CONTENTS OF THIS DOCUMENT
• WHAT DATA WE COLLECT
• DATA RETENTION
• DISCLOSING YOUR DATA
• KEEPING YOUR DATA SAFE
• NOTES OF CAUTION
• RIGHTS TO YOUR DATA
• CHANGES TO HOW WE USE YOUR PERSONAL DATA
Your data is held by:
Time-Matters UK Ltd
54 St James Street, Liverpool, L1 0AB
If you request to access your personal data, we will need to verify your identity.
WHAT DATA WE COLLECT
Personal data is any type of data that can be used to identify a person, for example: name, address, email address, photos. Other information such as bank account details, minutes of meetings or payroll information is also classed as personal data.
As we need to use your data while you are using our service, it is our objective to keep your data safe so you have confidence in using our service.
WHOSE PERSONAL DATA DOES TIME-MATTERS UK LTD COLLECT?
- Children and young people that we help directly
- People who contact us via webforms
- Volunteers and activity coordinators working on behalf of Time-Matters UK Ltd
Many of the children and families who come to us are referred to us from schools and agencies.
These outside organisations pass information onto us via our referral form. They only pass this to us with permission from the child or child’s parent or legal guardian.
The information we ask for includes:
Name of referrer, referrer email, referrer contact telephone number for a parent or legal guardian and relationship to the child, the family name, the family address, contact number and email address.
As for the referrer agency, we ask for the name of the agency and the agency’s relationship to the family.
The form also asks the referrer to describe the reason for referral and to provide information on the child including name, date of birth, age, gender, residential area and if they are aware of their parent’s imprisonment.
All this information is necessary for us to provide our children’s support service and also for us to signpost the child to an age-appropriate activity.
Contact information is essential as we need to be able to contact the child’s family to inform them about our service, offer advice and also to get in touch with the family in the case of an emergency while the child is with us.
ADDITIONAL INFORMATION WE REQUIRE FOR SERVICE USERS
We need to be able to contact the child’s parent/carer to be able to offer support for the children in accordance with the families wishes. We need to know the child’s school so we can liaise with their school. In addition, we need to be information about any existing safeguarding concerns or contact restrictions. We also require information about the parent in prison so we can ensure the support is sensitive to this.
Onsite contact form
People can contact Time-Matters UK Ltd via our website contact form. We ask you to provide your name, email address and your message, which may contain sensitive information.
We keep this information on file so we can contact you with an appropriate and informative response.
We take our safeguarding responsibilities very seriously and will share information that comes to light with the appropriate authority in accordance with our safeguarding policy.
We do not share or sell data with third parties apart from in the following circumstances:
- We share information with the agency or organisation that referred the child to our service where the child or parent/legal guardian has given us consent to do so.
- We will share the names of people carrying out Time-Matters UK Ltd services to help the children accessing our services.
- Where we use third-party processors such as email software, HR systems and IT systems. In this case, they can access personal information for delivering the intended service but may not use this personal information for anything else.
- We take our safeguarding responsibilities very seriously and will share information that comes to light that you or another person could be in danger. We will communicate with the appropriate authority in accordance with our safeguarding policy.
- In the case of a medical emergency or where your life is in danger and you cannot communicate necessary information yourself.
- In the event that a crime may be prevented if we do not share information with the appropriate authorities.
VOLUNTEERS AND ACTIVITY COORDINATORS
We collect and keep certain data on file for our volunteers and activity coordinators necessary for recruitment processes, HR functions, management and administrative processes, dealing with complaints or anything that we need to be aware of for you to fulfil your job function.
Employee/volunteer recruitment procedures will include a DBS (Disclosure Barring Service) check, at the appropriate level.
We will also keep on file any data you feedback to us regarding the service.
Cookies are files stored on your computer or device that can pass information to the website owner about your browsing activity.
This helps collect information about the user experience on the website, how many people are viewing pages, bounce rates and other key data that can help us to improve our website.
Disabling cookies on your computer is very simple; you can turn them off in your browser settings and you will be able to continue using our website.
Time-Matters UK Ltd is obliged to keep your data on file for six years after the last contact with the child’s family. This is in order to protect our service users’ interests and Time-Matters UK Ltd should a legal dispute occur relating to our service.
We also keep financial records for a minimum of six years as required by law for accounting and tax purposes.
If you choose not to be contacted by us, you have a right to be exempt from further contact. We will keep a record of your withdrawal consent for 6 years to ensure accurate records and to prevent any accidental contact from us.
We will keep certain records indefinitely, for example, health and safety assessments and consultations.
DISCLOSING YOUR DATA
LEGAL AUTHORITIES & SAFEGUARDING
We will never sell personal information to third parties in any situation other than those highlighted in the section on “Third Parties”.
There will be times where, by law and in accordance with our safeguarding policy, where we will need to disclose data to courts, legal authorities, social services and other interested bodies where a crime or an incidence of harm towards a child has been reported. We will also disclose personal data in the case of crime prevention.
Please refer to our section on “Third Parties” and our safeguarding policy.
DISCLOSING TO THE IMPRISONED FAMILY MEMBER
Time-Matters UK Ltd takes a ‘whole family’ approach to support – which means we include the child’s primary carers in decision making. Sometimes – with the permission of the family and where necessary state services we will update the parent in prison about the support their child is receiving.
KEEPING YOUR DATA SAFE
You trust your sensitive information to us, so it is our mission to protect it. While cyberattacks are a sad reality and cannot be avoided in every case, we have put in place measures to keep your data safe.
Our website has an SSL (secure sockets layer) certificate that keeps any data you send to us through the website secure through encryption.
Once received, data is stored safely and securely, encrypted and password protected at all times. No one will have unauthorised access to this data.
Once you cease to be a service user, we will keep your data in our systems for six years before disposing of it in a secure manner.
Any special categories of personal data or otherwise sensitive information that we obtain will only be shared by those who need to know.
NOTES OF CAUTION
Any third-party link on our site is not an endorsement.
Time-Matters UK Ltd communicates with our community through Facebook, Twitter, Instagram and LinkedIn.
We cannot guarantee the safety of your personal data on third party social media platforms. Please read the privacy policies provided by the specific social media networks.
It’s important that you refrain from revealing any personal or sensitive information in a public forum.
If you wish to communicate information about a child using Time-Matters UK Ltd or to refer a child, please contact us through our website forms rather than direct messages on social media platforms.
RIGHTS TO YOUR DATA
Time-Matters UK Ltd acts in accordance with the General Data Protection Regulation. Find out more about your individual rights from the ICO. (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/)
Time-Matters UK Ltd will respect your wishes pertaining to these rights insofar as we are complying with legal requirements concerning keeping records. Please email your request to us at firstname.lastname@example.org.
If you make such a request, we will conduct verification checks to ensure your personal safety before releasing this information.
CHANGES TO HOW WE USE YOUR DATA
Over time, we may make changes to how we collect, store and process data. Should a change arise, we will inform you by email and other media such as in our Facebook group.
Last updated: 25/06/20