MRO Policies
General Information
This privacy notice outlines how we handle your personal information when you contact us via phone, email, visit our website, subscribe to our newsletter, or engage with our photography activities.
Our Commitments
When processing your personal information, we pledge to:
- Inform you of why we need it.
- Only request necessary information and avoid collecting excessive or irrelevant data.
- Ensure the accuracy and currency of your information.
- Notify you if we share your data with other organisations, unless legally obligated to do so without informing you.
- Protect your data and restrict access to authorised personnel only.
- Retain your data only for as long as necessary.
Who Are We?
Moray Reach Out is the data controller responsible for processing your personal data.
Contact Details:
- Telephone: 01542 834434
- Email: info@morayreachout.org.uk
Your Personal Data
Personal data refers to any information relating to a living individual who can be identified directly or indirectly from that data.
How We Collect Information
Most of the personal data we process is provided directly by you for reasons such as:
- Using our services.
- Making enquiries or requests.
- Subscribing to our newsletter.
Sharing Your Information
Your enquiries may be forwarded to relevant team members to address your concerns. Your data is shared with SAGE, the Bank of Scotland, and The Pensions Trust for pension administration, as necessary. We will not share your data with third parties without your consent, except where required by law. We use Mailchimp for newsletter subscriptions, as detailed in their privacy notice.
Data Retention Periods
We retain your personal data only as long as necessary for the following purposes:
- Recruitment Data: 6 months
- Payroll Data: 3 years from the end of the financial year of leaving
- Employee Data: 5 years after employment ends
- Newsletter: Until you unsubscribe
Website Usage
When you visit our website, we collect information about your interactions, feedback, and newsletter subscriptions. This data helps us improve the site, respond to enquiries, send newsletters, and record survey responses.
Analytics
We use Google and Monster Analytics to gather non-identifiable usage data, retained for up to 38 months.
E-newsletter Subscriptions
We collect your email address and preferences when you subscribe. We track email engagement and you can unsubscribe anytime, upon which your details will be deleted.
Photography
New team members are given a photo consent form upon joining, allowing them to opt in or out without repercussions. Consent can be withdrawn at any time, and any public pictures will be removed upon request.
Historical Data
We have digitised and published historical data, including photographs, newspaper articles, and statistics, to showcase our development. Consent was obtained for all photos. If you wish for your photo to be removed, please contact us.
Data Processing Compliance
Moray Reach Out complies with GDPR by:
- Keeping data up to date.
- Storing and destroying data securely.
- Minimising data collection and retention.
- Protecting data from loss, misuse, unauthorised access, and disclosure.
- Implementing appropriate technical measures.
Data Usage Purposes
We use your data to:
- Administer membership records.
- Fundraise and promote our charity.
- Manage employees and volunteers.
- Maintain accounts and records.
- Operate our website and deliver requested services.
- Inform you of news, events, activities, or services.
- Conduct research via surveys.
Legal Basis for Processing
We process data to:
- Fulfil employment obligations and legal requirements (e.g., HMRC, Equality Act).
- Protect vital interests where individuals cannot consent.
- Meet contractual aims for trainees.
- Complete customer orders.
Your Rights
Under GDPR, you have the following rights:
- Request a copy of your personal data.
- Correct inaccurate or outdated data.
- Request data erasure when no longer needed.
- Data portability to another controller (where applicable).
- Restrict data processing during disputes.
- Object to data processing (where applicable).
- Lodge a complaint with the Information Commissioner’s Office (ICO).
Further Processing
If we intend to use your personal data for new purposes, we will provide a new notice outlining these purposes and seek your consent if necessary.
Contact Us
For queries, complaints, or to exercise your rights, please contact us at:
Moray Reach Out
Email: info@morayreachout.org.uk
Phone: 01542 834434
This privacy policy ensures the protection of your personal data in compliance with GDPR. For any further information or assistance, please reach out to us using the provided contact details.
Note: Throughout this document the use of the word trainee refers to any person receiving direct training support from MRO.
Policy Statement
We are committed to always setting and maintaining a high standard of professional conduct for its staff, who are responsible for maintaining professional boundaries in their day-to-day work with our trainees*. Professional boundaries enable staff and trainee/family to engage safely and effectively.
Scope
This policy applies to all employees, volunteers and staff of Moray Reach Out.
Purpose
- This policy outlines the many ways that professional boundaries can be crossed without due care and awareness of the issues involved.
- At Moray Reach out we expect employees / volunteers to establish a rapport with our trainees and provide friendly and accessible services. This could lead to an increased risk of crossing professional boundaries.
- We require staff to understand the difference between professional and personal relationships in the work context.
- Staff and volunteers are responsible for establishing and maintaining appropriate boundaries between themselves and trainees.
Definition of Terms
- Professional boundaries are the limits to the relationship of a member of staff and a trainee which allow for a safe connection between the staff member and that trainee (and their nominated family, carers and friends), protecting both staff and trainee/family.
- Boundaries are the lines that separate the professional from non-professional relationships
- Power imbalance is the difference in power relations between a staff member and the trainees we work with. This can be due to the vulnerability of the person, the sensitive information staff have access to, or the role of the staff member in providing or giving support.
Professional Boundaries
- Staff must always remember that they play a role in supporting the trainees’ needs, whilst understanding that professional boundaries require the recognition of potential conflicts, risks and complexities of providing support.
- Despite best efforts to maintain professional relationships, boundaries may be crossed and may lead to strains or a breakdown in relationships.
- Staff who visit trainees at home or outside our premises must do this for work-related purposes which is agreed by the team. Requests by trainees and families for staff to visit at home, or outside of our premises, outside of these arrangements should be declined by staff and discussed with their manager.
- An employee is encouraged to declare to their manager if there is a pre-existing personal/social relationship (acquaintance, friend, relative connection etc.) with a trainee or their family as soon as they are aware. The manager will manage any declaration sensitively, always maintain confidentiality and only inform others on a need-to-know basis.
- Any breach to a professional boundary will be managed in line with relevant procedures to ensure the safety of staff and trainees/families is managed accordingly.
-
- Some signs of compromised boundaries are:
- Setting aside time outside of work to assist a trainee/family
- Possessive or secretive behaviour (e.g. becoming defensive in matters relating to a trainee/family or not sharing information with managers)
- Judgemental attitudes (leading to withholding of support, criticism, or abuse towards the person)
- Social relationships between staff, trainees and their family members are inappropriate, including friendship, socialising, social relationships via social networking sites or electronic means, or entering any other relationships apart from a professional one. To do this is a breach of professional boundaries.
- Some signs of compromised boundaries are:
-
Information
Staff will avoid requesting information that is not necessary for the purposes of providing support. Further, staff shall not disclose any unnecessary personal information relating to themselves or others at MRO. This is important, especially when the disclosed information has the potential to affect the professional relationship. Before making any voluntary disclosures, employees should always question the motive behind the disclosure, whether the information would help the person and consider the unintended consequences that can arise from the disclosure.
Gifts
In general, gifts should not be exchanged between staff and trainee/families, and this should be clearly communicated early in the professional relationship. However, it is understood that in certain situations, cultures, and contexts, refusing of gifts could appear as offensive and may damage the established good working relationship. In these cases, this should be discussed with the relevant manager.
Prohibited relationships
While providing support, staff may develop feelings for trainees, their relatives, or carers and vice versa. Employees must remember it is their responsibility to conduct themselves professionally and maintain professional boundaries with the trainees we support. If a staff member notices a change in the relationship or signs they or another party seeks a change in the relationship, they must inform their manager and discuss ways to continue to maintain the professional nature of the relationship.
Staff must never seek out relationships with former or current trainees/family/carers and will use caution with exchanging messages and making connections on social networking sites and other electronic means with those we care for, as this can blur the safe zones of professional boundaries. If staff have concerns or questions about appropriate behaviour, they should consult their manager.
-
- Some examples of relationships that are prohibited are:
- Personal relationship (being friends, assuming the role of a parent/guardian)
- Any sexual relationship
- Financial or business relationship (entering contracts, giving, or lending money, etc.)
- Some examples of relationships that are prohibited are:
Support
Where a staff member has a concern or question about professional boundaries, they should seek guidance from their manager. This is especially true where an employee has a personal relationship that may impact their ability to perform their role and breaches the definition of a “professional boundary”.
Disciplinary Action
Where there has been a report of a possible professional boundary breach the matter will be investigated and may result in disciplinary action. The severity of the disciplinary outcome will depend on the seriousness of the breach
Return & Refund Policy
Thanks for shopping at Moray Reach Out.
If you are not entirely satisfied with your purchase, we’re here to help.
Effects of Cancellation
If you cancel your contract with us and goods have already been sent to you, then you must return the goods to us as soon as possible after informing us off your decision to cancel. You will be responsible for the cost of returning the goods. We will not be responsible for any damage or loss to the goods that occurs before they are returned to us, including while the goods are in transit.
Refunds and Returns Policy
- Returns – You have 21 calendar days to return an item from the date you received it. To be eligible for a return, your item must be unused and in the same condition that you received it. Your item must be in the original packaging with all MRO tags still attached. Your item needs to have the receipt or proof of purchase. After 21 days, all sales are final and refunds will not be accepted.
- Refunds – Once we receive your item, we will notify you that we have received the product and we will then inspect it. Once inspection is complete, we will immediately inform you on the status of your refund. If your return is approved, we will initiate a refund to your credit card (or original method of payment). You will receive the credit within 3-5 working days, depending on your card issuer’s policies.
- Shipping – You will be responsible for the cost of returning your item(s). Shipping costs are non-refundable. If you receive a refund, the cost of return shipping will be deducted from your refund.
Contact Us – If you have any questions on how to return your item to us, call us on 01542 834434 or email orders@morayreachout.org.uk