Police Care UK is committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all laws concerning the protection of personal information, including the General Data Protection Regulations (EU 2016/279), Data Protection Act 2018, and the Privacy & Electronic Communications (EC Directive) Regulations 2003.
The Police Care UK website contains hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, including policies on their use of cookies, and we urge you to review them. nest.policecare.org.uk is a microsite from Police Care UK and must be treated accordingly. They will govern the use of personal information you submit, or which is collected by cookies whilst visiting these websites. We cannot accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.
This Privacy Policy sets out how we obtain, use and protect any personal information you provide to us as part of the NEST (The Network of Emergency Service Therapists) network, whether online, via phone, text, email, in letters or in other correspondence.
Who is Police Care UK?
Police Care UK is a national charitable organisation, and is registered in England and Wales, and in Scotland:
• Registered as a Charity in England and Wales (1151322) and regulated by the Charity Commission.
• Registered as a Charity in Scotland (SC047767) and regulated by the Office of the Scottish Charity Regulator.
• Registered as a Company limited by guarantee (08426630) and regulated by Companies House.
Our registered address is Nova Scotia House, 70 Goldsworth Road, Woking, Surrey, GU21 6LQ.
About the data we collect
The NEST network will process personal data depending on your interaction with Police Care UK. We will process your personal data either
• As a Therapist who has registered to be part of the NEST network
• As a Partner that will access the NEST network to seek an approved therapist for your own purposes
The data that we may collect the following types of information about you
• Name; email; telephone contact and latest CV
• Details of qualifications and general data on therapy experience
• Financial details – bank account for invoice fee settlement
How do we collect information from you?
The personal data Police Care UK holds is either given to us directly by a therapist when you apply or become part of the NEST network or a Partner Organisation that want access the NEST therapists
How will your data be used / processed
Police Care UK will only collect and process your data for the purposes of making available the NEST network.
This will include data needed to
• Carry out our obligations arising from any contracts entered between you and Police Care Uk
• Fulfil your requests – as a therapist or Partner organisation
• For the registration and administration of and to make available the NEST network
• Send you information and communications about the NEST network
Our Legal Basis to process your Personal data
The personal data that is used is limited to the information we need and is processed under the legal basis to perform the tasks or services we have agreed with you or as needed for legal requirements.
Where it is necessary we will seek your consent or permission for the processing of any special category data.
Additionally, there may be instances where we will process information using our legitimate interests where for example in promoting what we do, but only where this is if interest to you. Our legitimate interests include using data in the relationship or support between us but primarily we will rely upon legitimate interest for our marketing activities and promotions.
We may also collect personal data from our business and corporate stakeholders and collaborative partners for our legitimate interests. Almost entirely, these contacts are corporate or business individuals and while this is still categorised under UK as personal data, we are aware that it can be used for business-to-business purposes, as stipulated by UK and European data protection regulations and the Privacy of Electronic Communications Regulation (PECR) with which we also comply.
Who we share your information with
Where we make use of third-party service providers to help us fulfil our services, the third party is required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes and we only permit them to process your personal data for specified purposes and in accordance with our instructions.
We use third party providers to:
• To host secure and administer the NEST network
• for secure email communications with therapists
• host and administer our website
• for our IT security and systems
• for legal advice and guidance in matters related to care, data protection and employees
If you would like to know more specific details about where we share your data or the third parties, we use in each area of our organisation please contact us at: hello@policecare.org.uk
Keeping your information safe and secure
Police Care is committed to keeping personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost.
In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality
To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
Police Care UK operations are based in the UK, and we store your information on secure systems that are maintained and controlled by the Police Care UK within the European Economic Area (EEA).
How long do we keep personal information?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
The length of time is determined by operational and legal considerations. Legacy income for example, we may keep this data for an extended period, to carry out legacy administration and communicate effectively with the families of people leaving us legacies
In general terms we will retain personal data for the duration of your contract to the NEST network and following termination the contract, application form and supplementary statement will be retained for up to 6 years.
All other supporting information will be deleted after 3 months
Applicants who are not accepted to NEST will have their data retained for a maximum of 28 days
Marketing
Police Care UK is a charity so we are dependent on the fundraising and donations we receive and would hope as user or supporter of our services that you will be interested to helping where you can.
We undertake various marketing activities but only where we believe you will be interested to help us or where we have your agreement. We may use a variety of methods for this marketing to you including post, telephone and electronic channels (electronic marketing channels include the use of email / text message and social media).
You can choose which channel we communicate with you, but our main channel is via an email address as provided by you or by contacting us at hello@policecare.org.uk
How We use Cookies
Police Care like most organisations make use of Cookie technology and therefore we capture data using Cookies; a cookie consists of a piece of text sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
For specific detail about the types of cookies we use please refer to our Cookies page.
Your user rights
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Under certain circumstances, you have rights under UK Data Protection Act 2018 (DPA)) in relation to your personal information. You may have the right to:
• be informed of how we will use your data as provided by this Policy
• access the information held about you. Your right of access can be exercised in accordance with data protection law;
• object to us processing or ask us to restrict the processing of your personal information for any of the purposes listed in this Policy, at any time
• ask us to update and correct any out-of-date or incorrect personal information that we hold about you free of charge
• ask us to erase or delete your personal information (in certain circumstances). We will do our best to respond to such requests, but these are subject to certain limitations such as legal requirements
• Request a transfer of your personal information (again in certain circumstances).
If you wish to exercise any of the above rights or to review, verify, correct or question anything detailed in this policy or are unhappy with any aspect of how we use your data please contact us:
0300 012 0030 or email hello@policecare.org.uk
Or write to us at: Nova Scotia House, 70 Goldsworth Road, Woking, Surrey, GU21 6LQ.
We will respond to your request promptly and look to resolve any query within 30 days and free of charge. However, we reserve the right to refuse or charge an administrative fee for the furthering of any of the above requests if they are done so in a frivolous, vexatious or excessive manner. We will always notify you if such a charge is being applied
Complaints
You have the right to make a complaint at any time and we appreciate the chance to deal with your concerns in the first instance. To register a complaint please email us at hello@policecare.org.uk
If you are unsatisfied by our reply then you have the right to lodge a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. You can contact the Information Commissioner’s Office by telephone on 0303 123 1113, or by using the live chat service which is available through the Information Commissioner’s website www.ico.org.uk.
Changes to our Privacy Policy
We reserve the right to update this privacy notice at any time, and we will provide you a new privacy notice on this website when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
This privacy policy was last updated in February 2025
