The European Union Data Protection Regulation (GDPR) is a set of rules about how companies should process the personal data of data subjects. GDPR lays out responsibilities for organisations to ensure the privacy and protection of personal data, provides data subjects with certain rights, and assigns powers to regulators to ask for demonstrations of accountability or even impose fines in cases where an organisation is not complying with GDPR requirements. Below is a summary of information about data and your rights in relation to Safe and Sound.
At Safe and Sound, we take the privacy and safety of our users very seriously. We have written this document to tell you:
Information you give us here will be stored securely on our server. All information you give us will be stored in an encrypted form. We may need to use some of the data we store for routine evaluation of the service, but this is always anonymous. If you have any concerns about this please let us know.
- What information (data) we collect.
- How we use it
- How long we store it
- Your rights with regard to the information you share with us.
Your Data – Your Rights
When you contact us, you may give us some personal details. This information is stored securely on our servers and is anonymous and encrypted. We use this data to measure how to provide a needs led service. This includes working with researchers from universities who get ethical approval for their work.
For Safe and Sound to be able to improve its services we need to work with universities and partner organisations to help us analyse our data.
We may also share your data with the company/companies that provided you with access to the service. Any data shared will be anonymous and securely transferred, and will help inform the company/companies about usage of the service, including, but not limited to:
- Number of contacts
- Site usage
- Issues faced by service users
- Outcomes achieved
We store and share this data safely and completely anonymously, and follow all legal requirements for this. No identifiable information will ever be shared outside of our organisation for research purposes.
We are asked by the people who fund the service, to provide them with anonymous case studies of our work. This is to see how well Safe and Sound is supporting children, young people and families.
Case workers also have to take part in ongoing training and development so they can be best placed and trained to support you. This means that they sometimes also have to write case studies for their courses or training. Whenever a case study is written, we never use any information that may identify you. It will never be possible to identify you from these case studies. We sometimes write more detailed case studies with your support and permission to highlight our work and show how children and young people do come through exploitation and move on to successful adult lives.
Referral and signposting from Safe and Sound to other services
Sometimes getting extra help for you can be really helpful. Depending on where you live you may be given the option of a referral to another service in your area. These services may be operated by a partner organisation.
If you choose to be referred to one of these services through Safe and Sound, we will use the personal details: you give; your name(s), address, phone number and date of birth. This information/data is called Personally identifiable information or PII for short. Your PII will be stored on the Safe and Sound system and is only accessible to our Team and the organisation you are being referred to. The caseworker will seek your explicit consent to pass your details to the organisation you are being referred to.
Occasionally we may ‘act’ to protect you by sharing information without your consent. This is only if absolutely necessary such as your life is in danger or if you are unable to give consent.
If we are really worried about you and think that you are at risk or danger, we will talk to you about the need for somebody outside the Safe and Sound team to know what has happened or what is happening to you.
We would only do this if:
- your life is at risk because of something you are doing
- you are at risk from somebody else
- you are a risk to somebody else.
In these cases, we will use any contact details so that we can refer you to the appropriate services or get the help you need.
Your PII will be stored on the Safe and Sound system and is only accessible to the Safe and Sound and the organisation you are being referred to. We will always:
- Seek your consent to pass over your details, although we will act to protect you if you are at risk of harm, if you tell us something which means you could pose a risk to others or if you are unable to give consent
- Let you know who we are passing details to and why.
- Keep you informed of any actions we intend to take.
- Where possible, we will work with you to agree every step taken.
Your right to withdraw your consent
You have the right to withdraw consent for us to hold personal information on you. You can withdraw your consent to share information at any time.
A request to withdraw consent should be sent to [email protected]
The right to view the data we hold about you.
You have the right to see what data is kept about you. If you want to view your records you can do so by sending a request to [email protected]
We can only show you your data if we know who you are and can provide proof of your ID.
Referrals to Safe and Sound from external services or from a third party
Children and young people are referred into our service by a third party, such as a teacher, social worker, or another service you may have been working with.
If you have been referred to Safe and Sound by someone and they have shared your PII with us, we will keep your personal details in a section of your record.
When you talk to a caseworker online and tell them anything that concerns them with regard to your safety or the safety of others – they may have to act to keep you or others safe. They will always try to talk to you first before taking any action. Sometimes, if the situation is very serious, they will have to take action without talking to you first.
All the data we collect is stored in the UK on servers owned by https://www.dovecomputers.com
We trust Dove Computing to keep our data safe and encrypted this is to protect it from cyber-attack or hacking.
Dove computing are GDPR compliant. This means that they meet all the required standards of the new data privacy rules.
Dove computing do not ‘process’ any of our data. This means that they don’t read, write or organise any of the data.
If you have a concern about how Safe and Sound is using your data please contact [email protected]
Cookies are small files comprised of letters and numbers that are downloaded onto your desktop computer, mobile or other handheld device when you access certain websites. Cookies allow a website to recognise a user’s device and help your browser navigate through the website by allowing you to log in automatically by remembering settings you selected during earlier visits, amongst other functions. Cookies do not harm your computer. If you would like to learn more about cookies in general you can follow the link below
Cookies help us to provide you with a good experience when you browse Safe and Sound and allow you to make full use of the features available to you.
Your data and you
If you think your data has been misused or that the organisation holding it hasn’t kept it secure, you should contact the organisation and discuss this with them. If you’re unhappy with their response or if you need any advice you can contact the Information Commissioner’s Office (ICO). Telephone: 0303 123 1113 or via the website www.ico.org.uk