Home Start North East Aberdeenshire 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 Home Start 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, charity and company legal requirements.
Topics covered in this Notice:
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- What information do we collect about you?
- How will we use the information about you?
- Who will we share the information with?
- How information is retained and kept safe?
- Marketing
- Access to your information and correction
This Privacy Notice is a statement to Families, their partners, children over 16 years of age or over, service users, the public, stakeholders, 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 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 social events. The information we collect will include personal data and sensitive data.
Information is collected in a number of ways; referral details may be via your health visitor, your social care professional; statutory services; voluntary sector organisations; schools or directly given by you.
How will we use the information we collect about you?
We collect information about you to assess your need, set objectives, prioritise, allocate services and match volunteers.
How we use information:
• To help inform decisions that we make about your support
• To ensure the services and support you receive is safe and effective
• To develop objectives and assess risk
• To work effectively with other organisations who may be involved
• To review support provided to ensure it is of the highest standard possible
• To prepare statistics and evaluate on organisational performance
Who will we share the information with?
We may share your information with Community Health Care – Health Visitors, Aberdeenshire Council - Schools, Social Care, Army Welfare, your ‘matched’ volunteer, the organisation who referred you and other regulatory bodies.
We will not disclose any information to third parties without your explicit consent, unless there are exceptional circumstances, such as when the health or safety of others is at risk or where the law requires the disclosure of information.
As part of our funding we may also need to share statistical and general information from your records with other organisations such as Aberdeenshire Council or other funding bodies. This information will be anonymised to ensure your identity cannot be established.
We may also be asked to share basic information about you, such as your name and parts of your address, which does not include sensitive information. Generally, we would only do this to assist the third party to carry out their statutory duties. In these circumstances, where it is not practical to obtain your explicit consent, we are informing you through this notice, which is referred to as a Privacy Notice, under the Data Protection Act.
How information is retained and kept safe?
Information is retained 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.
Marketing
We would like to keep in touch with you about the vital work we do for Families, our fundraising appeals and opportunities to support us. We will never sell your data and we promise to keep your details safe and secure.
Social Media
We operate a number of social media pages via Facebook. 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.
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.
All personal data will be retained for up to a maximum of seven years following the date it was submitted, at the end of which period it will be deleted from our systems, unless requested by users.
Who has access to your information?
We may disclose your personal data to any member of our group of charities in the Home-Start network insofar as reasonably necessary for the purposes set out in this notice.
We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
In addition to the specific disclosures of personal data, we may also disclose your personal data where such disclosure 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.
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:
Home Start North East Aberdeenshire, Crimond Medical and Community Hub, Logie Avenue West, Crimond, AB43 8QJ.
Email:
