The purpose of this policy is to inform our clients, staff and volunteers what information Chiltern Child Contact Centre collects from them and what we do with it.
The policy will explain:
- What information we collect and how we collect it
- Why and how we use your information
- How long we keep your information
- How we may share your information
- Your rights on the information we hold about you
- Security-how we keep your information safe
- How to contact us
The Data Controller is Chiltern Child Contact Centre.
Information We Collect
In order to provide our services and for the other purposes set out in Use of Information below, we collect and process Personal Data from the users of our Contact Centre. We may collect the following information:
- Personal information (for example your name, email address, address, phone numbers, date of birth, I.P. addresses)
- Sensitive Personal Data
- Attendance information (such as when you attended, number of absences and absence reasons)
- Safeguarding incidents
From time to time and as permitted by applicable law(s), we may collect Personal Data about you and update any existing Personal Data that we currently hold from other third-party sources.
We collect your information from:
- Self Referral Forms
- Referrals from organisations e.g. Cafcass, Family Solicitors
- Pre visit checklist
- Job application forms
- Job reference forms
- DBS check
We may also collect information from telephone conversations, emails and written and verbal communications and from records of the Contact Centre sessions.
How We Use Information
Your Personal Data may be used in the following ways:
- To provide our services to you
- To respond to your requests and inquiries
- To improve our services, for example questionnaires, evaluation sheets
- To request your participation in surveys, or other initiatives which help us to gather information used to develop and enhance our services
- To comply with applicable law(s) (for example, to comply with a search warrant or court order) or to carry out professional ethics/conduct investigations
- To enable us to provide, to maintain our own accounts and records and to support and manage our employees
- In assessing your suitability to work or volunteer for the Contact Centre
- To analyse and improve the operation of our website
Consent and lawful Processing of data
Under the GDPR rules we must have your consent to hold this information about you and we must use and process this data for legitimate interests which include:
- providing and enhancing the provision of our services
- administration and programme delivery
- for dealing with medical needs; we must have explicit consent from you to use any information you provide
- all other cases where it is necessary for our legitimate interests which are to run the contact centre
How long will we keep your information?
|File Type||Retention Period|
|6 years after employment/volunteering ceases|
|Parental leave||5 years from birth/adoption or 18 if child receives a disability allowance|
|Disclosure and Barring Service Certificate (formerly Criminal Records Bureau disclosures certificates) obtained as part of the vetting process.||The actual disclosure form must be destroyed after 6 months. However it is advisable that organisations keep a record of the date of the check, the reference number, the decision about vetting and the outcome.|
Income tax, NI returns, income tax records and correspondence with IR, Parental leave, Wages and salary records
|HMRC advise you must keep records for 6 years from the end of the last company financial year they relate to, or longer if they show a transaction that covers more than one of the company’s accounting periods.|
|Supported contact only – Referrals, with court orders or CAFCASS involvement, pre-visit forms, attendance records||Securely disposed of after three years unless a safeguarding or child protection issue|
|Supported contact only – Self-referrals with NO court order or CAFCASS involvement, pre-visit forms, attendance records||Securely disposed of after one year unless a safeguarding or child protection issue|
|Information relating to paid/unpaid staff, not covered above, that are not used for three years should be treated as confidential waste and disposed of as such.||Securely disposed of after three years.
|Accident books and paperwork relating to safeguarding or child protection issues about a specific child||Should be kept indefinitely as children can request this information up to the age of 25 years by Local Authorities.|
Sharing and Disclosure to Third Parties
We may disclose your Personal Data to third parties from time-to-time under the following circumstances:
- You request or authorise the disclosure of your personal details to a third party
- The information is disclosed as permitted by applicable law(s) and/or in order to comply with applicable law(s) (for example, to comply with a search warrant or court order)
- The information is provided to service providers who perform functions on our behalf
- Hosting providers for the secure storage and transmission of your data
- Legal and compliance consultants, such as external counsel, external auditors
- Technology providers who assist in the development and management of our web properties
Subject Access/User Rights
As a user, you are subject to the following rights:
- The right to be informed of the use of your Personal Data
- The right to access and/or to require the correction or erasure of your Personal Data
- The right to block and/or object to the processing of your Personal Data
- The right to not be subject to any decision based solely on automated processing of your Personal Data
- In limited circumstances, you may have the right to receive Personal Data in a format which may be transmitted to another entity.
You may seek to exercise any of these rights by updating your information online (where possible) or by sending a written request to Chiltern Child Contact Centre, C/O Amersham Free Church, Woodside Road, Amersham, Buckinghamshire, HP6 6AJ
We are working to protect your personal information that we hold, its confidentially, integrity and availability.
- We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to systems.
- We restrict access to personal information to contact centre staff and volunteers subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations.
- We have a Security Information Policy in place which defines the measures we take to protect your personal information. We use a combination of technology and procedures to ensure that our paper and computer systems are protected, monitored and are recoverable.
- We only use third party service providers where we are satisfied that they provide adequate security for your personal data.
Compliance and cooperation with regulatory authorities
How to Contact Us
Chiltern Child Contact Centre
C/O Amersham Free Church
Please mark your correspondence Private and Confidential