Home-Start Medway 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:

• 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

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.

These records may include the following information relevant to you, your partner and the children you care for and anyone else who is part of your household:

• Basic details, such as name, address, phone number, date of birth, next of kin, GP, Health Visitor details
• Contact we have had and home visits
• Information from people who are involved with your family, such as schools, health professionals, social services and relatives.
• Children’s information may include schools or nursery attended.
• Income and financial details
• Details and records of treatment and medications

It is important for us to have a complete picture as this information assists staff involved to deliver and provide appropriate support to meet your needs.

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.

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information.  More detail on how we use cookies is on our website.

How will we use the information 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 the information be shared with?

We may share your information with:

Medway Community Health Care – Health Visitors, Medway Council – Schools, Medway Council – 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 Medway Council or other funding bodies, this information will be anonymised to ensure your identify cannot be established.

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.

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

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:

Data Protection Officer/ Scheme Manager

Home-Start Medway
L5 Temple Court, Knights Park, Knight Road, Strood, Kent, ME2 2LT

Email: manager@home-startmedway.org.uk

Telephone: 01634 570717

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