Family Privacy Notice
In the course of Home-Start Bradford District (HSBD) and Home-Start UK (HSUK) providing support 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.
This is our privacy notice for families. You can also view our full privacy notice, covering use of this website and cookies.
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:
- Name, gender, address, telephone numbers and email address
- Employment and immigration status, disabilities (such as physical or learning disabilities) and racial / ethnic origins
- Data concerning health (such as substance abuse, domestic abuse, mental health, depression and pregnancy)
- Details of any ancillary support services or 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 an assessment of needs (eg. CAF/UNOCINI) or a child care / protection plan, or is a child in need.
We may also collect information from any individual or agency that has referred your family to us.
We will endeavour to ensure that all personal data held in relation to data subjects is accurate and kept up-to-date. Data subjects must notify us of changes in information held about them. Data subjects have the right to have personal data rectified without undue delay if it is inaccurate or incomplete.
How we will use your personal information and who it will be shared with
Internal: Our volunteers discuss your support with the appropriate Coordinators, who in turn discuss your support with their managers. 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 will be anonymised.
External: 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 anonymised 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 will share the same information with your referrer (including any changes to the support and informing the referrer when the support comes to an end).
We may share your personal information with HSUK 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 pseudonymised basis (meaning that we will take steps to limit the ability 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 Coordinator and only after the auditors have provided 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 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 you have left HSBD 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 Data Protection Policy).
Keeping your personal information secure
We have appropriate security measures in place to prevent your information from being accidentally lost, 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 HSBD 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
- 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 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 below. You will need to let us have enough information to identify you, including proof of your identity and address, and let us know the information to which your request relates.
How to complain
Please report any complaint using the details 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 on ico.org.uk/concerns or 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 using the contact details below.
Measuring Evaluation System Home-Start (MESH)
Home-Start UK host an internal monitoring system which manages and maintains a database of information collected from families. We are joint data controllers with Home-Start UK.
How do we collect information from you?
We use MESH to track outcomes from work undertaken with families being supported
What type of information is collected from you?
In the course of their time a family being supported will have some of their personal details kept securely in electronic format on the MESH system. This information can include:
- Carer’s and children’s date of birth, gender and ethnicity.
- Details of other professional involved i.e. health visitor, GP, social worker.
- The needs of family i.e. any medical or social issues.
- How a family is feeling about being supported by us.
- Levels of coping on key areas of family life.
- Other areas of coping, development or issues which are directly related to a current project or funder.
- Changes to health and social needs.
- What a volunteer has been doing during his or her time with family.
- A risk assessment to highlight any potential risks to us or our volunteers e.g. on-going neighbour dispute, dogs, possible parking issues etc
How and why is your information used?
Funders may request that we provide them with data to prove that we are doing what we said we would do to help support families. At no time are your personal details shared. All information given is in statistical format and on occasion, we may provide an anonymised case study of a family. No names or identifiable information is given, but this is an important way to show what a difference our support can make.
How long is your information kept for?
We will not keep the information for longer than necessary.
Who has access to your information?
We limit access to MESH data 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.
MESH is used under the lawful basis that it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).