THE PARENT HOUSE
Privacy Notice
In this notice, we will tell you how we use and share your personal information and explain your rights regarding how we do this. This applies to everyone with whom we work or interact.
Who are we?
We are The Parent House Trust, 55 Calshot Street, London N1 9AS.
What do “personal data” and other terms mean?
“personal data” means information or facts which are recorded about you, which directly or indirectly identify you.
“processing” data or information means doing almost anything to it or with it, including obtaining, recording or storing it or altering, transferring, consulting or destroying it.
“data controller” means a person or organisation, who determines the purposes for which data is processed and the manner in which it is processed: in this case, the Parent House.
“data privacy manager” means the person who manages data privacy procedures for the Parent House. This is our Director, Gina Camputaro. For contact details, see “Contact us” below.
What kinds of personal data about you do we process?
The items of personal data about you that we process will depend on which of our services you use, or how we work with or interact with you. They might include any of the following:
Contact information such as name, address, email address, telephone number
Biographical information such as gender, date of birth or age range, ethnicity, family status (such as whether you are married, whether you have children), photographs of you, qualifications, employment and benefit status
Your status in the UK (asylum seeker, refugee)
Information about your health (physical and mental)
Bank account details (where we pay you)
How you have used our services (such as attending a course or workshop) or how we have used your services (such as employing you as a member of staff or engaging you to maintain our premises)
Criminal records information about you, including alleged offences, for example safeguarding issues
Where do we get this personal data about you from?
We’ll collect personal data that you give us directly, through for example:
Various registration forms you complete, such as our own forms or qualification forms
Parent House Trust volunteers who meet you in the community
Your emails, including any sent via our website
Your telephone calls
Your joining our mailing list
Your applying to us for a job
Photographs (any which you give us, such as for our publicity or for lanyards for volunteers)
Catalysts Applications and petty cash payments when paid direct to you
Vouchers for Volunteering
And we’ll collect personal data about you from the following external sources, where applicable:
UK Disclosure & Barring Service (DBS), often via Islington Borough Council
Our payroll provider
What do we use your personal data for?
We use your personal data, where it is relevant, for the following purposes:
To support our service-users, eg to put together a group for a course
To develop our work, eg to check whether a proposed course might be desirable
To promote our work, eg to improve our website (data will be anonymised unless we have your specific consent beforehand to showing your photograph or name)
To show impact of our work to funders/stakeholders (always anonymised)
For safeguarding (protecting children)
To ensure we are meeting our legal and regulatory obligations, including our health & safety obligations in relation to COVID-19.
For management and audit of our operations including accounting and payroll
What are the lawful grounds for our processing (and sharing) of your personal data?
We will only use your personal data fairly and where we have your consent or another lawful reason to do so. These are the lawful grounds for our use of your personal data:
Where it is needed to provide you with our services
Where it is in our legitimate interest (and also fair and reasonable) to do so, such as:
o For management and audit of our operations including accounting and payroll
o To carry out monitoring and to show the impact of our work
Where you have agreed, such as if we use your photograph or name in our publicity
To comply with our legal and regulatory obligations such as in relation to payment of tax or in relation to COVID-19
For a public task (a task in the public interest), such as assisting a vulnerable parent or child
Which external organisations do we share your personal information with?
We may share information with the following for the purposes listed above:
Qualifications providers – to register service-users to obtain accredited certificates if attending training
UK Disclosure & Barring Service (DBS) application
Islington Borough Council – for some DBS checks and some employee processes
Our accountants – for example where we pay you direct
Our payroll providers – for employees
Our IT support consultants - whilst we do not share your information with our IT provider, they have access to our computers to support our IT needs
HMRC (tax authority) - for employees
National Health Service or Public Health England – for test and trace in relation to COVID-19 in accordance with Government guidelines
How and when can you withdraw your consent?
Where we are relying upon your consent to process personal data, you can withdraw this at any time by contacting us: see “Contact us” below.
What should you do if your personal data changes?
You should tell us so that we can update our records.
Are you obliged to give us your personal data?
No, but we won’t be able to provide you with a service or employ you if you don’t give us certain data. However, there are some cases where providing some personal data is optional, and where that applies we will make this clear.
For how long do we keep your personal data?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
For as long as we have reasonable need, such as during the time we are working with you or you wish us to keep you informed of projects/services
For periods in line with legal and regulatory requirements or guidance.
What are your rights under data protection laws?
Under data protection laws and where applicable, you have the right:
to be informed about the processing of your personal data,
to have your personal data corrected if it is inaccurate and to have incomplete personal data completed,
to object to processing of your personal data,
to restrict processing of your personal data,
to have your personal data erased (the “right to be forgotten”),
to request access to your personal data and to obtain information about how we process it, and
to move, copy or transfer your personal data
You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/make-a-complaint/.
Contact Us
If you have any questions about this privacy notice, or if you are dissatisfied with our treatment of your personal data, or if you wish to exercise your rights or contact our data privacy manager you can: come to see us at The Parent House, 55 Calshot Street, London N1 9AS; or write to us there; or telephone us on 020 7837 1383; or email us at info@theparenthouse.co.uk
Definitions:
“Parent House” means The Parent House Trust
“Service-users” means the parents and carers who use or receive the services of the Parent House.
“Staff” means everyone working with or for the Parent House, including students on placement and volunteers
Change Record
Date of Change 7 September 2020
Changed by Director/DP manager
Date approved by data privacy manager 7 September 2020