further processing. If we wish to use your personal data for a new purpose, not covered by this Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing. 9. Contact details. Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at: [email protected] 10. How to make a complaint. If you are unhappy with the way in which your personal data has been processed you may in the first instance contact us using the contact details: call 01752 243333 or email [email protected]

Use of cookies by Memory Matters SW CIC. Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. How do I change my cookie settings? Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit https://allaboutcookies.org. Find out how to manage cookies on popular browsers:

To find information relating to other browsers, visit the browser developer’s website. To opt out of being tracked by Google Analytics across all websites, visit https://tools.google.com/dlpage/gaoptout. Because cookies are used throughout our websites, disabling them may prevent you from using certain parts of the sites. Necessary Cookies. These cookies are essential to allow you to browse around our website and use its inbuilt features. Without these cookies enabled some services cannot be provided. Performance Cookies. These cookies collect information about how you use our website and which pages you visit. This data can be used to help us optimise the performance of our website and make them easier for you to use. These cookies are also used to let us know if you came to our website from a third party or external source. These cookies don’t collect information that identifies you. All the information these cookies collect is aggregated and therefore anonymous. Functionality Cookies. These cookies allow our websites to remember choices you make while you are browsing, we may store your geographic location or the type of device you are using to view the website. They can also be used to keep track of what features and services have been viewed to ensure we are offering informative content. The information these cookies collect will not personally identify you, and will only track your browsing activity on the Memory Matters SW CIC website.

Memory Matters SW CIC believes that it is always unacceptable for anyone to experience abuse of any kind. We recognise our responsibility to safeguard all and promote their welfare. We will do this by creating a safe environment within which people can thrive and Memory Matters SW CIC staff, volunteers and other representatives can work with the security of clear guidance.

Memory Matters SW CIC ensures statutory requirements concerning Disclosure and Barring Service checks are met and maintain an up to date Safeguarding policy and procedures.

Memory Matters believes that:

  • The welfare of the person should always be the paramount consideration.

  • All people, regardless of age, disability, gender, race, religion or belief or sexual orientation, have the right to equal protection from all types of harm or abuse.

  • Working in partnership with people, their carers, families, carers and other agencies is essential in promoting their welfare.

Memory Matters SW CIC will seek to safeguard people by:

  • Valuing, listening to and respecting them.

  • Recruiting employees and representatives safely, ensuring that all necessary checks are made.

  • Sharing current information about the protection of all and good safeguarding practice with employees, volunteers and other representatives.

  • Ensuring any safeguarding concerns are shared with the relevant statutory agencies.

  • Providing effective management for staff, volunteers and other representatives through supervision, support and training.

  • Reviewing the policy, procedures and practice annually.

All Memory Matters staff and volunteers will:

  • Be able to identify potential indicators of abuse or neglect

  • Have read the Safeguarding Policy

  • Know their role and responsibilities within their team

  • Know how to communicate and record concerns

  • Know to act upon concerns in line with the principles and procedures for local safeguarding policy and guidelines.

Therefore, all people in contact with Memory Matters will:

  • Be treated with respect and afforded full civil and legal rights

  • Be listened to and taken seriously, whatever their level of development or communication

  • Be given time to do things for themselves, to understand and be understood

  • Be involved in decisions that affect them

  • Have their privacy respected at all times and in all places

  • Have a right to confidentiality – all information about them will be treated carefully, be kept safe and only shared with those people who need to know.

The wellbeing of a person is the paramount consideration in all circumstances.

Need help?

If you have any questions regarding safeguarding at Memory Matters SW CIC or to request a copy of our safeguarding policy please email our Safeguarding Lead Kate Smith ([email protected])