Privacy Policy

Trained Emotional Support Network (TESN) & Compassionate Revolution Limited (CRL)

Compassionate Revolution Limited (CRL) is the legal entity that supports the running of the Trained Emotional Support Network (TESN). CRL provides the structure that allows TESN to carry out its operations, including the processing of data for those seeking emotional support and for volunteers.

Data Protection

Compassionate Revolution Limited (CRL) / Trained Emotional Support Network (TESN) collects and processes personal data relating to individuals who request or receive emotional support and volunteers. We are committed to being transparent about how we collect and use personal data, and to fulfilling our data protection obligations in accordance with applicable laws (including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018).

What Information Does CRL / TESN Collect?

When you ask for or receive support, CRL / TESN may collect and process the following personal data:

  • Name

  • Contact details (e.g., email address, telephone number)

  • Information you are willing to share about what you wish to talk about (e.g., general details about issues or challenges you are facing)

Data is collected through our website or platforms (e.g., ConnectPoint), email, telephone, or any electronic form you complete while seeking or receiving emotional support.

Why Does CRL / TESN Process Personal Data?

CRL / TESN processes personal data for the following purposes:

  1. To provide emotional support: We use the information you provide to connect you with appropriate support services or trained volunteers.

  2. To maintain accurate records: We keep track of your information to offer continuity of care or follow-up support where needed.

  3. To ensure service quality: We analyze service usage (on an aggregated basis) to improve our offerings.

  4. To meet legal obligations: Where required, we process data to comply with regulatory responsibilities or protect the vital interests of individuals.

Legal Basis for Processing Personal Data

CRL / TESN processes personal data under the following legal bases:

  • Article 6(1)(f) Legitimate Interests: For general personal data, including maintaining records, assigning roles, and carrying out DBS checks.

  • Article 6(1)(a) Consent: For special category data (e.g., mental well-being) provided voluntarily by service users.

  • Article 9(2)(a) Explicit Consent: For processing health-related or sensitive personal data shared by service users.

  • Article 9(2)(g) Substantial Public Interest: For processing DBS data of volunteers to ensure safeguarding.

Who Has Access to Data?

  1. Internal Access:

    • Your personal data may be accessed by members of our TESN support team (and CRL personnel) who need that information to provide or coordinate emotional support.

  2. Third Parties:

    • Where strictly necessary, we may share some of your personal data with carefully chosen third parties, such as:

      • Platforms or systems used to deliver support (e.g., ConnectPoint)

      • Service providers for hosting, email, or data storage

    • All third parties operate under written agreements that require confidentiality and secure data handling.

  3. International Data Transfers:

    • CRL / TESN may transfer personal data outside the UK or EEA, including to service providers in the US. Where this occurs, we implement safeguards, such as Standard Contractual Clauses (SCCs) approved by the European Commission, to protect your data. Personal data, including contact information and email communications, may be processed by US-based service providers.

CRL / TESN does not share your personal data with unrelated third parties for marketing or commercial purposes.

How Does CRL / TESN Protect Data?

CRL / TESN takes the security of your data very seriously. We have implemented policies and technical controls to prevent:

  • Accidental loss, misuse, or unauthorized access to your data.

  • Unlawful processing or disclosure.

Where we engage third-party processors, they are bound by confidentiality agreements and must implement appropriate technical measures to safeguard your data.

How Long Does CRL / TESN Keep Data?

We retain personal data for as long as necessary to fulfill the purposes for which it was collected:

  • Service User Data: Retained for up to 12 months after the last interaction unless required for legal or safeguarding reasons.

  • Volunteer DBS Certificates:

    • Full DBS certificate information is retained for up to six months to resolve disputes, verify checks, and meet immediate compliance needs. After this period, certificates are securely destroyed.

    • Summary DBS information (e.g., date of check, type of check, and outcome) is retained for the duration of the volunteering relationship and securely deleted within six years after the relationship ends. This retention aligns with safeguarding obligations and potential legal defense under the Limitation Act 1980.

  • Aggregated Data (anonymized): May be retained indefinitely for analysis or service improvement purposes.

We periodically review our data retention practices to ensure they align with GDPR’s storage limitation principle.

Your Rights

Under GDPR, you have the following rights regarding your personal data:

  1. Access: Request a copy of the personal data we hold about you.

  2. Correction: Request that we correct or complete inaccurate or incomplete data.

  3. Erasure: Request that we delete your personal data where it is no longer necessary for the purpose it was collected.

  4. Restriction: Request that we restrict processing of your personal data in certain circumstances.

  5. Objection: Object to the processing of your data where we rely on legitimate interests as the legal basis.

  6. Withdraw Consent: If processing is based on your consent, you can withdraw it at any time.

To exercise your rights, contact us at tesn@tesn.uk.

If you believe your data protection rights have been violated, you have the right to file a complaint with the Information Commissioner’s Office (ICO) in the UK.

Cookies and Tracking

Our website uses cookies to enhance functionality, provide analytics, and improve service delivery. You can manage your cookie preferences in your browser settings.

Changes to This Privacy Notice

CRL / TESN reserves the right to update this Privacy Notice at any time. Substantial updates will be communicated to you directly where appropriate.

Volunteers’ Privacy Notice

Data Protection for Volunteers

CRL / TESN collects and processes personal data relating to its volunteers to manage the relationship with them. We are committed to being transparent about how we collect and use this data, and to meeting our data protection obligations.

What Information Does CRL / TESN Collect About Volunteers?

CRL / TESN may collect and process the following information about volunteers:

  • Name, contact details (e.g., email address, telephone number), and date of birth

  • Insurance information, training, and organisational memberships

  • DBS checks and supporting documents (e.g., ID, proof of address)

  • CV and volunteer agreements (via Airtable or ConnectPoint)

  • Yoti account details (if used)

Data may be collected via email, phone, or platforms such as Airtable and ConnectPoint. It is stored securely in systems such as HelpScout, Google Workspace, and Airtable.

Why Does CRL / TESN Process Volunteers’ Personal Data?

CRL / TESN processes data for the following purposes:

  • To carry out DBS checks and ensure individuals using TESN services are protected.

  • To ensure volunteers are assigned to roles where they have relevant expertise.

  • To maintain accurate and up-to-date volunteer records.

Volunteers’ Rights

Volunteers have the same rights as outlined in the main Privacy Notice. To exercise these rights, please contact tesn@tesn.uk.

Last Updated: 29th December 2024

This Privacy Notice is specifically designed for service users and volunteers of TESN. It aligns with GDPR and the UK Data Protection Act.