Our Place delivers provision to help people make positive changes in their lives with mentoring, personal development and support services. The delivery of these services requires Our Place to collect, hold and process personal information. This privacy statement outlines to service users why we collect personal information is collected and processed.
WHO IS THE DATA CONTROLLER?
Data controller refers to the organisation that determines the purposes for which and the manner in which any personal data are, or are to be, processed.
Our Place Community Hub CiC is the data controller of all personal information submitted by individuals; or by organisations on behalf of those wishing to access Our Place support services.
Our Place have two identified Data Protection Officers who are responsible for safeguarding the information held and processed by Our Place Community Hub. These representatives can be contacted by email to firstname.lastname@example.org or via letter to:
Data Protection Officer
Our Place Community Hub
THE INFORMATION WE COLLECT AND HOW IT IS USED
The personal information collected from service users accessing our support is used primarily to provide the most effective support for the individual be it mentoring, advice or training.
The following data is used to produce management reports. These reports are used to measure the size of our projects and impact of our services:
- Point of referral
- Which of our services have been accessed
- When services have been accessed
- For what period/duration services have been accessed
- Service evaluation feedback
Management reports will not include identifiable information including: Name, Address, Contact Details, Date of Birth, Detailed Referral Information.
SHARING PERSONAL INFORMATION
Our Place Community Hub support services will only share personal information in the below circumstances:
- With full consent (In addition to the consent given at point of referral) of the service user should it be considered sharing their personal information with another organisation will be beneficial to the individual.
- If it is believed (with suitable evidence) that the individual is at risk of harming themselves or others. In this instance the individuals GP, adult services and/or children’s services will be informed allowing action to be taken to safeguard the individual and those around them.
HOW LONG WE HOLD PERSONAL INFORMATION
Our Place hold personal information for 3 years after the case is closed before securely destroying or deleting. Information is retained for this duration of time as some service users return to Our Place for further support after initial disengagement. In these instances, a history of individuals prior support is beneficial to enable Our Place to offer the most effective service.
THE RIGHT TO WITHDRAW CONSENT AT ANY TIME
Our Place support services are delivered to services users on a voluntary basis; there is no obligation to access services and individuals may withdraw consent at any time and the service delivery will immediately cease.
If consent is withdrawn by a parent/carer and Our Place have reason to believe the withdrawal of the service puts the child or another person at risk, Our Place retain the right to escalate these concerns to Childrens Services.
THE RIGHT TO BE FORGOTTEN
Under specific circumstances individuals have the right to have personal information erased.
Where individuals believe that the storage or processing of their information is causing unwarranted and substantial damage or distress they may request to ‘be forgotten’. This request must be made in writing stating the below information:
- Date of Birth
- Service accessed with Our Place
- Reason for request for information to be erased.
Any requests will be considered by our Data Protection Officers and a decision will be communicated in writing in no less than 30 working days.
The ‘right to be forgotten’ does not provide an absolute right to erasure. Where information held or processed by Our Place is deemed to be in the interest of public safety, in relation to the safeguarding children or vulnerable adults or is done so to comply with legal obligations, the ‘right to be forgotten’ will be declined.
Requests should be made in writing or via email, addressed to the Data Protection Officer
SUBJECT ACCESS REQUEST
Individuals have the right to request data that is held and processed about them, this includes any information that identifies them.
A Subject Access Request can be made in writing to the named Data Protection Officers. The request must clearly state what information is being requested. A response will be provided within 30 days of receiving the Subject Access Request.
Prior to releasing any information the requestor must prove their identity.
A Subject Access Request may be denied if:
- The identity of the requestor cannot be verified
- The data held also identifies another individual
- The data held is likely to cause harm or distress to the requestor
- The request is deemed to be manifestly unfounded or excessive
HOW TO MAKE A COMPLAINT
In the first instance complaints should be brought to the attention an Our Place Data Protection Officer by letter or email (Details above) Should the Data Protection Officers be unable to resolve your complaint a written complaint can be made to:
Board of Directors
Our Place Community Hub
Formal written complaints will receive an acknowledgement in writing within five working days. The complaint will be considered by a member of the Directors Board and a response sent in writing within ten working days.
WHAT IF YOU DO NOT CONSENT TO PERSONAL DATA BEING HELD
Due to the nature of the services offered by Our Place support services we are only able to provide accurate advice and support when all relevant personal details and information is supplied. Where consent to provide details is withheld Our Place are unlikely to be able to offer support.