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Privacy Policy

Rape and Sexual Abuse Support Centre (Cheshire & Merseyside)

Privacy notice

This privacy notice tells you what to expect us to do with your personal information.

  • Contact details
  • What information we collect, use, and why
  • Lawful bases and data protection rights
  • Where we get personal information from
  • How long we keep information
  • Who we share information with
  • How to complain

Contact details

Post

PO Box 35, WARRINGTON, WA1 1DW, GB

Telephone

03303630063

Email

support@rapecentre.org.uk

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

  • Names and contact details
  • Gender
  • Pronoun preferences
  • Addresses
  • Date of birth
  • Emergency contact details
  • Next of kin details
  • Service use history
  • Health information (including medical conditions, test results, allergies, medical requirements and medical history)
  • Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
  • Information about work, home and living conditions
  • Information about support requirements
  • Information about lifestyle, interests or personal history
  • Criminal offence data
  • Records of meetings and decisions
  • Website user information (including user journeys and cookie tracking)
  • Information relating to compliments or complaints

We also collect or use the following information to provide services and goods, including delivery and third party referrals:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Genetic information
  • Health information
  • Sexual orientation information

We collect or use the following information to receive donations or funding and organise fundraising activities:

  • Names and contact details
  • Addresses
  • Payment or banking details
  • Tax payer information (for Gift Aid purposes)

We collect or use the following personal information for service updates or marketing purposes:

  • Names and contact details
  • Marketing preferences
  • Donation history
  • Website and app user journey information

We collect or use the following personal information to comply with legal requirements:

  • Name
  • Contact information
  • Health and safety information
  • Criminal offence data

We also collect or use the following information to comply with legal requirements:

  • Racial or ethnic origin
  • Health information
  • Sexual orientation information

We collect or use the following personal information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)
  • Date of birth
  • National Insurance number
  • Employment history (eg job application, employment references or secondary employment)
  • Education history (eg qualifications)
  • Right to work information
  • Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

We also collect or use the following information for recruitment purposes:

  • Racial or ethnic origin

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Address
  • Customer or client accounts and records
  • Correspondence

We also collect or use the following information for dealing with queries, complaints or claims:

  • Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • We collect information about service users so that we can put appropriate, risk assessed support and interventions in place for each person.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • We collect information about service users who may be vulnerable so that we can contact appropriate services or people if their personal safety is at risk.

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • In order to investigate any complaints, we need to access personal information to enable us to fully scrutinise the issues raised and the complainants involvement with our organisation.

Where we get personal information from

  • Regulatory authorities
  • Family members or carers
  • Other health and care providers
  • Social services
  • Charities or voluntary sector organisations
  • Schools, colleges, universities or other education organisations
  • Councils and other public sector organisations
  • We receive referrals from health and police.

How long we keep information

Client Records

We keep hard copy and DPMS of all records for a period of 7 years. After that date we will advise our IT and Database Contractor that the records need to be permanently deleted. Our archived paper records will be shredded. When a case is closed we archive paper client records in locked fireproof cabinets and these are destroyed after 7 years. When archiving files please ensure that there is no duplication of information.

 

Clients who decline our service and say they did not want the referral to be made.

We will ask if they wish for their records to be deleted. Clients who request that information be deleted from our system. (Right to erasure) Providing there are no safeguarding concerns contact a manager who will delete all records apart from date of birth and reference number within 28 days.

 

We will ensure we don’t keep duplicate records client details either in paper format or in word on our P drive. Staff are encouraged to regularly delete any information that is surplus to requirement.

 

Employee records

We will store records on current employees and keep details of ex-employees for a period of 7 years. After that period all paper copies will be shredded. Any references to the employee on our computers systems will be deleted.

 

Job Applications

These will be kept for a maximum of 6 months and unsuccessful applicant’s application forms will be destroyed.

 

Volunteer Applications

These will be kept for a maximum of 6 months and volunteer application forms will be destroyed if the potential volunteer does not progress/join the organisation.

 

Financial records

Detailing invoices and suppliers will be destroyed after 7 years.

 

Who we share information with

Others we share personal information with

  • Other health providers (eg GPs and consultants)
  • Organisations we need to share information with for safeguarding reasons
  • Emergency services
  • Current employers
  • Previous employers

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

5 September 2024