Privacy Policy

Privacy Statement

At MENTA we take privacy and the protection of personal and sensitive information seriously. We are committed to protecting your data and complying with the data regulations to their full extent. Our Privacy Policy explains how we use and protect your personal information, to show that we are adhering to the UK GDPR.

Privacy Policy

This Privacy Policy applies to information we collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it. The UK GDPR requires every organisation that processes personal information to be registered with the Information Commissioner’s Office (ICO). Our registration number is Z9715208 and you can find us on the Information Commissioner’s register and searching for us by using our registration number.

Our promise to you

• We will keep your information secure and confidential.

• You are in control of how we communicate with you – you can opt in or out or change your preferences at any time.

• We will not sell your data to a third party.

• We will not swap your data with a third party.

• We will train our staff to ensure that they know how to manage your information appropriately and in line with regulations.

Personal data that we process

The following sections explain the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• Service enquiry

• Addition to newsletter

• Contracting MENTA services

Service enquiry – If you enquire about our services we will collect your name, email address, telephone number, and your message.

This will be collected either via email or telephone depending on your preferred contact method. As it is necessary for us to collect that data to enable us to respond to your enquiry in the way you would expect we have a legitimate interest to process that data. You can request for your information to be deleted at any time, however we might not be able to provide you with our services or a reply if you request deletion.

Contracting our services – If you contract one of our services, we will be entering into a contractual relationship with you and our legal basis for processing will be contract. We will collect your organisations details, your contact details and any details of contacts you provide us with to enable us fulfilling our contractual obligations towards you. In addition, we will process commercial, confidential and sensitive information that you provide us. We also will process financial details for the purpose of invoicing and financial transactions.

If you request us to provide services for your staff, you may need to provide us with their names and email addresses as a minimum.

The lawful basis we rely on for processing your staff personal data provided by you to us is contract.

How we use your information

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the tables above.
For example, we may use your personal information to:

• Provide services as requested by you.

• Reply to enquiries you send to us.

• Where you have specifically agreed to this, send you marketing communications by email relating to our work which we think may be of interest to you.

Types of information

The types of information that we may collect or hold on you for marketing purposes include name, address, contact details including email, business address and telephone number. We also hold a log of the communications that we have had or sent to you.

Sources of information

Your information may be sourced directly from you or your representative when you come into to contact with MENTA. This information will be captured from enquiries and requests for details.

If you prefer that your information is not used in this way, please do let us know by emailing heretohelp@menta.org.uk and we will exclude your details from this process.

Legal basis for communications

For email and SMS (text messaging), we will only contact you by these means if you have given us explicit permission to do so.

When we share your data

We will only pass your data to third parties in the following circumstances:

• You have provided your explicit consent for us to pass data to a named third party.

• We are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third-party data processors.

• We are required by law to share your data.

• In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.

How long we keep your data

We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required. Details on our records retention is outlined in our Records Management Policy.

Rights you have over your data

You have a range of rights over your data, which include the following:

• Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this by emailing heretohelp@menta.org.uk

• You have the right to ask for rectification and/or deletion of your information.

• You have the right of access to your information.

• You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.

A full summary of your legal rights over your data can be found on the Information Commissioner’s website: https://ico.org.uk/.

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us by emailing heretohelp@menta.org.uk

Please note that relying on some of these rights, such as the right to delete your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.

Transferring data outside the European Economic Area (EEA)

MENTA will only transfer personal data outside of the EEA in compliance with Chapter V of the General Data Protection Regulation. Transfers may be made where the Commission has decided that a third country (a country outside the EEA), a territory or one or more specific sectors in the third country, or an international organisation ensures and can demonstrate that individual’s rights are protected by adequate safeguards.

How does MENTA keep your personal data secure?

MENTA secures the personal data you provide using cloud services and equipment that are controlled, in a secure environment and protected from unauthorised access, use or disclosure. 

Our Third Party suppliers are:

• Microsoft 365 – Their GDPR compliance assurance and privacy policy can be found here.