This notice explains what personal data (information) we hold about you, how we collect it, and how we will use and may share information about you during your support and after it ends. We are required to make you aware of this information under data protection legislation. Please make sure that you read this privacy notice and any other similar notice that we may provide to you from time to time when we collect or process personal information about you.
Who collects the information?
North Lanarkshire Women’s Aid a ‘data controller’ and gathers and uses certain information about you. Where the Organisation is also a ‘data processor’, we will process information received from third parties about you.
Data protection principles
We will comply with the data protection principles when gathering and using personal information, as set out in our Data Protection Policy. This means we promise to respect and keep safe any personal information you share with us about you and your child (ren) and information we get from other agencies/organisations.
About the information we collect and hold
The table set out on the following pages, called Appendix 1, summarises the information we collect and hold, explain how and why we hold it, and how long we keep it. Details on how we use the information and agencies/organisations we may share your information with can be found in Appendix 2.
In providing our services, North Lanarkshire Women’s Aid will normally share personal information with other agencies/organisations. Please see Appendix 1, this will tell you when we will seek your consent to do so.
We make sure that all data sharing is done securely, and that it is proportionate. By proportionate, we mean that we share only the minimum amount of personal data required, and only with those that need to have access to this information.
However, there are exceptional circumstances where we may have to disclose personal information without your consent. These are:
· If we believe that either you or someone else linked to you is at risk of significant harm, North Lanarkshire Women’s Aid staff have a duty to report any issues relating to child protection or adult safeguarding.
· Where an issue comes up to means we have a requirement to disclose your personal information.
In certain circumstances, we will notify you of any change to information we collect or the purposes for which we collect and process it.
Where information may be held
Information will be held on our secure computer system, which is only accessed by staff. Paper copies of your information may also be stored, this will be done securely and only accessed by relevant staff of North Lanarkshire Women’s Aid.
How long we keep your information
North Lanarkshire Women’s Aid keeps your information for no longer than is necessary for the purposes for which we collected information in the first place. Further details on this can be found in the tables on the following pages. If you would like to see a copy of this policy, you can ask your support worker or contact the office.
Your rights to correct and access your information and to ask for it to be erased
Please contact North Lanarkshire Women’s Aid in writing if you would like to make any changes to the information that we hold relating to you, if you would like to see this information or if you have any questions about this notice. You also have the right to ask North Lanarkshire Women’s Aid for the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. Please contact us if you require further information on this.
Keeping your personal information secure
North Lanarkshire Women’s Aid has taken care to make sure that the personal information we hold about you is protected from being accidentally lost, used or accessed by some who does not need to see it.
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 where we are legally required to do so, as well as any applicable regulator e.g. the Information Commissioner’s Office (ICO), Police Scotland. Information about data security can be found in our Data Protection Policy.
How to complain
If you have a query or concern about our use of your information or if you want to make a complaint about the way we have processed your personal information, you can contact North Lanarkshire Women’s Aid, 1a South Muirhead Road, Cumbernauld G67 1AX.
If you are unhappy with our response, you can contact the ICO at https://ico.org.uk/make-a-complaint/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.