Privacy and Confidentiality Statement
This short statement explains how we process your personal data whenever you access any of the services provided by FreeVA, including those provided through the Jenkins Centre.
What personal data is collected and held?
We collect your personal data in order to deliver our services to you. This includes all your relevant contact details, including name, address, date of birth, email address, and telephone number(s). However, in order to deliver specific services to you such as counselling and support, we also collect personal data of a sensitive nature, including about your relevant personal circumstances (such as children’s details, relationship status, sex, race, disability, sexual orientation), and your physical and mental health. This will be explained at the point of collection, but only processed with your express consent.
The data we collect is provided either directly by you, or by a referring agency on your behalf.
How is this data used?
We use your data to
Assess your individual circumstances and the most appropriate service to be provided;
Provide support, counselling or other services to you;
Make relevant referrals to other agencies for support; and
Carry out administration, evaluation and case reporting.
If you are aged under 16, we will normally need the consent of the parent/guardian or other responsible adult.
Storing and Protecting Your Data
We store your data on a secure cloud-based case management database; and on paper files that are stored in locked facilities. Access to personal data is strictly controlled, and protected by appropriate physical and cyber security measures. Your data is only held in active files for as long as your case remains open, after which your data is transferred to a closed file.
Sharing or Transfer of data
FreeVA is part of the UAVA consortium, and authorised employees of the organisations in the consortium (FreeVA, Women’s Aid Leicestershire Ltd, and Living Without Abuse) may access your personal data if required. If you have been referred to us by an agency (such as Social Services) we will report back to that agency on your progress, change of circumstance or any other relevant information disclosed whilst under referral to us. Your personal data may also be shared, with your consent, with any other organisation contracted to provide a confidential service for FreeVA; and with commissioners of the service from the local authority.
All UAVA members and other relevant organisations will keep your personal data confidential and it will not be shared or transferred to anyone else unless there is a genuine concern that either you, or another person (or child), is in danger, at risk to yourself or to someone else. Where this is the case we will inform the appropriate agency and take appropriate action to protect you or the other person (or child). Usually we will inform you in advance of taking such a step, but we can in exceptional circumstances, do this legally without your consent.
We will, if requested, also provide a client’s information to the Police or to an appropriate lawyer where legal proceedings have started or are being considered.
Please be assured your personal data will never be sold, rented or traded.
The Legal Stuff
As the lawful bases for processing your personal data we are relying on our legitimate interest to provide services (dealing with general enquiries, assessment, referral and delivery); and also upon your consent (sensitive data, referrals outside of UAVA). Where you have consented to provide personal data you have a right to withdraw this consent at any time by contacting us. In such cases this may limit the level or type of service that we can provide for you.
Transparency and further information
As FreeVA client, you have the right to access your data and associated file notes. This will be provided on request by you contacting the FreeVA chief executive (details below).
Under the General Data Protection Regulation, you have a number of data rights including a right to information, to access, to be forgotten, to have errors rectified, to restrict and to object to data processing. Information and advice on enforcing these rights is available from the Information Commissioner’s Office Helpline: 0303 123 1113.
If you have a complaint about your data privacy, or if you wish to access your case file, please contact: Suki Kaur, Chief Executive, FreeVA. email: firstname.lastname@example.org