SAP;UK and Your Data

A simple guide explaining how SAPUK collects, uses, stores, and protects your personal information. This is first draft content, and it is intended for publication on the organisation's website and may be refined by the IT team.

Welcome

Your privacy is important to us. Whether you contact SAPUK for support, volunteer with us or simply make an enquiry, we are committed to handling your personal information fairly, lawfully and securely. We comply with the UK GDPR, the Data Protection Act 2018 and other applicable UK legislation.

What information we collect

We only collect information that we need. This may include your name, contact details, communications with us, volunteer application information, references, DBS information where required, and where necessary health or safeguarding information so that we can provide appropriate support and meet our legal obligations.

How we collect it

Information is collected through our live chat, volunteer applications, references, and direct conversations. During live chat, authorised volunteers may record confidential case notes and handover information to ensure continuity of support and safeguarding.

How we use it

We use information to deliver services, respond to enquiries, recruit and manage volunteers, safeguard people, communicate with you, improve our services and comply with legal obligations. We never collect more information than we need. Where appropriate, and with your informed consent, we may contact external organisations and share relevant information on your behalf to help you access additional support or services. This is usually done through an Advocacy Consent Form, which clearly records your permission for us to share relevant information.

How your information flows

Information received by SAPUK is securely stored within approved organisational systems. Depending on the purpose, it may be accessed by authorised volunteers, managers, safeguarding leads, HR or the Compliance & Data Protection team. Once it is no longer required it is securely archived or deleted in accordance with our retention schedule.

Keeping your information secure

We protect information using passwords, multi-factor authentication, encryption, secure cloud services, role-based access controls, regular reviews and mandatory staff and volunteer training.

Who we share information with

We only share information where necessary to deliver services, protect someone from serious harm, meet legal obligations or when you have requested us to do so. Organisations processing information on our behalf must comply with UK data protection law as well. If you would like us to speak to these organisations on your behalf, such as your GP, the NHS, your local council, housing services, or another support service, we will usually ask you to complete an Advocacy Consent Form before we share your information.

How long we keep information

We keep different records for different periods. Recruitment records are generally retained for 12 months, personnel records for six years after leaving, safeguarding records for longer where legally required, financial records for six years, website enquiries for up to twelve months and emails for up to two years before secure deletion where appropriate.

Your rights

You have the right to know how your information is used, request access to your personal information, ask us to correct inaccurate information, request deletion where appropriate, restrict or object to processing and make a complaint if you believe your information has not been handled correctly.

Need help?

If you would like to exercise your data protection rights or raise a concern, please contact the SAPUK Compliance & Data Protection Team on compliance@suicideapuk.co.uk. We aim to respond within one calendar month where required by law. If you remain dissatisfied, you may contact the Information Commissioner's Office (ICO).

Our promise

When you share your information with SAP;UK, you place your trust in us. We take that responsibility seriously. We are committed to protecting your privacy, keeping your information secure, and using it only in ways that are fair, lawful, and respectful.