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Privacy Policy

Privacy Notice for People Bawso Support

Bawso is committed to treating the information you share with us, and any information we get about you from other sources with respect and keeping it safe.

This notice tells you what Bawso does with the information we keep about you if you are receiving support from us.

1. Where we get information about you

We get information about you in the following ways:

  1. When you give us information directly or contact us. We ensure that it is kept safe at all times
  2. When we are given information about you indirectly, e.g. referrals to Bawso services or working closely with other agencies who are also working with you. Your information will only be shared with us by these organisations if you gave permission to them to share that information.

2. What personal data we have and how we use it

We will have the following information:

  • Your name
  • Your contact details, including address, email address and phone number
  • Your date of birth
  • National Insurance number
  • Details for an emergency contact or next of kin
  • Equalities monitoring information
  • Criminal record history
  • Risk assessment completed by Bawso and other agencies
  • Details of any children
  • Information about your family
  • Details of people who may be a risk to you
  • Education, training and employment information – what you have done and what you would like to do
  • Proof of identification
  • Information around any support you need and the support we provide for you
  • Financial details
  • Your occupancy agreement and any house rules
  • Any warnings or official notices you may have received
  • Information related to your health
  • Photographic images.

3. We will use the information we collect to

  • Support you safely and in the best way we can
  • Monitor and report on your achievements
  • Report to funders
  • Plan and manage the organisation
  • Research to improve the way we support people
  • Safeguard you and others
  • Provide case studies to be used externally (we will anonymise these or ask specific permission).

4. How we share your information within Bawso

We will share your information within Bawso to:

  • Make sure that anyone who may support you has access to your information
  • For line managers, senior management and our Monitoring and Evaluation Team to check on the quality of the support you are receiving
  • To help keep you and others safe.

5. How we share your information outside Bawso

We will share your information with agencies outside Bawso to:

  • Safeguard you and others
  • Make sure we are working together with other agencies who may be supporting you
  • Comply with funders’ requirements, including monitoring
  • Help local authorities and Welsh Government for research and statistical purposes.
  • Promote Bawso and the work with do with other people such as media, public, potential funders (we will anonymise this or ask specific permission).
  • Enable regulatory bodies and funders to audit our services to make sure our support meets appropriate standards.

6. How we keep your data safe and who has access

We keep your data in digital and/or paper version.

  • Paper records: These are kept in secure locations within our offices or projects.
  • Digital records: We will always ensure that we have technical controls in place. This includes making sure our network is protected and routinely monitored. We will store all of your personal information on our, secure password-protected and firewall protected servers. This may include data storage services provided in the Cloud, which also meet appropriate security measures.

Bawso’s uses Modus domestic abuse case management system which is encrypted and has additional security framework that gives additional protection.

In some local authority areas, we are required by contract / commissioners / Local authorities to store your data on external databases for example; PARIS, AIDOS, MST and PANCONNECT.

We may have to disclose your data, if required, to the police, regulatory bodies or legal advisors.

7. Keeping your information up to date

Your information will be updated throughout your support.

8. Your rights in relation to the information we hold

Right of access: You have a right to ask for access to the information we hold on you. We will aim to give you this access as soon as possible but within a month maximum. We reserve the right to remove any Third-Party information.

Right of erasure: We will hold your data for 7 years after have finished supporting you. In some cases, we are required by legislation or contract requirements to keep your data for longer.

9. Lawful basis for processing

The UK General Data Protection Regulation (GDPR) requires Bawso to state the lawful basis for processing your personal data.

Bawso processes your data under lawful processing conditions:

  • ‘Processing is necessary … in the public interest….and the data controller believes there is a need for the service’
  • ‘Processing is necessary …. because of substantial public interest … and there are appropriate safeguards.’
  • Processing is necessary for …. ……the provision of health or social care systems and services ……’

10. Complaints or Problems

If you have any concerns about how we are handling your data please let your support worker or another Bawso staff member know and we will investigate your concerns in line with our Complaints Policy.

You can also contact the Head of Quality Assurance and Compliance

Unit 4, Sovereign Quay,
Havannah Street,
CF10 5SF
Tel: 02920644633
Email: Dataprotection@bawso.org.uk

If you are not satisfied with the response to your complaint, you can contact the Information Commissioner’s Office: www.ico.org.uk

11. Changes to this Privacy policy

This policy will be review annually or when there are changes.