PRIVACY NOTICE

Privacy Notice Home-Start Spelthorne

At Home-Start Spelthorne we’re committed to protecting and respecting your privacy.

This notice explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.

Any questions regarding this notice and our privacy practices should be sent by email to info@home-startspelthorne.org or by writing to Home-Start Spelthorne, The Resource Centre, Staines Park, Commercial Road, Staines-upon-Thames, Middlesex, TW18 2QW. Alternatively, you can telephone 01784 463200.

• Who are we?
• The personal data we collect from you, how we collect and how we use it depending on your relationship with Home-Start, please see the Appendix below which applies to you.
• Your Rights
• Keeping your information safe – IT security
• Keeping your information up to date
• Young people
• Vulnerable circumstances
• Changes to this notice
• Review of this notice
• How to complain
• How to contact us

Who are we?

Home-Start Spelthorne is committed to protecting your personal information and to being transparent about what information we hold. Home-Start Spelthorne understands its obligations to you to help you understand how and why we process your personal data. We will only do so in accordance with all applicable UK data protection legislation, including the General Data Protection Regulation. In this notice ‘Home-Start’, ‘we’, ‘us’ or ‘our’ means:

• Home-Start Spelthorne a charitable incorporated Organisation (CIO)
• Charity no. 1160026

The personal data we collect from you, how we collect and how we use it depending on your relationship with Home-Start, please see the Appendix below which applies to you,

• APPENDIX 1 – Human Resources (employees, trustees, volunteers and job applicants)
• APPENDIX 2 – Website Visitors (cookies)
• APPENDIX 3 – Supporters (fundraising & communication)
• APPENDIX 4 – Home-Start and CharityLog
• APPENDIX 5 – Families using our services

Your Rights

Under UK data protection law, you have certain rights over the personal information that we hold about you. Here is a summary of the rights that are likely to apply to you when we are processing your personal information, we think apply:

Right of access

You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply. If you want to access your information, please contact us via email, telephone or post (see below).

Right to have your inaccurate personal information corrected

You have the right to have inaccurate or incomplete information we hold about you corrected. The accuracy of your information is important to us so we’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or if you believe any of the other information we hold is inaccurate or out of date, please contact us via email, telephone or post (see below).

Right to restrict use

You have a right to ask us to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy, or we’re not lawfully allowed to use it.

Right of erasure

You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions; we will do so as far as we are required to by law. In many cases, we will anonymise that information, rather than delete it.

Right for your personal information to be portable

If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, for example, when you shop from our website, you may ask us to provide it to you or another service provider in a machine-readable format.

Right to object

You have the right to object to processing where we are using your personal information based on legitimate interests, (or for statistical/research purposes).  In these circumstances we will consider your request against our legitimate reasons for continuing to process your information.

You have an absolute right to object to direct marketing.  If you wish to opt-out of receiving marketing materials from us at any time, please contact the address below.

If you want to exercise any of the above rights, please contact us. We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.

Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office.

Keeping your information Safe

When you give us personal information, we take steps to ensure that appropriate technical and organisational controls are in place to protect it, such as Firewalls, anti-virus protection and encryption.   We undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriately trained staff, volunteers and contractors on a need to know basis.

Keeping your information up to date

We take reasonable steps to ensure your information is accurate and up to date. We really appreciate it if you let us know when your contact details change.

Young People

We are concerned to protect the privacy of young people under the age of 18. We will explain what data is held and how that data is being processed We take responsibility for identifying the risks of processing data and mitigate these risks accordingly.

Vulnerable circumstances

We are committed to protecting vulnerable people and appreciate that additional care may be needed when we use their personal information. In recognition of this, we observe good practice guidelines in our interactions with vulnerable people.

Changes to this notice

Any changes we may make to this privacy notice in the future will be posted on our website so please check this page occasionally to ensure that you are happy with any changes. If we make any significant changes, we will make this clear on this website.

Review of this Privacy notice

We keep this notice under regular review. This notice was last updated in February 2020

For further information on each of these rights, including the circumstances in which they apply, visit the Information Commissioner’s Office (“ICO”) website at https://ico.org.uk/for-the-public

If you would like to exercise any of the rights, please email, call or write to us using the details in ‘How to contact us’ below, let us have enough information to identify you, let us have proof of your identity and address, and let us know the information to which your request relates.

How to complain

Please report any complaint to the details set out in ‘How to contact us’ below. We hope we can resolve any query or concern you raise about our use of your information. You also have the right to lodge a complaint with the ICO who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.

How to contact us

Please contact us if you have any questions about this Privacy Notice or the information we hold about you at The Resource Centre, Staines Park, Commercial Road, Staines-upon-Thames, Middlesex, TW18 2QW. Tel no. 01784 463200 Email: info@home-startspelthorne.org

Our Data Protection Lead is Anne Damerell (Trustee)

APPENDICES

1. Human Resources (a) employees

How do we collect information from you?

The information we hold about you is primarily information you provided when applying for your job, supplemented by information generated in the course of your employment.

What type of information is collected from you?

• Your name, address, contact details
• Unique personal identifiers, e.g. date of birth, photographs
• Your attendance at Home-Start Spelthorne
• Personal data provided by you for a specific purpose, e.g. disability
• Copies of passports, visas and any other documentation required to ensure compliance with Home Office requirements
• Details of your education and qualifications
• Your application
• Job title, grade and salary
• Reporting and managerial responsibilities
• Details of your career
• References
• Your contract of employment
• Performance reviews
• Disciplinary, grievance and capability procedures
• Accidents at work
• Details about any medical conditions
• Details of any training received
• Time and attendance details
• Bank account details for salary and pension purposes
• Interview tests/results

Sensitive personal data held by Home-Start Spelthorne

We require to use some personal data that is considered under data protection law to be ‘special category data’ for example, in relation to your health or ethnicity.  We also use some other data which you may consider to be sensitive such as financial information.  The information we hold is that which you provide to us (e.g. you may give us information when you applied for your role, or in response to staff surveys)

Records may contain:

• Individual demographic information in compliance with legal requirements (such as marital status, national identifier, passport/visa information, nationality, citizenship, military service, disability, work permit, gender)
• Health issues requiring adaptations to your working environment
• Leaves of absence such as maternity leave, sickness absence, etc
• Health and safety incidents, accidents at work and associated records.

How and why is your information used?

We are required to use your personal data for various legal and practical purposes for the administration of your contract of employment, without which we would be unable to employ you.  Holding your personal data enables us to meet various administrative and legal obligations, (e.g. for tax purposes).

How long is your information kept for?

We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected, and in accordance with our Data Protection Policy.  Data will be securely destroyed when no longer required. Where you exercise your right to erasure, we will continue to maintain a core set of personal data (name, dates of employment and date of birth) to ensure that we do not contact you or process your data again inadvertently in future, and to maintain your record for employment record purposes

We reserve the right to judge what information we must continue to hold to be able to fulfil our contract with you.

Who has access to your information?

Personal data, including sensitive personal data, may be shared with members of staff, including trustees, who legitimately need the information to carry out their normal duties to support your time with us.  We endeavour to ensure that special category personal data is only shared with colleagues with your explicit consent.  However, circumstances may arise where this data is shared with colleagues without obtaining your consent.  This will only occur in compliance with data protection law if it is necessary to protect your vital interests or the vital interests of another person, or for certain other reasons where it is not possible or appropriate to gain your consent such as disclosures to the police for prevention or detection of crime, or to meet statutory obligations.  We may disclose certain personal data to third parties.  These third parties, and the purpose for sharing the information, are set out below:

• Relevant data may be shared with your next of kin but only with your consent or in an emergency
• Relevant data may be shared with the Home-Office, UK Visas and Immigration for the purpose of proving eligibility to work in the UK
• Data may be shared with reputable “data processors” for the purpose of sending communications, e.g., staff surveys
• With your permission we may share information about you for publicity and marketing purposes online, in print and on social media

Otherwise we do not share data with any third party, except as allowed for in other privacy notices or required by law for example with HMRC, DWP, Police or Courts. 

Lawful Processing

The lawful basis for processing your personal data is necessary for the performance of your employment. There is a contractual requirement for you to provide much of the information detailed.  Without this we are unable to fulfil our obligations which could result in termination of contract.

1. Human Resources (b) Trustees and volunteers

How do we collect information from you?

The information we hold about you is primarily information you provided when applying for a volunteer/trustee role. Further information may be recorded during your time with Home-Start

We will collect this information in a variety of ways including directly from you, and from third parties as outlined below:

• Former employers or other referees
• Professional bodies relevant to your profession
• Disclosure and Barring Service
• Occupational Health providers
• HMRC, DWP and other statutory agencies

What type of information is collected from you?

• Your name, address, contact details
• Unique personal identifiers, e.g. date of birth, photographs.
• Your attendance at Home-Start Spelthorne
• Personal data provided by you for a specific purpose, e.g. disability, medical conditions
• Copies of passports, visas and any other documentation required to ensure compliance with Home Office requirements
• Your application
• References
• Supervision notes
• Accidents at work
• Details of any training received
• Time and attendance details
• Bank account details for expenses purposes

Sensitive personal data held by Home-Start Spelthorne

We require to use some personal data that is considered under data protection law to be ‘special category data’ for example, in relation to your health or ethnicity.  We also use some other data which you may consider to be sensitive such as financial information.  The information we hold is that which you provide to us (e.g. you may give us information when you applied for your role, or in response to staff surveys)

Records may contain:

• Individual demographic information in compliance with legal requirements (such as marital status, national identifier, passport/visa information, nationality, citizenship, military service, disability, work permit, gender)
• Health issues requiring adaptations to your role
• Leaves of absence such as maternity leave, sickness absence, etc
• Health and safety incidents, accidents while fulfilling your role with Home-Start Spelthorne and associated records.

How and why is your information used?

We are required to use your personal data for various legal and practical purposes for the administration of your volunteering role.

How long is your information kept for?

We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected, and in accordance with our Data Protection Policy.  Data will be deleted when no longer required.

Who has access to your information?

Personal data, including sensitive personal data, may be shared with members of staff, including trustees, who legitimately need the information to carry out their normal duties to support your time with us.  We endeavour to ensure that special category personal data is only shared with colleagues with your explicit consent.  However, circumstances may arise where this data is shared with colleagues without obtaining your consent.  This will only occur in compliance with data protection law if it is necessary to protect your vital interests or the vital interests of another person, or for certain other reasons where it is not possible or appropriate to gain your consent such as disclosures to the police for prevention or detection of crime, or to meet statutory obligations.  We may disclose certain personal data to third parties.  These third parties, and the purpose for sharing the information, are set out below:

• Relevant data may be shared with your next of kin but only with your consent or in an emergency
• Relevant data may be shared with the Home-Office, UK Visas and Immigration for the purpose of proving eligibility to work in the UK
• Data may be shared with reputable “data processors” for the purpose of sending communications, e.g., staff surveys
• With your permission we may share information about you for publicity and marketing purposes online, in print and on social media

Otherwise we do not share data with any third party, except as allowed for in other privacy notices or required by law. 

Lawful Processing

The lawful basis for processing your personal data is necessary for the performance of your employment. There is a legal obligation for you to provide much of the information detailed.  Without this we are unable to fulfil our obligations.

1. Human Resources (c) job candidates

How do we collect information from you?

As part of our candidate application and recruitment process we collect, process and store personal information about you.  We process this information for a range of purposes relating to the recruitment process and this may include your application, assessment, pre-employment checks and your worker permissions.

What type of information is collected from you?

The following are some examples of the type of information we may process (there is a full list in the schedule at the end of this section)

• Personal details such as name, address, date and place of birth
• Work history/job data, previous employers, positions, dates
• Compensation; salary, benefits, bonuses
• Education and work history including professional qualifications and skills
• Employer feedback/references, to include regulated references where necessary
• Nationality, visa, right to work information (e.g., passport, National Insurance number)
• Results of pre-employment checks, such as DBS/PVG/Access NI checks where permitted under local law
• Assessment results, such as results from any interview exercise, or video or telephone assessment

During the process we also capture some personal data that is considered under data protection law to be ‘special category data’ about you, e.g., disability information.  We do this in order to make reasonable adjustments to enable all candidates to apply for jobs with us, to be able to take online/telephone assessments or interviews, to attend interview/assessment centres and to ensure that we comply with regulatory obligations with regard to hiring.

How and why is your information used?

In order to manage your application, we need to process certain personal information about you.  The purposes for this are set out below.  We only process your information as necessary for the purposes of progressing your application or as required by law or regulatory requirements, so not all of the purposes set out below will apply to you all of the time.

• Application: Application form, name, address, employment history, academic and professional qualifications, age, diversity, (i.e. gender, ethnicity, disability), nationality, previous disciplinary matters.
• Assessment: interview (face to face, telephone or video), exercise or test.
• Pre-employment: Right to work in the UK, qualifications, references

How long is your information kept for?

For unsuccessful candidates personal information will be retained for 6 months following the recruitment process.  For successful candidates all personal information collected as part of the recruitment process will be transferred to an employee personnel file and will be retained for six years following termination of employment

Who has access to your information?

The recruitment process will involve:

• Assessing and progressing your application
• Assessing your suitability (skills, strengths and behaviours) for the role
• Activities needed to complete on-boarding and screening processes should your application be successful

To enable these processes your personal information may be shared internally.  The information shared is limited to what is required by each individual to perform their role in the recruitment process. Your personal information may be shared with the following:-

• Appropriate Trustees
• The line manager
• The interview panel
• Finance (if application successful)

Our HR and recruitment systems are protected to ensure that unauthorised or unlawful processing of personal information, accidental loss or destruction of personal information does not occur. This is done in line with the Data Protection & Confidentiality policies.

Lawful Processing

Pre-employment checks

As part of the recruitment and selection process we will carry out pre-employment checks.  These checks are only performed on candidates who have been selected for a role.  Your consent will be requested before pre-employment checks are carried out.

Processing conditions

Our entitlement to process your personal information is governed under data protection law by a number of processing conditions.  This means we may rely on more than one of these conditions in order to process elements of your personal information throughout the recruitment process.

• We will process your personal information where it is required by law or regulation or it is in the legitimate interest of the applicant or our organisation.
• During the course of your application it may also be necessary for us to process your sensitive personal information as per the detail in Paragraph 2 above or Schedule 1 below.

Schedule 1 – Full list of information that we may process

• Name, work and home contact details
• Date and place of birth
• Education and work history
• *Individual demographic information in compliance with legal requirements (such as marital status, national identifier, passport/visa information, nationality, citizenship, military service, disability, work permit, gender)
• *Health issues requiring adaptations to working environment
• Job title, grade and job history
• Employment contract related information (including compensation, location, hours of work, etc)
• Reporting and managerial relationships
• *Leaves of absence (such as maternity leave, sickness absence)
• Photographs
• Disciplinary/grievance records
• Time and attendance details
• Bank account details for salary payment purposes
• Expenses such as travel
• Skills and qualifications
• Training history
• Results of original and ongoing employee screening (where relevant)
• *Health and safety incidents, accidents at work and associated records
• Face to face interview notes
• Interview test/exercise results

*These categories of information might potentially include some special category personal information.  Special category personal information is collected were we have a legal obligation to do so or if you choose to disclose this to us during the course of your relationship us.

1. Human Resources (d) referees

How do we collect information from you?

Your personal details have been provided to us by another person (applicant) who has indicated you as a referee. We must have a legal basis for processing your personal data.  We will only use your personal data in accordance with the terms of our privacy notice.

What type of information is collected from you?

• Name
• Name and address of company, position and relationship to applicant (when providing an employment reference)
• Personal address and relationship to applicant (when providing a personal or character reference)
• Telephone number and/or email address

How and why is your information used?

We will collect your personal data and process your personal data for the purpose of obtaining references for our applicant.

How long is your information kept for?

We will retain your personal data along with the applicant’s data for as long as is necessary.  Different laws require us to keep different data for different periods of time, which are detailed below.

Where the applicant is unsuccessful

If the applicant is unsuccessful after you have provided a reference the data will be kept for 6 months.  The electronic data will then be deleted and the paper data confidentially shredded.

Where the applicant is successful

If the applicant is successful the data will be transferred to their personnel file which will be kept for six years after the end of their employment. The electronic data will then be deleted and the paper data confidentially shredded.

Who has access to your information?

Where we need to share your personal data we require the recipients to treat your information as confidential and ensure the continued protection of your data whilst in their possession.  We will process your personal data with the following recipients:-

1. a) Appropriate Trustees
2. b) The line manager

Lawful Processing

The legal basis we rely upon when processing your personal data are:-

Legitimate Interest

To fulfil our recruitment requirements which obtaining references is a vital part of in order to ensure we are recruiting the best and most reliable people for our organisation

2. Website visitors

We are committed to safeguarding the privacy of our website visitors and service users; in this notice we explain how we will handle your personal data. We will ask you to consent to our use of cookies in accordance with the terms of this notice when you first visit our website.

Use of Cookies

Our website uses cookies. If you wish to use this website, then you will have accepted the cookie warning the first time you accessed the website.

About Cookies

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

Cookies are small text files that are placed on your computer by websites that you visit.

To learn more about cookies you can visit this website which has an article about them. http://en.wikipedia.org/wiki/Computer_cookie .

Types of Cookies

There are two main types of cookies used by web servers. They are persistent and session cookies. Persistent cookies remain on your computer system and expire at a date in the future unless they are updated or deleted from your system. They are used to retain information about preferences. The second type of cookie is a session cookie which remains on the computer system until the browser is closed.

The Cookies We Use

Google Analytics

These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages, what searches they may have done on the website. These cookies do not collect personally identifiable information. All information these cookies collect is aggregated and therefore anonymous.

This data helps us to understand:

• Which pages people visit on the site
• Which internet browsers are being used
• What is popular on the site

You can find out more about Google’s cookies on their privacy policy:http://www.google.com/intl/en/policies/privacy/ . You can also install the Google Analytics Opt-out tools in your browser:https://tools.google.com/dlpage/gaoptout

Google maps

These are session cookies that remember preferences you have when viewing a map which is on the website.

WordPress

The website is built with WordPress which uses a number of plugin applications. Some of these applications use cookies and some of them are persistent and remember choices you have made on the website. Others are session cookies which expire on exit from the browser.

3^rd Party cookies

We do not use any cookies through third parties for advertising or pushing advertising content to you. This is an advert free website.

Removing and Managing Cookies

You will find details on how to block and delete cookies from your computer as well as browsing history by exploring the setup of the browser you are using. All browsers offer the ability to block cookies or remove them. It is beyond the scope of this article to provide information on every browser in use on all devices. But below are some possible up to date links

 (a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);

(b)       https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);

(c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);

(d)       https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);

(e)       https://support.apple.com/kb/PH21411 (Safari); and

(f)        https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

Blocking all cookies will have a negative impact upon the usability of many websites.

If you block cookies, you will not be able to use all the features on our website.

Third party websites

Our website includes hyperlinks to, and details of, third party websites. This privacy notice only governs our websites and we are not responsible for the privacy policies that govern third party websites even where we have provided links to them.  If you use any link on our website, we recommend you read the privacy notice of that website before sharing any personal or financial data

Other

We may process any of your personal data identified in the other provisions of this notice where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

In addition to the specific purposes for which we may process your personal data set out in this section, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. Please do not supply any other person’s personal data to us unless we prompt you to do so.

Accessibility

Changing browser text size

If you find the text on our website too large or too small, you can adjust this through your browser. Instructions can be found below to change the text size for the most popular Internet browsers.

Microsoft Internet Explorer

If you are using Microsoft Internet Explorer, go to the View menu at the top of your browser window and select Text Size from the drop-down menu. From here you can choose the most appropriate size for you.

Mozilla Firefox and Netscape

Go to the View menu at the top of your browser window and select Text Size from the drop-down menu. From here you can increase or decrease the text size to suit your preference.

Operating System Shortcuts

Windows keyboard shortcuts

This generally works across all of the current browsers on a Windows System.

• Press Ctrl and + to increase the size

• • Press Ctrl and – to decrease the size
  • Press Ctrl and 0 to go back to the default size

Macintosh keyboard shortcuts:

This generally works across all of the current browsers on a MAC

• Press Cmd and + to increase the size
• Press Cmd and – to decrease the text size
• Press Cmd and 0 to go back to the default size

Browser Shortcuts – Other methods.

Safari on a Mac

Go to the View menu at the top of your browser window and select Make Text Bigger or Make Text Smaller from the drop-down menu.

Opera

Go to the View menu at the top of your browser window and select Zoom from the drop-down menu. From here you can choose an appropriate percentage.

Social Media

We operate a number of social media pages including Facebook and Instagram. Although this notice covers how we will use any data collected from those pages it does not cover how the providers of social media websites will use your information.  Please ensure you read the privacy notice of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.

Personal data of children

Our website services (e.g. Referral Form) may request children’s data. This data will be requested in order to initiate a referral for potential support to Home-Start service/s and this will be processed and held securely in line with our Data Protection policy. We keep your information for no longer than is necessary.

3. Our Supporters – Fundraising & Communications

How do we collect information from you?

We obtain information about you in the following ways:

Information you give us directly

For example, we may obtain information about you when you take part in one of our events, make a donation, apply to volunteer for us or when you register to receive one of our newsletters.

Information you give us indirectly

Your information may be shared with us by third parties, which might include independent event organisers, for example fundraising sites like Just Giving, virgin Money;

What type of information is collected from you?

The personal information we collect, store and use might include:

• your name and contact details (including postal address, email address and telephone number);
• your date of birth
• Emergency contact name and phone number
• information about your activities on our website and about the device used to access it, for instance your IP address and geographical location.
• information as to whether you are a UK taxpayer so we can claim gift aid; and
• any other personal information shared with us.

Data protection laws recognise certain categories of personal information as ‘special category’ and therefore requiring greater protection, for example information about your health, ethnicity and religion.

We do not usually collect special category data about you unless there is a clear and valid reason for doing so and data protection laws allow us to. For example, we may ask for your health information if you are taking part in one of our fundraising running events.

Where appropriate, we will make it clear why we are collecting this type of information and what it will be used for.

How and why is your information used?

You have a choice about whether or not you wish to receive information from us. We may use your contact details to provide you with information about the vital work we do for families, our fundraising appeals and opportunities to support us if we think it may be of interest to you.

Email/text/Phone/Post

We will only send you fundraising communications by email, text and telephone if you have explicitly provided your prior consent. You may opt out at any time.

How long is your information kept for?

We are committed to putting you in control of your data, so you are free to change your preferences at any time.

We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes). We review our retention periods on a regular basis.

Who has access to your information?

We do not sell or rent your information to third parties.

We do not share your information with third parties for marketing purposes.

Lawful Processing

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

Specific Consent

Where you have provided specific consent to us using your personal information in a certain way, such as to send you an email, text and/or telephone.

Legal obligation

Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where we are ordered by a court or regulatory authority like the Charity Commission or Fundraising Regulator for example, in relation to anti -money laundering purposes.

Vital interests

Where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual at one of our events) or a safeguarding issue which requires us to share your information with the emergency services.

Legitimate interests

Where it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).

We consider our legitimate interests to be running a charitable organisation in pursuit of our aims and ideals. For example, to:

• provide our services to support you and your family;
• send postal communications which we think will be of interest to you;
• conduct research to better understand our supporters and to improve the relevance of our fundraising;
• understand how people choose/use our services and products;
• determine the effectiveness of our services, promotional campaigns and advertising;
• monitor who we deal with to protect the charity against fraud, money laundering and other risks;
• enhance, modify, personalise or otherwise improve our services /communications for the benefit of our customers; and
• better understand how people interact with our website.

When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).

When we use sensitive personal information, we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law (for example, if we need to process it for employment, social security or social protection purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).

4. Home-Start & CharityLog

We may share your personal information with our Partner organisations i.e. Home-Start UK and Home-Start Surrey for the specific purposes of statistical analysis and the promotion of our work nationally as well as any reporting requirements for funders who support the network on a national or local level. This will be on a pseudo-anonymised basis (meaning that we will take steps to limit the ability for your personal information to be identified. This will normally include the anonymization of names and full addresses).

We will, on an anonymised basis, use your personal information to demonstrate the impact of our services. Any case study information shared will always be on anonymised basis unless we have further explicit consent from you.

We may share your personal information with our external auditors for quality auditing purposes but only in the presence of a scheme staff member and only after the auditors have providing us with all necessary written undertakings to preserve the security and confidentiality of your information. We are satisfied that our external Data processors CharityLog who provide our Database where your personal information is processed similarly do not use the data for any purpose beyond that specified.

We do not sell any personal information to any third party or use it other than for our specified purposes.

CharityLog

How do we collect information from you?

We use Charity Log to track outcomes from work undertaken with families being supported

What type of information is collected from you?

In the course of their time a family being supported will have some of their personal details kept securely in electronic format on the Charity Log system. This information can include:

• Carer’s and children’s date of birth, gender and ethnicity.
• Details of other professional involved i.e. health visitor, GP, social worker.
• The needs of family i.e. any medical or social issues.
• How a family is feeling about being supported by us.
• Levels of coping on key areas of family life.
• Other areas of coping, development or issues which are directly related to a current project or funder.
• Changes to health and social needs.
• What a volunteer has been doing during his or her time with family.
• A risk assessment to highlight any potential risks to us or our volunteers e.g. on-going neighbour dispute, dogs, possible parking issues etc

How and why is your information used?

Funders may request that we provide them with data to prove that we are doing what we said we would do to help support families. At no time are your personal details shared. All information given is in statistical format and on occasion, we may provide an anonymised case study of a family. No names or identifiable information is given, but this is an important way to show what a difference our support can make.

How long is your information kept for?

We will not keep the information for longer than necessary for the purpose(s) for which it was collected, and in accordance with our Data Retention Policy. 

Who has access to your information?

We limit access to Charity Log data to those who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Lawful Processing

Charity Log is used under the lawful basis that it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).

5. FAMILIES USING OUR SERVICES

How do we collect information from you?

Information you give us directly

We collect information about you and family members 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 events. 

Information from our staff

Our staff will create records about you while delivering services, for example by way of notes added to your case file

Information we receive from other sources

Your information may be received by us from third parties, which might include:

• agencies who are referring you to us;
• professionals and other support agencies, such as health visitors, social care professionals, other voluntary organisations or charities
• members of your family who are using Home-Start services

What type of information is collected and used about you?

The information we collect and use will include personal data and sensitive data (known as ‘special category data’ in data protection law).

These records may include the following information relevant to you, your partner and the children you care for and anyone else who is part of your household:

• your name and contact details (including postal address, email address and telephone number);
• your date of birth;
• contact details and background information of other members of your family
• your GP and Health Visitor contact details
• contact we have had with you, including home visits
• employment information
• children’s information may include schools or nursery attended
• information from people who are involved with your family, such as; schools, health professionals, social services and relatives and whether any children are subject to child protection/child in need plans or have other assessment needs
• information about your use of our website and about the device used to access it, for instance your IP address and geographical location.
• any other personal information shared with us.

Data protection laws recognise certain categories of sensitive personal information as ‘special category’ and therefore requiring greater protection, for example information about your health, ethnicity and religion.

We may collect and use the following types of special category information:

• disabilities, special educational needs or health condition
• details and records of medical treatment and medications
• your race, religion or beliefs or political views
• information about an individual’s sex life or revealing an individual’s sexual orientation
• criminal convictions that have been committed against an individual or which an individual has committed

How and why is your information used?

We will only collect and use the minimum necessary information needed for us to provide you with our services and for staff to deliver and provide appropriate support to meet your needs.

We use this information only to the extent necessary to provide the services to you that you have requested from us unless there are exceptional circumstances, such as when the health or safety of a child or others is at risk, or other situations where the law requires the disclosure of information.

If you do not provide us with information that we ask for and that we require, we may not be able to provide services to you. If you are uncomfortable about disclosing certain information to us or if you have any concerns or queries about why we require certain information, we are happy to discuss this in further detail with you.

In limited circumstances, we may ask for your consent to use your information (for example, for your experience with us to be used in Home-Start materials or on our website).  In these circumstances, we will always ask for your explicit consent beforehand, and we will tell you how you can withdraw your consent if you change your mind (which you can do at any time).

Receiving communications from us by Email/text/Phone/Post
You can choose if you wish to receive information from us or not. There are boxes you can tick to show your choices on the form which includes information about you and your family. If you want us to tell you more about our work and what we can offer you, please tick the relevant boxes on the form.

We will only send you marketing communications by email, text and telephone if you have explicitly provided your prior consent. You may opt out of our marketing communications at any time by clicking the unsubscribe link at the end of our marketing emails. We may send you marketing communications by post unless you have told us that you would prefer not to hear from us.

 If you do not want to be contacted for marketing purposes, we will not do that.  Your details will be kept so we can contact you for other reasons. For example, to change an appointment or let you know about a change at our office.

Where is your information kept and long is it kept for?

Information is retained in secure electronic and paper records and access is restricted to only those who need to know. Our guiding principle is that we are holding your information in strict confidence and in accordance with the law.

We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for depends on our requirements to provide our services and run our business or to comply with the law.   Case records are generally kept on our live system for up to 1 year, after which time they are deleted. In certain circumstances we may be required to keep records for a longer period, depending on the nature of the case and whether or not we are subject to separate legal obligations which require us to do this. 

Who has access to your information?

In order to provide you with our services, we will share your information internally within Home-Start on a need to know basis, to ensure we are providing you with a good service.  We may also share your personal information with some or all of the following parties, but we will always do this in compliance with data protection law:

• other charities and public sector organisations that may have referred you to us, may be providing services to you or that we may be working in partnership with
• health and education professionals (such as health visitors or head teachers)
• other family members (where you are comfortable with this)
• local council social work departments
• the Police, Courts
• safeguarders and other parties in connection with child or adult protection
• lawyers or other representatives that may be acting on your behalf
• statutory bodies in connection with legal and formal processes.
• third parties working on our behalf (for example, to support our IT systems, or to send you mailings). However, when we use these third parties, we disclose only the personal information that is necessary to deliver the services and we have a contract in place that requires them to keep your information secure and prevents them from using it for their own purposes.

We do not sell or rent any of your information to third parties.

We do not share any of your information with third parties for marketing purposes.

We will only share special category information with other organisations where that is necessary for legal reasons, or where there are other substantial public interest grounds.

Lawful Processing

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

Legitimate interests

Where it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).

We consider our legitimate interests to be running Home-Start as a charitable organisation in pursuit of our aims and ideals. For example to:

• provide our services to support you and your family;
• send postal communications which we think will be of interest to you;
• conduct research to better understand our customers and supporters and to improve the relevance of our fundraising;
• understand how people choose/use our services and products;
• determine the effectiveness of our services, promotional campaigns and advertising;
• monitor who we deal with to protect the charity against fraud, money laundering and other risks;
• enhance, modify, personalise or otherwise improve our services /communications for the benefit of our customers; and
• better understand how people interact with our website.

When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).

Specific Consent

Where you have provided specific consent to us using your personal information in a certain way, such as to send you email, text and/or telephone marketing.

Legal obligation

Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where we are ordered by a court or regulatory authority like the Charity Commission, or we are required to report a crime.

Vital interests

Where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual) or a safeguarding issue which requires us to share your information with the emergency services.

Our lawful grounds for processing Special Category data

When we use special category (sensitive) personal information, we require an additional legal basis to do so under data protection law.  Our basis for using such information is normally to provide our services of counselling, social care, and safeguarding children and individuals at risk of neglect or physical, mental or emotional harm and for protecting their economic well-being. Sometimes we may use another route available to us at law (for example, if we need to process it for social protection purposes, vital interests, or, in some cases, if it is in the public interest for us to do so).

Next: Return to Home