Medway Engagement Group And Network CIC Privacy Policy

MEGAN CIC works with adults aged 17+ experiencing mental health issues in Medway, Swale, Dartford, Gravesham and Swanley and West Kent. 

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 MEGAN CIC 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 register with us for any of our services and also when you start to receive 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
  • 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 or an email from the applicant.

Who will the information be shared with

In line with MEGAN CIC’s Confidentiality Statement:

MEGAN CIC 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 Commissioners/Funders, this information will be anonymised to ensure your identify cannot be established.

How information is retained and kept safe

Information is retained on a secure database called Lamplight, in secure electronic 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.

MEGAN CIC are contractually required to keep a record of everyone we work with for up to 12 years after the end of service. If you have been in care, we will keep this longer as the law states we must keep this until your 75th birthday.


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:

Catherine Button/Tracey Chapman

Data Protection Officers (DPO)

Call: 01634 402077



33 Magpie Hall Road


Kent ME4 5NE

MEGAN CIC is registered with the Information Commissioners Office (ICO).

ICO Registration: ZA189909

Legal basis for processing your data and consequences of not providing it

The law sets out that we must have a legal basis for using your information. We use legitimate interest so that we can use your information to provide and effective service which is suitable to your needs and is safe for you and MEGAN CIC staff. If you don’t want us to have your information, we may be limited in how we can support you.