King's Lynn Child Contact Centre: Privacy Policy

The General Data Protection Regulation (GDPR) came into force on May 25, 2018, and was designed to modernise laws that protect the personal information of individuals. ... It also boosts your rights, giving you more control over your information. KLCCC adheres to the Data Protection Act 2018 and the GDPR in protecting your personal data and privacy.

Our Privacy Policy explains:

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.
Changes to this Privacy Policy.
How to contact us.

The GDPR Data Controller is the KLCCC Senior Coordinator.

Information We Collect

In order to provide our services and for the other purposes set out below, we collect and process Personal Data for the users of KLCCC. We may collect the following information:

Personal information (for example, your name, email address, mailing address, phone numbers and date of birth).
Sensitive Personal Data.
Attendance information (such as 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 Interviews.

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 the 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.
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 our service, to maintain our own accounts and records and to support and manage our staff.

Consent and Lawful Processing of Data

Our legitimate interests, which include processing such Personal Data for the purposes of:

providing and enhancing the provision of our services.
administration and programme delivery.
for dealing with medical needs. Any information you provide we must have had explicit consent to use.
all other cases: that it is necessary for our legitimate interests which are to run the contact centre.

How long will we keep your information?

HR files (i.e. Employment references) - 6 years after employment/volunteering ceases.
Disclosure & Barring Service Certificate obtained during vetting process - The actual disclosure form must be destroyed after 6 months. However we keep a record of the date of the check, the reference number, the decision about vetting and the outcome.
Finance records - HMRC advise we 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.
Referrals, with court orders or CAFCASS involvement, pre-visit forms, attendance records - Securely disposed of after 3 years unless a safeguarding or child protection issue.
Self-referrals with NO court order or CAFCASS involvement, pre-visit forms and attendance records - Securely disposed of after 1 year unless there is or was a safeguarding or child protection issue.
Information relating to 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 3 years.
Accident books and paperwork relating to safeguarding or child protection issues about a specific child - These are kept indefinitely as children can request this information up to the age of 25 years from 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.

If you have a complaint in relation to the processing of your data carried out under this Privacy Policy, you have the right to lodge a complaint with the Information Commissioner Office (ICO).

You may seek to exercise any of these rights by sending a written request to: Senior Coordinator, King's Lynn Child Contact Centre , care of Norfolk Citizens Advice (King’s Lynn), Hanse House, South Quay, KING'S LYNN, Norfolk PE30 5GN.

Information Security

We are working to protect your personal information that we hold, its confidentiality, 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 KLCCC staff and volunteers subject to strict contractual confidentiality obligations. KLCCC staff 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

We regularly review our compliance with our Privacy Policy. If we receive formal written complaints, we will contact the person who made the complaint to follow up. We work with the ICO to resolve any complaints regarding the transfer of personal data that we cannot resolve with our users directly.

Changes

Our Privacy Policy may change from time to time. We will not reduce your rights under this Privacy Policy without your explicit consent.

How to Contact Us

Do not post mail to the London Rd Methodist Church Hall. Post mail to King's Lynn Child Contact Centre , care of Norfolk Citizens Advice (King’s Lynn), Hanse House, South Quay, KING'S LYNN, Norfolk PE30 5GN.

Telephone (mobile): 07805 466916, Email: klynnccc@gmail.com

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