Last updated January 2022
We want everyone who supports us, or who comes to us for support, to feel confident and comfortable with how any personal information you share with us will be looked after.
Who we are
The Maya Centre is a counselling centre for women, committed to protecting your personal information and making every effort to ensure that it is processed in a fair, open and transparent manner.
We are a “data controller” for the purposes of the Data Protection Act 2018 and the EU General Data Protection Regulation 2016 (“Data Protection Law”). This means that we are responsible for the processing of your personal information.
For further information about our privacy practices, please contact our Data Protection Officer by:
How we collect information about you
Whether you are someone approaching us for counselling or support, seeking information, booking into one of our events or making a donation, we need to keep information about you to give you the best possible attention.
Our legal basis for processing personal data is Legitimate Interest. Our guiding principle is that we only store data most relevant to you and we store this in strict confidence.
We collect information from you in the following ways:
When you interact with us directly:
This could be if you ask us about our activities, register with us for training or an event, make a donation to us, ask a question about mental health, purchase one of our gift cards, complete a survey providing feedback on our services, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website or get in touch through the post, or in person.
We use your personal information:
We may also use your personal information:
When you visit our website:
This could be by signing up to our newsletter, or by connecting with us on social media. We will use this to send you information about the work of the Maya Centre news about projects, and appeals for funding. We will only email you this information with your consent, which you may amend at any time.
We use Google Analytics on our website to monitor visitor activity and make changes to improve functionality. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on your devices. The information generated relating to the Maya Centre website can be used to create reports about the use of the site. Details captured during your visit could include, but are not limited to, the pages you visit, how long you spend on each page, how you got to the site (e.g. via a search engine), and what you click on while you’re visiting the site.
Our website may contain links to other websites of interest. You should be aware that we do not have any control over the content or security of external sites and therefore we cannot be held responsible for the protection and privacy of any information which you provide whilst visiting these sites. You should exercise caution when disclosing personal information on any website and should read the website’s privacy statement to understand how your personal data will be used.
When you make a donation
If you give us your personal information in the process of making a donation to us, we will use your information in order to keep an accurate record of the donation and in case we need to contact you for necessary administrative purposes regarding your donation. Unless you opt out of receiving charity marketing, we will also add you to our supporters list and send you information as outlined above. You may opt out of this at any time including at the point of making a donation.
When you receive a service from us
When you receive a service from us, we keep confidential records so that:
We will always give you this choice and you can change your mind at any time.
We will not disclose your information to third parties (which can include your relatives) without your consent unless there are exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or sharing serious issues such as physical abuse or exploitation.
Anyone who receives any personal information from us is also under a legal duty to keep it confidential.
Agencies requesting data from The Maya Centre may include
We process personal data about the following people
We process data depending upon the specific reasons/purposes/ groups listed above. Depending on the purpose, this may include
We also process Sensitive Personal Information that may include
Legal Basis of Processing
Data Protection regulations permit the processing of your data using the following bases, depending on the purpose of the processing, and how we use it to communicate with you:
Consent basis: we rely on your consent when sending you information by email about our work or fundraising appeals. We regularly update our supporter base and send out specific opt-in emails for our newsletter and other communications. There is always a button to unsubscribe from any Maya Centre communications.
Legitimate interest basis: we rely on legitimate interests when sending you information by post about our work for fundraising appeals and invitation for our networking events via email. When we do this, we will always provide you with easy ways to ask us not to send such information in the future.
Your data and your rights
You will receive a response within 30 days with no charge, unless we deem it appropriate.
Please note, some of these rights only apply in certain circumstances, where one of your rights does not apply, we will communicate the reason to you.
External requests for us to share data
We do not share your data with anyone without your prior consent, If you do give consent it must be done in person and you must sign the necessary consent form for us to keep in our records. For any data shared we will log who it was shared with and why.
How long we use and store your data
Your data is processed and stored for a period of 6 years to reflect the nature of our activities and those of our funders. If the data is finance related we will hold it for a period of 7 years as per the requirements of HMRC.
Safeguarding your data
Unless required to do so by law, we will never share your information with third parties unless we have your explicit permission to do so. This may be necessary for certain grant programmes or contracts, but we will always explain this to you and seek your permission before sharing.
We are committed to ensuring your personal information is secure. In order 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.
We use encryption methods on our website and other e-communications to ensure your data is kept safe. Our IT systems are constantly monitored with firewalls in place.
Our staff and volunteers are allowed access to your personal data once they have been properly trained in GDPR and data privacy and protection. Staff are issued with Maya Centre laptops and can only use these for their client work – all of our software requires two-factor authentication for staff to be able to record and update confidential records.
All data we collect electronically is securely backed up and hosted within the UK.
You have the right to lodge a complaint to us using the following details
The Maya Centre
Unit 8, 9-15 Elthorne Road
London N19 4AJ
and/or with the Information Commissioner’s Office, in the UK – www.ico.org.uk
Accredited Member of the British Association for Counselling and Psychotherapy.
Registered Charity No. 1012889
Company No. 02701313