Privacy notice – Children and Young People’s Service

 

West Mercia Rape & Sexual Abuse Centre’s Children and Young People’s Service is a private and confidential service. This means that what you say stays between you and WMRSASC. The only time we would say something is if we think that you or someone else is in danger of being seriously hurt or your life, or someone else’s life, is in danger.

However we do need to collect some information to enable our services to be delivered efficiently and appropriately to you, however this information is made anonymous, so that only your workers will know it’s about you.

The following information is to help service users, parents and carers become more aware of what information is collected, stored and shared about them and their family.

WMRSASC believes that you need to know what information we collect about you and your family; this notice aims to do that clearly and openly.

What kind of information does WMRSASC have about me?

There is a variety of information which we collect about people, and it usually falls into one of the following categories:

  • Basic personal Information – e.g. name, address, DoB, telephone number, email address
  • More sensitive information – e.g. racial or ethnic origin, physical or mental health, or criminal offences
  • Third party – information which doesn’t come directly from the person it is about
  • Statistical – numbers of things e.g. the total number of WMRSASC clients or number of clients using certain services; this kind of information doesn’t identify individuals

WMRSASC workers will also usually fill out forms, take basis notes about the meetings they have with or about you/your children, and they may also write letters to e.g. refer you for another service.

What do you do with information about me?

We collect and keep information about you to help us understand better what our clients need, so we can plan and organise services which support survivors in the best way.

We may also need to share information about you, but we will only do this with your permission or if we think that you or someone else is in serious danger.

This may be done with other authorities, local government agencies and central government. The main reason for sharing information is to enable you/your family to receive better integrated services from us.

How do I know the information about me is kept safely?

All the information we collect is stored securely on our IT systems and manual filing systems. We have strict procedures for the way this is done. Any and all information about you is treated as confidential and with respect. There are also clear rules and guidance about storing, recording and sharing information which all our workers receive training on.

We take information sharing very seriously. All WMRSASC workers are DBS (Disclosure and Barring Service) checked. Any worker who is found to be breaking the rules will be dealt with through appropriate disciplinary procedures.

Are the records confidential?

All WMRSASC workers have a duty of care in accordance with our Data Protection policy. This includes respecting that right to confidentiality.

For how long are records held?

There are different rules for different aspects of WMRSASC services. We are required by law to keep records for varying lengths of time depending on individual circumstances.

Don’t you need my permission to keep and share information about me?

We need your written agreement (consent) to share information about you. When we need to share information, we will ask for this from you directly or on behalf of a child for whom you have responsibility.

Although your information is confidential, it doesn’t mean it is secret and sometimes we have to share information about you/your family without your permission. These reasons are:

  • To protect you from harm, neglect, abuse or significant threat
  • When you may need urgent medical treatment
  • To prevent or detect a crime

We will always do our best to tell you if we have to share information about you/your family under these circumstances, unless doing so puts you/your family in danger.

Are there any laws which protect me and the information about me?

There are lots of laws which do this, such as:

  • The Common Law Duty of Confidence
  • The Data Protection Act 1998
  • The Human Rights Act 1998
  • NHS Guidelines – Caldicott Principles, which govern the sharing of patient identifiable information

Can I see the information you have collected about me/my family?

Yes, in most circumstances you can. Under the Data Protection Act 1998, you can request to see this information. For help and advice as to how to do this, please contact the Operations Manager on 01905 611655 or email: office@wmrsasc.org.uk

There is strict guidance on how organisations should do this – you won’t be able to see your information immediately and in some cases there may be a small administration fee.

You have the right…

  • To ask WMRSASC if it holds personal information about you
  • To ask what it uses the information for
  • To be provided with a copy of the information
  • To be given details of the purposes for which we use the information and other persons/organisations to whom it is disclosed
  • To ask for incorrect data to be corrected

Who should I contact if I want to complain?

Operations Manager on 01905 611655 or email: office@wmrsasc.org.uk

If you are still not happy you have the right to complain to;

The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 01625 545745
Website: www.ico.org.uk