Medway Engagement Group And Network CIC Privacy Policy

MEGAN CIC works with adults aged 18+ experiencing mental health issues in Medway, Swale, Dartford, Gravesham and Swanley. 

MEGAN CIC is committed to the protection of the rights and freedoms of individuals in accordance with the provisions of the GDPR. We ­­­­­­­­­­­­­­­­­­will comply fully with the requirements of the GDPR and will follow procedures which aim to ensure that all persons who have access to any personal data held by or on behalf of the project partners are fully aware and abide by their duties and responsibilities under the legislation.

We will ensure that all personal information is processed properly however it is collected, retained, used or otherwise processed; on paper, in computer records or recorded by any other means.  Accurate, proportionate and up to date records are kept ensuring a good framework of support and supervision for volunteers and employees, and to comply with employment and company legal requirements.

This Privacy Notice is a statement to all service users, stakeholders, the public, staff and volunteers and explains how we collect, use, retain and disclose personal information which we hold.

What information do we collect about you?

We collect information about you when you sing up as a member to access our services.  We collect information when you voluntarily complete service user surveys, provide feedback and participate in social events.  The information we collect will include personal data and sensitive data.

These records will include the following information relevant to you:

  • Basic details such as name, address, phone number, email address, date of birth, mental health diagnosis, GP surgery, how you heard about MEGAN and records relating to the support you receive from MEGAN
  • Information from organisations who are supporting if there are concerns for an individual
  • Equality and Diversity information including gender, disability, sexual orientation, age, ethnicity and religion or belief


Information is collected through the completion of a MEGAN CIC Membership Form, which will only be accepted with a signature from the applicant.

Who will the information be shared with?

In line with MEGAN CIC’s Confidentiality Statement:

MEGAN CIC take confidentiality very seriously. We will only breach confidentiality for the following reasons:

  • If there is a risk to yourself, others or local / national security.
  • Where a worker is summoned by a court to give evidence.
  • In an emergency, i.e. if the police or medical services were needed.
  • If we have concerns for a child’s welfare we will raise this as a child protection issue or concerns for a vulnerable adult this will be raised as a safeguarding issue with the appropriate persons.


MEGAN CIC will not share any personal data with any third party, other than for the reasons outlined above.

As part of our funding we may also need to share statistical and general information from your records with other organisations such as National Lottery, this information will be anonymised to ensure your identity cannot be established.

How information is retained and kept safe?

Information is retained in secure electronic format using our Client Management System and paper records and access is restricted to only those who need to know.  There are a number of ways in which your privacy is shielded – adhering to strict contractual conditions and ensuring strict sharing or processing agreements are in place.  Technology allows us to protect information in a number of ways, in the main by restricting access.  Our guiding principle is that we are holding your information in strict confidence.  Information provided in confidence will only be used for the purposes to which you consent to, unless there are other circumstances covered by the law.


In becoming a member of MEGAN CIC, you will be added to a distribution list to ensure you receive regular updates by email/post (whichever you have provided). We will never sell your data and we promise to keep your details safe and secure.

Access to your information and correction

Under GDPR, a person may request access to information (with some exemptions) that is held about them by an organisation.

You have the right to refuse/withdraw consent to information sharing at any time. You have the right to be forgotten/ withdraw your records.

For more information on how to access the information we hold about you or to withdraw consent to hold/share information that we hold about you, please contact:

How to contact us

To contact Catherine Button/Tracey Chapman, Data Protection Officers, please email

Or write to:

Data Protection Officers
MEGAN CIC, 33 Magpie Hall Road, Chatham, Kent, ME4 5NE