Privacy

KiP Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Contact Details

Post

FAO: Data Protection Lead, KiP CIO, Wrekin Buildings, Tan Bank, Wellington, Shropshire, TF1 1HJ.

Telephone

01952 924 007

Email

[email protected]

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third-party referrals:

  • Names and contact details
  • Gender
  • Pronoun preferences
  • Addresses
  • Date of birth
  • Emergency contact details
  • Next of kin details
  • Photographs or video recordings
  • Call recordings
  • Service use history
  • Right to work information
  • Health information (including medical conditions, test results, allergies, medical requirements and medical history)
  • Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
  • Information about work, home and living conditions
  • Information about support requirements
  • Criminal offence data
  • Records of meetings and decisions
  • Information about income and financial needs for funding or personal budget support
  • Information about legal UK immigration/residency status
  • Payment details (including card or bank information for transfers and direct debits)
  • Website user information (including user journeys and cookie tracking)
  • Information relating to compliments or complaints

We also collect or use the following special category information to provide services and goods, including delivery and third-party referrals. This information is subject to additional protection due to its sensitive nature:

  • Racial or ethnic origin
  • Health information

We collect or use the following information to receive donations or funding and organise fundraising activities:

  • Names and contact details
  • Addresses
  • Payment or banking details
  • Donation history
  • Taxpayer information (for Gift Aid purposes)
  • Gifts in wills

We collect or use the following personal information to comply with legal requirements:

  • Name
  • Contact information
  • Identification documents
  • Financial transaction information
  • Safeguarding information
  • Criminal offence data
  • UK immigration / residency status

We collect or use the following personal information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)
  • Date of birth
  • National Insurance number
  • Copies of passports or other photo ID
  • Employment history (eg job application, employment references or secondary employment)
  • Education history (eg qualifications)
  • Right to work in the UK information
  • Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Trade union membership
  • Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Address
  • Video recordings of public areas
  • Call recordings
  • Correspondence

Lawful basis and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful basis for the collection and use of your data

Our lawful bases for collecting or using personal information to provide support services, including third-party referrals are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • The Charity collects personal information to enable assessment of needs and risks for vulnerable adults who are rough sleeping or homeless within the Telford & Wrekin borough. We aim to identify and understand an individual’s support needs and to complete referrals for access to:
      • emergency or temporary accommodation providers, support services, mental or physical healthcare providers\/services, financial advice, counselling or other mental health therapies, provision of emergency food and hygiene products.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful basis for collecting or using personal information to comply with legal requirements are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful basis for collecting or using personal information for recruitment purposes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful basis for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

  • Directly from you
  • Family members or carers
  • Social services
  • Charities or voluntary sector organisations
  • Councils and other public sector organisations
  • Previous employers

How long we keep information

Service user personal details – will be stored for up to 3 years post the last recorded contact with KiP.
Charity donation details – will be stored for 6 years plus the current accounting year.
Employee/volunteer personal details – will be held for 6 years post termination of employment.

Who we share information with

Others we share personal information with

  • Health providers (eg GPs and consultants)
  • Charities and voluntary organisations
  • Care providers
  • Organisations we need to share information with for safeguarding reasons
  • Emergency services
  • Legal bodies or authorities
  • Local authorities or councils
  • Relevant regulatory authorities
  • External auditors or inspectors
  • Organisations we’re legally obliged to share personal information with
  • Current or previous employers

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the Contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint