During your contact with us, we will tell you how your information will be used, how it is securely stored and that it may be necessary to share it with other services and organisations.
We will not share your information with any third parties unless:
● You have consented to this (for example by providing information to us after we’ve told you that we will supply the information to a third party).
● It is as part of our duty to protect a child, a vulnerable adult, yourself or the public.
● For the prevention and detection of a crime or the assessment of any tax or duty.
● We are required to do so by any court of law or any relevant regulatory authority.
● To protect the rights, property or safety of Families Out Loud or any third parties (for example for the purposes of fraud protection).
● We transfer our rights and duties to provide products and services to another organisation.
We take enquiries by phone, by email and through our website. Our website is managed by Bybrook Web Design and they analyse the visits to the site in order to optimise search criteria. They do not collect personal data.
Once we receive your enquiry it is passed to the relevant person within our organisation:
Enquiries asking for support are passed to a counsellor who will arrange an assessment to establish which of our services will best meet your needs. As well as the assessment document the counsellor may keep brief notes regarding your situation. If you have one-to-one sessions, further brief notes of each session will be maintained. Paper records are kept securely. Notes which are kept digitally are password protected with the appropriate security software. If you join a support group, facilitators also keep brief notes and these are stored in the same way.
Your personal information is only available to the clinical staff providing services for the charity. Once an assessment is completed you are given a client number used to record attendance, donations and other processes undertaken by the charity to record its day-to-day functions.
● Personal information collected from enquiries and assessments that do not result in services being taken up are destroyed after two years.
● Clinical records are kept for eight years.
● Records are destroyed via a confidential shredding service.
We require certain information in order to deliver our services. If you do not wish us to have your personal information, it may affect the services we are able to provide.
Mailing list requests require you to provide your email address. Your information will be stored securely and can be accessed by clinical staff and the Data Controller(s) at Families Out Loud. This information is stored digitally, is password protected with the appropriate security software. You can unsubscribe from our mailing list at any time.
If you do not need to use our services but wish to support the charity by making a donation, we will ask you if you wish to be kept informed about our work. Your information will be stored securely and you can ask for your data to be removed from our records at any time by contacting The Data Controller via email:
Donations will be collected for the charity by the online platform ‘Just Giving’ or by the Families Out Loud Facebook page via a donate button.
The General Data Protection Regulation (GDPR)
Under the General Data Protection Regulation you have the following rights:
● To be told about what data we have, how and what we use it for, and who we share it with.
● To be given access to your personal data.
● To have any errors corrected or incomplete data completed.
● To stop us using your data if you think our use is unjustified or the data are inaccurate.
We try to meet the highest standards when collecting and using personal information, and we take any complaints about this very seriously. We encourage you to let us know if you think that our collection or use of information is unfair, misleading or inappropriate. We also welcome any suggestions for improving our procedures.