Privacy Notice

 

Who does this apply to?

This Privacy Notice applies to each client of St. Joseph’s Family Centre’s services (the Services).

In this Notice each client of the Services is referred to as you or your.

The Services are delivered by St. Joseph’s Family Centre working collaboratively with: Talking Matters Warrington (MHM) for Adult Counselling and Mersey Care NHS Trust for Child Counselling. St Joseph’s Family Centre are also an enhanced accredited member of the National Association for Child Contact Centres.

References in this notice to we, us or our means St Joseph’s Family Centre, a registered Charitable Incorporated Organisation with charity number 1180172.

 

What is the purpose of this notice?

This Notice sets out the basis on which we collect and use your personal information.

This Notice sets out details of, for example, who we are, what personal information we collect, how we will use your personal information, who we will share your personal information with, how long we will retain your personal information, your rights and choices in relation to your personal information, how you can contact us with comments, questions or complaints, and how you can contact the Information Commissioner.

 

About us

We are committed to ensuring that your privacy as a client of the Services is protected, and that we comply with applicable data protection law (including the General Data Protection Regulation and Data Protection Act 2018).

We are registered with the Information Commissioner’s Office as a data controller under number Z2746986.

 

What information do we hold?

We may collect and process personal information about you that either you give to us, that we collect from you, or that we receive from other sources.

 

4.a) You may give us personal data about yourself by, for example, completing forms, engaging with us via our website, or in the course of communications between you and us (including by telephone, face-to-face, email, online or otherwise).

The information you provide may, by way of example, including the following:

• Your name
• NHS number
• Date of Birth
• Contact details including address, email address and phone number
• Physical health details
• Mental health details
• Religion, or other beliefs of a similar nature
• Lifestyle and social circumstances
• Family details
• Next of kin details
• Employment details
• Other personal details

Some of the information that we process, including information about your physical and mental health is what is known as “special category” information. That information is more sensitive than other types of information and needs more protection.

4.b) When you visit our premises to receive the Services we may automatically collect the following information:

• Details of your attendance at sessions
• Information contained in, and records of, communications between us and you
• Your feedback relating to the Services
• Data from CCTV (at the entrance to the premises)

4.c) We may receive information about you from third parties such as organisations which refer you to us in relation to the Services.

When that data is collected by third party organisations directly from you to share with us, you should be informed at the point of collection by those third parties that your personal information may be shared with us and combined with data collected from multiple sources, unless that third party is exempted from such a requirement. You should also be informed of the purposes for which that data is going to be collected and used.

 

We process personal data to enable us to further our charitable objects which are:

For the public benefit to alleviate the distress caused by the break-up of families by such means as the trustees may from time to time determine including the provision of child contact services, family mediation and family counselling to persons living or working in the area of benefit.

 

For the public benefit to support adults and children experiencing or at risk of experiencing emotional and psychological health problems in the area of benefit by such means as trustees may from time to time determine including the provision of counselling, other psychotherapies and programmes for children suffering loss.

 

For the public benefit, to relieve the financial hardship experienced by deprived families and individuals living or working in the area of benefit by such means as trustees may from time to time determine including the provision of essential household equipment, furniture and emergency food parcels.

 

Your personal information may be used by us, and disclosed to third parties, as described below and for the purposes set out below. For each of the purposes we have set out the legal basis on which we use and share your personal information.

Your personal information will only be used and shared as stated for the said purposes and on the legal basis set out below. Where we rely on legitimate interests we have specified those interests below.

 

To communicate with you about the Services we can or are providing to you.	This is in our legitimate interests in order to process and administer the Services and/or in your legitimate interests in order to ensure that you receive appropriate Services from us.   Where the information is special category information, we may process that information where necessary for the provision of health and/or social care services.
To help us to assess what services are appropriate for you.	This is in our legitimate interests in order to process and administer the Services and/or in your legitimate interests in order to ensure that you receive appropriate Services from us.   Where the information is special category information, we may process that information where necessary for the provision of health and/or social care services.
To communicate with other healthcare professionals (including your General Practitioner) that we may seek to or actually refer you to, or whom are already providing you with health services.	This is in our legitimate interests in order to process and administer the Services and/or in your legitimate interests in order to ensure that you receive appropriate Services from us.   Where the information is special category information, we may process that information where necessary for the provision of health and/or social care services.
To communicate with other people (eg your family or friends) whom you wish to be informed of data we hold about you.	Explicit consent. You are free to refuse or withdraw your consent for this at any time.   Refusing or withdrawing consent for this will not impact upon the Services you receive.
To notify you about changes to the Services.	This is in our legitimate interests in order to process and administer the Services and/or in your legitimate interests in order to ensure that you receive appropriate Services from us.   Where the information is special category information, we may process that information where necessary for the provision of health and/or social care services.
Therapists are required to engage in regular clinical supervision to ensure the Services you receive are safe, effective and of a high quality. During this supervision, therapists are required to discuss their casework (which may on occasion include some identifying personal information) with a supervisor who is an experienced therapist.	This is in our legitimate interests in order to process and administer the Services and/or in your legitimate interests in order to ensure that you receive appropriate Services from us.   Where the information is special category information, we may process that information where necessary for the provision of health and/or social care services.
You may be asked for permission to record video and/or audio of your session(s). If this occurs, the purpose of the recording will be thoroughly explained to you before you are asked to give consent.	Explicit consent. You are free to refuse or withdraw your consent at any time.   Refusing or withdrawing consent will not impact on the services you receive.
You may be asked for permission to create a case study that includes information about you. If this occurs, the purpose of the case study, and whether it will be anonymised, will be thoroughly explained to you before you are asked to give consent.	Explicit consent. You are free to refuse or withdraw your consent at any time.   Refusing or withdrawing consent will not impact upon the Services you receive.
To report to other organisations to whom we have obligations, such as the commissioners of the Services and Government bodies.	This is in our legitimate interests in order to comply with our obligations to those parties.   Where the information is special category information, we may process that information where necessary for the provision of health and/or social care services.
To communicate with third parties (e.g. the police, CPS) where we have concerns about your safety / wellbeing, or the safety / wellbeing of others, or have grounds to suspect criminal behaviour.	This may be in the legitimate or vital interests of any victim or alleged victim and/or in compliance with a legal obligation. Where the information is special category information, we may process that information where necessary in relation to legal claims and/or for reasons of substantial public interest. Alternatively, we may seek to rely upon an exemption relating to the prevention and detection of crime or the apprehension and prosecution of offenders.
To manage and operate our activities.	This is in our legitimate interests because it furthers our aims, objectives and business. Where the information is special category information, we may process that information where necessary for the provision of health and/or social care services. In certain circumstances we may, as an alternative, seek your consent.
To resolve queries and enquiries relating to the Services.	This is in our legitimate interests in order to administer the Services. Where the information is special category information, we may process that information where necessary for the provision of health / social services.
To manage a dispute, appeal or complaint.	This is in our legitimate interests in order to administer the Services and to benefit you and other clients.   Where the information is special category information, we may process that information where necessary for the provision of health and/or social care services. In certain circumstances we may, as an alternative, seek your consent.
To operate our processing and management information and other systems, such as the providers of the electronic clinical notes database in which your data will be stored and the providers of other online tools used in the provision of the Services to you.	This is in our legitimate interests in order to administer the Services.   Where the information is special category information, we may process that information where necessary for the provision of health and/or social care services.
To comply with any legal or regulatory obligations (e.g. safeguarding obligations)	This is to comply with our legal obligations.   Where the information is special category information, we may process that information where necessary in relation to legal claims and/or for reasons of substantial public interest and/or for reasons of public interest in the area of public health and/or for the management of health and/or social care services.

Where we receive information from other sources, we may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for one or more of the purposes set out above (depending on the types of information we receive).

 

How long will we keep your personal information?

We will keep personal information for as long as is necessary for the purposes for which we collect it. The precise period will depend on the purpose for which we hold your information.

For example, where we hold personal information:

• To comply with a legal or regulatory obligation, we will keep that information for at least as long as is required to comply with that obligation.
• In order to provide the Services, we will keep the information for at least as long as we provide those Services, and for a number of years after the Services provided for you cease. · For the purpose of seeking to improve the Services, we will hold that information for at least as long as required to design, implement and monitor any such improvements.

How safe is your information?

Protecting your security and privacy is extremely important to us and we make every effort to secure your information and maintain your confidentiality in accordance with the terms of data protection legislation (including the General Data Protection Regulation and Data Protection Act 2018).

 

It is our policy to ensure all personal information we hold is handled correctly and appropriately according to the nature of the information, the risk associated with mishandling that information, including the damage that could be caused to you as a result of loss, corruption and/or accidental disclosure of any such information, and in accordance with any applicable legal requirements.

 

All information you provide to us is stored on our secure servers or on secure servers operated by a third party.

 

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data transmitted via the internet, we cannot guarantee the security of your data transmitted in this way and any transmission is at your own risk.

 

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

 

 It may sometimes be necessary to transfer personal information overseas. When this is needed information is only shared within the European Economic Area (EEA). Any transfers made will be in full compliance with all aspects of data protection legislation.

 

What are you rights in relation to your personal data?

You have certain rights with respect to your personal information which apply in certain circumstances and are subject to certain exemptions.

In summary those rights include:

• Right to access i.e. right to access all data we hold about you.
• Right to rectify i.e. right to request us to correct personal information we hold about you which is incorrect or incomplete.
• Right to erasure / right to be forgotten i.e. right to request that we erase all data we hold about you if the data is no longer being used for the purposes you have consented to or if you revoke any consent given to us processing that data.
• Right to data portability i.e. right to request that we copy or transfer the data we hold about you from us to another service provider.
• Right to restrict use of personal data i.e. right to request that we suspend our use of your personal information in certain circumstances.
• Right to complain i.e. right to complain to the ICO if you consider we have not used your personal information in accordance with data protection law.
• Right to withdraw your consent where we have relied upon consent to process your data (see the table above).

To exercise any of the rights above please use the contact details in Section 7 below.

 

How can you help us keep your personal data up-to-date?

 

If any of the information that we hold about you changes, please let us know as soon as possible so that we can ensure your records are accurate and up-to-date. If you wish to make any changes to your personal information, please contact us by writing to us at St Joseph’s Family Centre, 9 Museum Street, Warrington, WA1 1JA or contact@saintjosephsfamilycentre.org.uk or calling us on 01925 635448.

 

Can we make changes to this Notice?

We may make changes to this Privacy Notice from time to time. If we do, the updated version will be promptly made available on our website and where possible and where we are still in touch with you, we will also inform you of the updates and where appropriate give you reasonable notice of any changes.

 

How can I get in contact with comments, questions or complaints?

If you have any comments on this Privacy Notice, or questions or complaints about the way your personal data is being handled by us, please contact our Centre Manager (Data Protection Officer) at contact@saintjosephsfamilycentre.org.uk or calling us on 01925 635448.

 

How can I escalate my complaint?

If you do not feel satisfied after contacting our Centre Manager then you have the right to complain to the Information Commissioner’s Office (otherwise known as “the ICO”) if you consider that we have not used your personal information in accordance with data protection law. The ICO can be contacted on 0303 123 1113 or by visiting their website at www.ico.org.uk