The event organiser, Home-Start Flintshire, has the legal responsibility to tell ticket buyers and event attendees how their personal information will be collected and used. You can find their Privacy Policy below or contact them to request it.
Family Consent Summary
Personal details held
In the course of your time with Home-Start Flintshire we will have some of your personal details kept securely on a file in electronic format. This information will be what you have consented to send us on our initial referral form to us, and includes:
- Your address and contact details.
- The names and date of births of your children.
- You and your partner’s date of birth, gender, and ethnicity.
- Details of other professional involved in your family i.e. health visitor, GP, social worker.
- The needs of your family i.e. any medical or social issues.
Through your time here with us we may also collect the following (in anonymised format), which will be:
- How you are feeling about being supported by us.
- Your levels of coping on key areas of your family life.
- Other areas of coping, development or issues which are directly related to a current project or funder.
- Changes to your health and social needs.
- What your volunteer has been doing during his or her time with your 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
Be assured that we only keep what is necessary in order for us to support your family. As much as possible we limit what we keep and transfer your details into an anonymised number format.
Referrals
It may be that you require assistance from another outside organisation, such as the local food bank, taxi service etc. We will ask your permission before giving them your personal details. We will check that this organisation is compliant with the new data protection procedures before passing your information on.
Our funders’ requirements
We are a small self-funded local charity and rely solely on donations from grant providers. In turn for their funding they ask us to provide them with data to prove that we are doing what we said we would do. At no time are your personal details shared. All information given is in data format for example, we may say that we have supported, 70% of families who suffer with mental ill-health, 60% who feel isolated etc. On occasion, to show our work, we 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.
Within Home-Start Flintshire
To ensure that we support your family to the best of our ability, your co-ordinator and volunteer will hold regular meetings to discuss our role within your family. To ensure that we are doing all we can to help you, your co-ordinator is supervised every three months and your situation and support will be discussed. At no time is your information shared with anyone else.
Social Care
If your family is involved with Social Care then we must share information with them and the other professionals involved.
Destruction of personal data
Any emails or information that you provide to us will be destroyed as soon as we have used them. Personal details that we keep will be securely destroyed 12 months after your time with us has ended. This increases to 6 years IF there have been formal concerns about the safety of you or your children.
What you can request and what you can expect
- With identification and 30 days notice, you can request access to your information. This does not include any documents that we have not written. You will not be charged for this.
- That we make any changes to your personal information immediately.
- Object to us sending you anything that you have not requested.
- Request that we delete any information that we hold on you if there is no compelling reason why we have it, or the reason we collected it no longer exists.
- We are required to request renewal of your consent to keep your details every 24 months
There are many other rights now related to your personal data (please see www.ico.org.uk/for-the-public). Home-Start Flintshire has always been very protective of privacy i.e. we have never passed details to third parties without consent nor have we used automated mail shots, and we do not intend to start now!
If you are not satisfied
Please do tell us if you are not satisfied with the way we have processed your personal data. We will aim to resolve any query or issue you have as soon as possible. If you are still not happy, or wish to raise a further query or complaint you can contact the Information Commissioners Office at https://ico.org.uk/concerns or phone them on 030 123 1113.
If you would like to discuss this form in more detail, please do call the office and ask to speak with a member of staff.
PRIVACY NOTICE and CONSENT STATEMENT
In the course of the scheme and Home-Start UK providing support and friendship to your family and monitoring and evaluating your needs, we collect and hold certain personal information about you. We will only do so with your explicit consent and in accordance with all applicable data protection legislation, including the General Data Protection Regulation.
Information collected
The personal information collected by us will be limited to that which is essential to allow us to provide the support you require and deserve. This will include:
- Names, genders, addresses, telephone numbers and e-mail addresses.
- Employment, immigration statuses, disabilities (such as physical or learning disabilities) and racial/ethnic origins.
- Data concerning health and sex life (such as substance abuse, domestic abuse, mental health, depression and pregnancy).
- Details of any ancillary support services/agencies being used by the family (such as family GP, health advisors, social workers, mother & baby clinics, children’s centres, CAMHS, CPN/mental health, debt counselling, legal support, employment, housing support, education and dentistry).
- In the case of children, additional information as to whether the child is subject to assessment needs (such as TAF/JAF/CAF/UNOCINI) or a child care/protection plan, or is a child in need.
We may also collect information from any individual/agency that has referred your family to us.
How we will use your personal information and who it will be shared with
Internal
Our volunteers discuss your support with the appropriate organiser/co-ordinators, who in turn discuss your support with their line managers. Discussions take place in a confidential setting, for the purposes of supervision and to ensure the best possible support to your family. Volunteers meeting together for peer support do not share information that may identify, or breach the confidentiality of your family.
All information provided to our board of trustees for the purpose of assessing the level of referrals, local trends or case studies shall be anonymised.
External
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 will inform funders and your health visitor (and other agencies involved with your family) that you have sought support from us (including the nature and level of such support) and provide them with statistical and general information. In the event your family has been referred to us, we shall share the same information with your referrer (this will include any changes to the support and informing the referrer when the support comes to an end).
We may share your personal information with Home-Start UK 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 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 may share your personal information with our external auditors for quality auditing purposes but only in the presence of your organiser/co-ordinator and only after the auditors have providing us with all necessary written undertakings to preserve the security and confidentiality of your information.
We will share personal information with law enforcement or other authorities if required by applicable law (including, in line with our Safeguarding and Promoting the Welfare of Children/Safeguarding Adults at risks policies, where there are concerns about the safety or wellbeing of a child or adult at risk and it is considered necessary for their welfare and protection).
We will not share your personal information with any other third party without first obtaining your explicit consent.
How long your personal information will be kept
We will keep your personal information after we have finished providing our support to respond to any questions, complaints or claims made by you or on your behalf, to show that we treated you fairly and/or to keep records required by law. We will not keep the information for longer than necessary. We keep different types of information for different lengths of time (further details can be found in our Information Governance Policy which is available on request).
Keeping your personal information secure
We have appropriate security measures in place to prevent your information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information 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.
Your Rights
You have a number of important rights which you may exercise in relation to your personal information free of charge. In summary, those include rights to:
- access your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;
- require us to correct any mistakes in your information which we hold;
- require the erasure of personal information concerning you in certain situations;
- receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
- object at any time to the processing of personal information concerning you for direct marketing
- object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- object in certain other situations to our continued processing of your personal information; and
- otherwise restrict our processing of your personal information in certain circumstances.
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 on 01352 744060.