Privacy Notice for Service Users and Students
How we use your personal information
We are the data controller of personal information about you. We are The Nr5 Project trading as Future Projects and our address is Baseline Centre 65/67 Knowland Grove, Norwich NR5 8YD.
Our Data Protection Officer is Andrew Morter. If you have any questions about this notice or the ways in which we use your personal information, please contact our Data Protection Officer at Baseline Centre 65/67 Knowland Grove, Norwich NR5 8YD or firstname.lastname@example.org
This privacy notice has been prepared in accordance with the General Data Protection Regulations (EU) 2016/679 (GDPR) and the Data Protection Act 2018.
This notice sets out how we use your personal information to provide you with services and covers:
- How we collect and use your personal data;
- What personal data we collect;
- How we store your personal information;
- Protection of your personal information;
- How we use your personal information;
- Disclosure to third parties
- Accuracy and retention of personal information
- Access to personal information
- Additional rights
Collection and use of personal data
You may be asked to provide your personal information anytime you are in contact with Future Projects. Future Projects and its departments may share this personal information with each other but will always use it in accordance with this Privacy Notice. We may also combine it with other information to provide and improve our services. You are not required to provide the personal information that we may request, but, if you chose not to do so, in many cases we will not be able to provide you with our services or respond to any queries you may have.
Here are some examples of the types of personal information Future Projects may collect and how we may use it:
We will collect personal information from you when you apply to work or volunteer with us.
This will include your:
- Phone number
- Date of Birth
- Online identifier
- Physical and mental health information
- NHS number
- National Insurance number
- Passport details, residency status and nationality
- Marital status
- Racial or ethnic origin
- Criminal record details
- Medical details
- Next of kin/emergency contact details
What personal data we collect
When you contact us, we may collect a variety of information, including your name, postal address, telephone number, email address, contact preferences or credit card information.
If our services are commissioned for you by third parties (your GP, local authorities, clinical commissioning groups, etc.) they will provide us with a variety of information, including your name, postal address, telephone number, email address and, medical/educational history.
During the course of your time with us we will keep information about you in your personal records like your name, address and date of birth together with details of any care and/or details of support that you are having.
How we store your personal information
The personal information we collect is stored in a variety of paper and electronic forms. Regardless, we have appropriate and adequate technical and administrative processes in place to make sure that all your information is kept secure.
Protection of your personal information
Future Projects takes the security of your personal information very seriously. To make sure your personal information is protected, we have a series of technical and administrative measures in place. Access is limited only to those of our employees who need to access it to provide services to you.
All members of staff are required to undertake annual data protection and confidentiality training and our privacy and security guidelines are communicated to all Future Projects employees. These privacy safeguards are monitored and strictly enforced. We send any information that we need to share with any third parties either as a legal requirement or through an anonymous process securely.
All data is stored on servers within data centres in the UK, although at times they may be temporarily outside the UK but within the EU.
How we use your personal information
The personal information we collect and store about you allows us to provide services to you. We also use it to help us develop, operate, deliver, and improve the quality of the services we provide or, more generally, the type of services that we offer. From time to time, we may use your personal information to send important notices to you or to those acting on your behalf, such as updates to your support and/or educational plans or changes to our terms, conditions and policies. Because this information is important to your interaction with Future Projects, you may not opt out of receiving these communications.
We may also use personal information for internal purposes such as auditing, data analysis, and research to improve our services and our communication with you.
We may use your personal information to test our computer systems such as the software we use to store your health, social, care and education records to improve our services. If you do not wish for your information to be used for these purposes, you can let us know.
If you don’t want to be contacted by us after you are no longer using our services, you can opt out anytime by letting us know.
We will not sell, share or give information to third parties for marketing purposes.
Young people and education
We understand the importance of taking extra precautions to protect the privacy and safety of the young people under our care. The young person information that we collect, hold and share may include:
- Personal information (such as name, unique pupil number and address)
- Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
- Attendance information (such as sessions attended, number of absences and absence reasons)
We use the young person information to comply with the law regarding data sharing for the following:
- To support pupil learning
- To monitor and report on pupil progress
- To provide appropriate pastoral care
- To assess the quality of our services
Collecting pupil information
Whilst the majority of young person information provided to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the law, we will inform you whether you are required to provide certain young person information to us, or if you have a choice in this.
Storing pupil data
All young person information will be held on the same basis as other information outlined in this Privacy Notice.
Who we share pupil information with
We routinely share pupil information with:
- Schools/colleges that the pupil’s attend after leaving us
- Local authorities
- The Department for Education (DfE)
- Examination boards
Why we share pupil information
We do not share information about the young people in our care with anyone without consent unless the law and our internal policies allow us to do so.
We share young people’s data with the DfE on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring. To find out more about the data collection requirements placed on us by the DfE (for example; via the school census) go to:
Access to young people’s information
Parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact us at the address outlined on the first page.
Disclosure to third parties
We will only share your personal information with third parties in the following circumstances:
- Where you have given your consent to the information being shared
- Where there are issues or concerns like the health and safety of yourself or others
- Where there is a legal requirement or responsibility to share the information
Personal information of service users may also need to be shared with third parties to make arrangements for the funding and/or payment of services received.
Additionally, in the event of a reorganisation, merger, or sale of Future Projects or any part of it, we may transfer any and all personal information we collect to the relevant third party.
Accuracy and retention of personal information
Future Projects makes it easy for you to keep your personal information accurate, complete, and up to date. If any of your information changes please let us know so that we can update our records.
We are legally required to hold certain information about you for a set period of time. All personal information will be deleted or securely destroyed at the appropriate time and we will not keep your personal information for longer than is required or permitted by law.
Access to personal information
You are entitled to see what personal information we hold about you at any time. This Privacy Notice outlines the information we hold about you and why. If you wish to access your personal information, please contact us at the address set out on Page 1.
We are not required to process any request for access which is frivolous or vexatious, jeopardize or otherwise affects the privacy of others, are impractical, or for which access is not otherwise required by law. We will let you know in writing if any of these circumstances apply to your request.
You may also have the right to:
- Object to processing of personal data that is likely to cause, or is causing, damage or distress
- Prevent processing for the purposes of direct marketing
- Object to decisions being taken by automated means
- In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
If you believe you have any of these additional rights or you wish to exercise them, please let us know.
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