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
- 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 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 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 decide to pursue one-to-one sessions, further brief notes of each session will be maintained. Paper records are kept securely. If notes are kept digitally these are password protected and the equipment will also be password protected and have appropriate security software. Group facilitators also keep brief notes and these are stored in the same way.
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.
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.
If you wish to be on our mailing list, we will ask you to provide your email address. Your information will be stored securely and can be accessed by clinical staff and the Secretary at Families Out Loud. 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 Controller (Board of Trustees) by email via The Secretary, Families Out Loud: email@example.com
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.
We try to be as open as we can in terms of giving people access to their personal information. You can find out if we hold any personal information about you by making a ‘subject access request’ under GDPR.
If we do hold information about you, we will:
- give you a description of it.
- tell you why we are holding it.
- tell you who it could be disclosed to.
- let you have a copy of the information in an intelligible form.
If you agree, we’ll try to deal with your request informally, for example by providing you with the specific information you need over the telephone. You can ask us to correct any mistakes in any information we hold by contacting our Data Controller.
The GDPR also gives you the right to have the data we hold about you deleted in some circumstances. This is called the ‘right to erasure’. It does not apply to all data but applies in the following circumstances:
- We no longer need your data.
- You originally provided consent and have now withdrawn this.
- You have objected to the use of your data and your interests outweigh ours.
- We have collected your data unlawfully.
- We have a legal obligation to erase your data.
If you would like to exercise your right to erasure, please contact The Controller (Board of Trustees) by email via The Secretary, Families Out Loud: firstname.lastname@example.org
Last updated 09-11-2021