Information Collected Through the Site
Some personal data is collected through the site when you voluntarily choose to provide us with personal data.
The Contact Form – The information collected via the form simply allows us to reply to you/answer any questions, etc.
Leaving a Comment – If you leave a comment on the site, we ask for your name, email (which is not displayed on the site) and website (if you’ve got one). This information is used so other visitors will know who left the comment and to help us stop spammers.
Sharing and Usage on Collected Information
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
Privacy Notice & Consent Statement
In the course of the scheme and Home-Start North Dorset providing support and friendship to your family and 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 General Data Protection Regulation.
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:
- Names, genders, addresses, telephone numbers and e-mail addresses.
- Employment, immigration statuses, disabilities (such as physical or learning disabilities) and racial/ethnic origins.
- Data concerning health and sex life (such as substance abuse, domestic abuse, mental health, depression and pregnancy).
- Details of any ancillary support services/agencies being used by the family (such as family GP, health advisors, social workers, mother & baby clinics, children’s centres, CAMHS, CPN/mental health, debt counselling, legal support, employment, housing support, education and dentistry).
- In the case of children, additional information as to whether the child is subject to assessment needs (such as CAF/UNOCINI) or a child care/protection plan or is a child in need.
We may also collect information from any individual/agency that has referred your family to us.
How we will use your personal information and who it will be shared with
Our volunteers discuss your support with the organiser, who in turn discusses your support with their line manager. 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.
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 inform funders and your health visitor (and other agencies involved with your family) that you have sought support from us (including the nature and level of such support) and provide them with general information. In the event your family has been referred to us, we shall share the same information with your referrer (this will include any changes to the support and informing the referrer when the support comes to an end).
We may share your personal information with Home-Start UK for the specific purposes of statistical analysis and the promotion of our work nationally as well as any reporting requirements for funders who support the network on a national level. This will be on a pseudo-anonymised basis (meaning that we will take steps to limit the ability to for your personal information to be identified. This will normally include the anonymisation of 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 and only after the auditors have providing 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.
How long your personal information will be kept
We will keep your personal information after we have finished providing our support to respond to any questions, complaints or claims made by you or on your behalf, to show that we treated you fairly and/or to keep records required by law. We will not keep the information for longer than necessary. We keep different types of information for different lengths of time (further details can be found in our Information Governance Policy which is available on request).
Keeping your personal information secure
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:
- access your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;
- require us to correct any mistakes in your information which we hold;
- require the erasure of personal information concerning you in certain situations;
- receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
- object at any time to the processing of personal information concerning you for direct marketing
- object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- object in certain other situations to our continued processing of your personal information; and
- otherwise restrict our processing of your personal information in certain circumstances.
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.
How to complain
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.
How to contact us
Please contact us if you have any questions about this Privacy Notice or the information we hold about you as detailed below:
In writing to:Home-Start North Dorset
Office 2, The Exchange
Old Market Hill
Telephone: Office 01258 473038
Email: [email protected]
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The Cookies We Use
Google Analytics – These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is anonymous.
This data helps us to understand:
- Which pages people visit on the site
- Which internet browsers are being used
- What is popular on the site
- Which interactive tools are used by visitors
By using our website, you agree that we can place these types of cookies on your device.
Notification of Changes
We are not responsible for the availability or content of external sites that may be linked to, from the site. If you find a broken link or if you have any questions or concerns about a link, please contact us.
Home-Start North Dorset General Data Protection Regulations compliance statement
Home-Start is one of the leading family support charities in the UK. Home-Start volunteers help families with young children deal with the challenges they face. We support parents as they learn to cope, improve their confidence and build better lives for their children.
Information Commissioners Office (ICO) Registration
Home-Start North Dorset has registered with the Information Commissioners Office (ICO) under registration reference Z236351X.
Home-Start North Dorset are committed to ensuring the security and protection of the personal information that we process, and to provide a compliant and consistent approach to data protection. We recognise our obligations in updating and expanding this program to meet the demands of the GDPR.
Home-Start North Dorset are dedicated to safeguarding the personal information and in developing a data protection regime that is effective, fit for purpose and demonstrates an understanding of the new Regulation. Our preparation and objectives for GDPR compliance have been summarised in this statement and include the development and implementation of new data protection roles, policies, procedures, controls and measures to ensure maximum and ongoing compliance.
How we are preparing for the GDPR
Home-Start North Dorset already have a consistent level of data protection and security across our organisation, however it is our aim to be fully compliant with the GDPR by 30th September 2018. (Our preparation includes, Appointing GDPR lead Trustee, training, and compiling a log of action required which is being implemented and reviewed regularly by the Chair & Trustee Lead.
We will regularly carry out a company-wide information audit to identify and assess what personal information we hold, where it comes from, how and why it is processed and if and to whom it is disclosed. Data Protection Impact Assessments (DPIA) have helped us develop stringent procedures and assessment templates for carrying out impact. We have implemented documentation processes that record each assessment, allow us to rate the risk posed by the processing activity and implement mitigating measures to reduce the risk posed to the data subject(s). This will be an ongoing processes aided by the Trustee Audit process.
Policies and procedures
We have revised our data protection policies and procedures to meet the requirements and standards of the GDPR including data protection, IT security, data retention and erasure, data breaches and third party transfers and disclosures.
Home-Start North Dorset have designated Timothy Fearon, Trustee and Jamie Keast Senior Organiser as our Data Protection Officers and we have prompted awareness of the GDPR across the organisation, assessing our GDPR readiness, identifying any gap areas and implementing the new policies, procedures and measures.
Home-Start North Dorset understands that continuous employee awareness and understanding is vital to the continued compliance of the GDPR and have involved our employees in our preparation plans, induction and annual training program. Staff will be given annual GDPR updates as a Quality Assurance requirement.
Subject Access Request (SAR)
We have introduced SAR procedures to accommodate the revised 30-day timeframe for providing the requested information and for making this provision free of charge. Our new procedures detail how to verify the data subject, what steps to take for processing an access request, what exemptions apply and a suite of response templates to ensure that communications with data subjects are compliant, consistent and adequate.
We have revised our Privacy Statement(s) to comply with the GDPR, ensuring that all individuals whose personal information we process have been informed of why we need it, how it is used, what their rights are, who the information is disclosed to and what safeguarding measures are in place to protect their information.
Data Transfer Statement
We have revised our consent mechanisms for obtaining personal data, ensuring that individuals understand what they are providing, why and how we use it and giving clear, defined ways to consent to us processing their information. Home-Start North Dorset will at times, on an anonymised basis, use personal information to demonstrate the impact of our services. Any case study information shared, will always be on an anonymised basis unless we have further explicit consent from individuals.
Home-Start North Dorset may use data for specific purposes of statistical analysis and the promotion of our work nationally as well as any reporting requirements for funders who support the network on a national level.
Home-Start North Dorset 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).
Home-Start North Dorset will not share your personal information with any other third party without first obtaining your explicit consent.
We have revised the wording and processes for direct marketing, including clear opt-in mechanisms for marketing subscriptions. This includes a clear method for opting out and providing unsubscribe features on all subsequent marketing materials.
Data subject Rights
In addition to the policies and procedures mentioned above that ensure individuals can enforce their data protection rights, we provide easy to access information via the office, during induction etc] of an individual’s right to access any personal information that Home-Start UK processes about them and to request information about: –
- What personal data we hold about them
- The purposes of the processing
- The categories of personal data concerned
- The recipients to whom the personal data has/will be disclosed
- How long we intend to store your personal data for
- If we did not collect the data directly from them, information about the source
- The right to have incomplete/inaccurate data corrected or completed and the process for requesting this
- The right to request erasure of personal data (where applicable) or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use
- The right to lodge a complaint or seek judicial remedy and who to contact in such instances
Right to be Forgotten/Subject Access Request
We have a right to erasure process. If you wish to be erased, please contact us via [email protected] or 01258 473038 for our Subject Access Request information.
If you have any questions about our preparation for the GDPR, please contact our Data Protection Officer Jamie Keast Tel: 01258 473038 Email: [email protected]
Information Security Measures (I.T.)
Home-Start North Dorset takes the privacy and security of individuals and their personal information very seriously and take every reasonable measure and precaution to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures, including: –
Encryption & Data Access
Home-Start North Dorset supports encryption method to protect the transition of data over both trusted and untrusted networks. Various technical security measures are also used including firewalls. The organisation obtains destruction certificates when hard drives containing personal data are destroyed.
All information on our office computers is automatically saved to Microsoft’s secure digital cloud. Nothing is stored on the computer hard drive therefore no back up is required.
Home-Start North Dorset tests, discover, investigate and fix vulnerabilities and perform regular vulnerability tests.
Access control (IT)
Employees are required to sign Confidentially Statements (HR contract) upon joining Home-Start North Dorset and are required to undertake annual training. Access to data is highly restricted and is governed by access rights approved by managers.
When a data storage device has reached the end of its useful life, Home-Start North Dorset destroys data as part of a decommissioning process. All devices are destroyed in accordance with industry-standard practices.
Third-party certifications and audits are an important component of any mature security program.
A password policy requires staff to change passwords monthly. There are also rules about the complexity of passwords.
Monitoring & Evaluation System Home-Start (MESH)
Home-Start North Dorset use an internal data capture system to track outcomes based around the work local Home-Starts undertake with families they are supporting. With a limited amount of personal data included Home-Start North Dorset take the following measures to ensure a high level of security within the system.
Access to data within MESH is governed by access rights. Privileges can be configured and managed to define multi-level access rights.
Users are authenticated through username and password which is cross checked against an SQL (Structured Query Language) table within which the data is encrypted.
After 30 minutes of inactivity a user is automatically logged out of MESH.
MESH has multi-level access procedures including a 3-level username, scheme code and password protection process.
Complexity rules are issued and validated – users MUST use 8-15 characters, at least one uppercase and one lowercase letter of the alphabet and one numerical digit.
Failed authentication lock-outs are embedded. After 3 failed attempts users are given a CAPTCHA in addition to the standard 3-level authentication process to prevent phishing. After 10 failed attempts users are locked out of MESH for 30 minutes after which the system re-sets.
Forgotten username or password
Home-Start North Dorset has configurable built-in support to enable local administrators to enable and reset sub-user credentials and give limited access and exclusion to local staff and Trustees. Administrators can control number of users but administrator rights are maintained and secured by Home-Start UK.
3rd Party Usage
All data collected by MESH is consented to an anonymization process in order for 3rd party statistical analysis. 3rd parties are mandated to provide their own signed GDPR compliance statements and privacy policies.
New functionality is project planned by Home-Start UK’s MESH Development Group who prioritise additions and changes to the system. Work is planned and authorised within agreed resources and timescales.
Programming & Testing
Development and programming is undertaken by the MESH Systems Developer. Manual testing and assessment is conducted by the Developer and Home-Start UK’s Knowledge Transfer Team leading up to release within Home-Start’s network. Development is conducted on an alternative server to live data to ensure a safe testing environment and full security.
On completion of testing, users are informed of planned system maintenance and scheduled release dates which are issued to them via Home-Start UK’s intranet.
FUNDRAISING & WEBSITE
The full Home-Start North Dorset Privacy Statement on our website:
Home-Start North Dorset will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.
Disclosing personal information
Home-Start North Dorset may disclose your personal information to any of our employees insofar as reasonably necessary to the extent that we are required to do so by law, in connection with any ongoing or prospective legal proceedings, in order to establish, exercise or defend our legal rights.
Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes to the extent that we are required to do so by law.
Cookies can be used by web servers to identify and track users as they navigate different pages on a website and identify users returning to a website. We use both session and persistent cookies on our website and Google Analytics to analyse the use of our website which generates statistical and other information about website use by means of cookies.
The ICO has issued an employment practices code which Home-Start North Dorset follows for (1) Recruitment and Selection (2) Employment Records (3) Monitoring at Work and (4) Information about Workers’ Health. The retention checklist is divided into two parts (1) statutory & (2) non-statutory with recommended retention periods followed to CIPD industry standards.
The Home-Start North Dorset office is secured by a locked office and locked filing cabinets.
All staff have keys to the building and there is a designated open up and lock up procedure.
The offices are managed by SturQuest Enterprises and cannot access without permission.
Employee files and the data within are kept in lockable cabinets at the Home-Start North Dorset offices at Office 2, The Exchange, Old Market Hill, Sturminster Newton, DT10 1FH. They can only be accessed by the designated keyholders.
Right to be Forgotten/Subject Access Request
We have a right to erasure process. If you wish to be erased, or to withdraw processing consent, or delete/correct info then please contact please contact Home-Start North Dorset via [email protected] -or 01258 473038 for our Subject Access Request information.
We have a notification process in place for any breach. For further details on this, please contact Home-Start North Dorset via [email protected] or 01258 473038 for our breach information and procedures.