In order to do our job of helping families Home-Start Bristol (HSB) needs to collect and keep some personal information. The law says we have to get consent to do that. It says we must only collect what is necessary, do it fairly and accurately, get clear consent to do it and keep that information securely. HSB fully agrees with those principles and so this notice explains:
- what information we collect,
- how we use it and store it securely,
- what happens to it once support, volunteering or employment ends,
- what rights to access the information are available.
What information we collect – we only ask for what is necessary.
Families have this notice explained at the initial visit and their consent signatures obtained. The information then gathered includes the following:
Contact details, family details, family background, employment, health, disabilities, criminal convictions, details of other agencies involved with the family and whether any children are subject to child protection/child in need plans or have other assessment needs.
Volunteers (this includes Trustees and Advisers) go through this notice when they apply to become a volunteer and give their written consent for us to collect personal information which includes the following:
Contact details, family background, experience/employment history, skills, health, disabilities, criminal convictions, references, DBS checks, training undertaken.
Staff go through this notice when they apply to become an employee and give their written consent for us to collect personal information which includes the following:
Contact details, educational history, qualifications, past employment/experience, voluntary work, skills, health, disabilities, criminal convictions, right to work evidence, references, DBS checks, training undertaken.
Supporters HSB keeps a list of the contact details of those who have agreed to be contacted with information about the scheme.
We also keep a record of funders who have supported us in the past and we subscribe to other agencies who provide lists of grant giving charities.
How we use the information
Families it is explained to families at the initial visit that within HSB their volunteer will discuss their support with their coordinator who will in turn discuss it with their manager. Trustees with particular roles will have access to this information in order to do their jobs. HSB will also get consent from families about sharing information with other agencies supporting them. The only exemption to that will be if there is a Safeguarding concern where getting consent might put the child or adult at risk. In that case HSB will not seek consent but we will always inform parents before we pass on our concerns.
Volunteers It is explained to volunteers that they have a responsibility to keep the information we hold up to date, informing HSB of any change in circumstances that might affect their ability to serve as a volunteer.
Staff are employed on the basis of the information they give HSB. It is explained that they have a responsibility to keep the information we hold up to date, informing HSB of any change in circumstances that might affect their ability to work.
How HSB keeps information Secure
Access to any information HSB holds is limited to those who have a direct responsibility in relation to personal data. Records are kept of when and why files are accessed.
All of those working for or being supported by HSB are informed that our performance is monitored by external bodies and that some of our systems are supported by outside firms. They will have supplied HSB with guarantees that they agree to data protection regulations.
HSB also prepares case studies, reports and newsletters to show the impact of what we do. These are presented in an anonymous form unless HSB has obtained specific consent to use images or details publicly.
What happens when support, volunteering or employment ends?
Information is only kept for as long as it is needed. There are clear time limits set out in our Data Protection Policy. When those time limits are reached the information is either destroyed or made anonymous.
Rights to see the information held:
- Everyone has a right to see, free of charge, the personal information held about them by HSB.
- Everyone can require HSB to correct any mistakes in their personal information.
- Everyone can ask HSB to remove their personal information. There may be certain limited circumstances where we can refuse to do that. Details of what those circumstances are can be found on the Information Commissioner’s Office (ICO) website.
- Everyone can request to have copies of the personal information they have given us.
- Everyone can object to HSB using their personal information for marketing/fundraising purposes unless we have obtained specific consent for that.
- Everyone can withdraw their consent to HSB using their personal information at any time.
Cookies are small text files that are placed on your computer by websites that you visit.
To learn more about cookies, you can visit www.aboutcookies.org. You will also find details on how to block and delete cookies from your computer as well as more general information about cookies. For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.
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 aggregated and therefore 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
You can also install the Google Analytics Opt-out tools in your browser: https://tools.google.com/dlpage/gaoptout
By using our website, you agree that we can place these types of cookies on your device.
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.
HSB has a complaints procedure which can be found on the HSB website and complaints can also be reported to the ICO:
Contact details: Home-Start Bristol, Unit 11 The Greenway Centre, Doncaster Road, Southmead, Bristol BS10 5PY. Telephone 0117 950 1170
Information Commissioner’s Office https://ico.org.uk/concerns/) or telephone 0303 123 1113
This notice will be reviewed regularly by HSB and changes will be on HSB’s website.
Agreement to HSB collecting information and using it in this way should be signed and dated on Application or Agreement to Visit forms.