In the course of Home-Start in Suffolk and Home-Start UK (“we”/”us”) providing support and friendship to your family, 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 UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
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:
We may also collect information from any individual/agency that has referred your family to us.
We will also collect data through Microsoft forms , Google forms or JotForms to gather feedback and potential visual and audio materials to use across social media and other promotional networks to promote Home-Start in Suffolk.
INTERNAL
We use the following online services to hold and process your data:
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 share relevant personal information with organisations we hold contracts or funding agreements with to deliver services. This includes, but is not limited to, Suffolk County Council.
We may share your personal information with Home-Start UK for statistical analysis and the promotion of our work nationally, as well as for any reporting requirements for funders who support the network on a national level. This will be on a pseudo-anonymised basis (e.g., anonymising 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 provided 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.
We will retain your personal information for 12 months after we have finished providing support to respond to any questions, complaints, or claims made by you or on your behalf, to show that we treated you fairly, and to comply with record-keeping requirements by law. We keep different types of information for different lengths of time. Further details can be found in our GDPR & Confidentiality Policy, available upon request.
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.
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:
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.
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.
Please contact us if you have any questions about this Privacy Notice or the information we hold about you as detailed. Telephone 01473 621104 or email headoffice@homestartinsuffolk.org