SAHWR - Privacy Statement:
Introduction:
SAHWR is committed to protecting the privacy of everyone who uses or is involved with the provision of our services. This includes clients, relatives, employees, potential candidates and our board members. This privacy statement aims to explain what personal data we collect and process, how we collect it, who we share it with and the reasons for sharing. It will also explain how we keep your data secure.
If you have any questions about this privacy statement or our data processing, please contact info@sahwr.org.uk
What information do we collect, use and why?
We collect or use the following information to provide services and goods, including delivery and third party referrals:
Names and contact details.
Date of birth.
Emergency contact details.
Service history.
Health information (including medical conditions, test results, allergies, medical requirements and medical history).
Information about support requirements.
Information about income and financial needs for funding or personal budget support.
Website user information (including user journeys and cookie tracking).
Information relating to compliments or complaints.
We also collect or use the following information to provide services and goods, including delivery and third party referrals:
Racial or ethnic origin.
We collect or use the following information to receive donations or funding and organise fundraising activities:
Names and contact details.
Addresses.
Tax payer information (for Gift Aid purposes).
We collect or use the following personal information to comply with legal requirements:
Name.
Criminal offence data.
We also collect or use the following information to comply with legal requirements:
Racial or ethnic origin.
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details.
Information relating to health and safety (including incident investigation details and reports and accident book records).
How do we collect personal data from you?
We will collect personal information about you from you, from other agencies if you are referred to us. You will always be aware of this information being shared and we will then inform you of our privacy statement.
We may also receive personal information if you apply for a job, or volunteer with us.
Our collection of personal information is contained within schedules 2 of the Data Protection Act (2018).
What type of information is collected about you?
The personal information we collect about you depending on the purpose might include your name, address, email, phone number, date of birth. If you are visiting our offices you may appear on our CCTV or have to provide a copy of your ID or personal information including your phone number.
If you are a client:
If you use our support services we will need to collect information such as your name, age, address, gender, national insurance number and other personal information relating to your health and wellbeing. In order to provide a full support service, we may also collect some information about family members.
If you are staying in one of our refuges then you should be aware that we have CCTV for security purposes. It may also be required for you to provide a photo for our files. This is to ensure your overall safety.
Working for us:
If you apply or work for us, we will store your personal information which will include your employment history. We will also need to keep information relating to any convictions, cautions or reprimands for the purpose of risk assessing your potential employment.
If you are employed by us, there will be additional personal information held by us, which will include your bank details. We will hold information relating to your employment such as references from previous employers, information about salaries, performance information (including disciplinary and grievance details).
We may have to hold health information if you are providing us with medical information relating to your health. If you are provided with a fitness to work note, it is standard practice for this to be seen by your line manager.
How we use your information:
We may use your information for any of the following purposes, depending on our relationship with you.
When we collect data from our clients and their families, we do so to support them and to be able to protect their safety and wellbeing. We also collect and store data for the purposes of audits, quality assurance and incident reporting.
We collect personal data about job applicants and employees for administrative purposes and to comply with employment and safeguarding legislation, such as referrals to Disclosure and Barring Service.
For our fundraising and donations, we collect data in order to process your donation and to share information about donations in communications.
We respect your rights and privacy and are committed to protecting your data. If you would like any further information about the data we collect, you can contact any manager in the service.
If you would like to withdraw your consent to collecting data, it is your right to do so and we will act accordingly.
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure - You have the right to ask us to delete your personal information.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
Your right to object to processing - You have the right to object to the processing of your personal data.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please Contact Us.
Our lawful bases for the collection and use of your data:
Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:
Consent - we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
Legal obligation – we collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
Consent - we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legal obligation – we collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Public task – we collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
Consent - we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legal obligation – we collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Public task – we collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Consent - we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
How long will we keep your information?
We will only keep your data in an identifiable format for as long as we need it to fulfil our legal or regulatory obligations, or until you withdraw your consent.
We may retain your personal data for longer than required by law if it is in our legitimate business interests and not prohibited by law. We will continue to use and disclose such data in accordance with this privacy policy.
Your consent:
On correspondence requesting consent from you we will ask what types of communication you would like. If you would prefer a particular format of communication and again, consent from you is explicit.
We will regularly ask you if you would like to update your data preferences and you can withdraw your consent at any time. However, there are legal obligations we may still have to adhere to.
We take the security of your personal data very seriously and use a variety of technical and physical processes to prevent unauthorised access. This includes firewalls, digital surveillance and encryption as well as lockable storage units and CCTV.
If you are concerned about your data:
If you are concerned about your data, what data we collect, store or share. You can contact the SAHWR Staff Member below to discuss this further:
Gemma Magee-Herd
Head of Domestic Abuse Services
Your rights to complain:
If you are concerned that we breached your privacy in any way we urge you to contact us so that we can work with you to resolve the issue.
If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office at the address below:
Wycliffe House, Water Lane, Wilmslow. Cheshire. SK9 5AF.
Telephone: 0303 123 1113
Email: casework@ico.org.uk
Changes to this policy:
We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we will notify people who’s personal data we hold and how they are affected.
Approval:
Approved By: SAHWR Board of Trustees
Approval Date: September 2024
Policy Review Date: September 2026