Privacy notices
Family Action is committed to protecting your personal data and respecting your wishes and we want you to be confident that we are. We aim to be clear about when we collect your data and not do anything you would not reasonably expect us to do with your personal data. Click below to find out more about our relevant privacy notice.
Volunteer Privacy Notice
This privacy notice covers the use of your personal data if you are a volunteer at Family Action and our related services.
Family Action is the Data Controller of the data, and processes the data using the legal basis of Legitimate Interest – Where it is necessary for our legitimate interests (or those of a third party). In broad terms our legitimate interest is fulfilling the charitable purpose of the Family Action.
Family Action is required to process information about its volunteers for purposes such as:
- management and administration,
- Family Action legal obligations
- plan and administrate activities
- taking steps to ensure and monitor compliance
- with our legal obligations and internal standards and procedures
- assessing suitability of volunteers for potential roles
- keeping records of volunteer activities and performance
We take the privacy and security of your information extremely seriously and will only use it in a lawful, fair and transparent manner in order to manage our relationship with you and to ensure the effective running of the organisation.
Information may be collected and used at many stages of your volunteering/employment with Family Action:
- during the recruitment and selection process
- to carry out pre-volunteering checks
- when you join Family Action
- during the time you volunteer at Family Action
- at the time when your volunteering role ends
- after you have stopped volunteering at Family Action.
We use personal information:
- in order to fulfil our responsibilities to you under your volunteer agreement
- to comply with legal requirements, such as the health and safety at work legislation
- in order to pursue our legitimate business interests
- to perform our rights and obligations in connection with your volunteering role
- to contact your emergency contact, where necessary and appropriate
If information is not provided by you we may, in some cases, not be able to comply with our obligations. In such circumstances, we will advise you of the implications of your decision.
Where do we obtain your information?
Most of the information we hold about you will be provided by you in the form of application forms, disclosure forms etc. Additional information may be provided by your supervisor, by employees and by external sources such as service users, clients and your referees during the course of your volunteering with us.
What information do we process?
The information held about you may include:
- your name and contact details
emergency contact details
records relating to your volunteer role, such as training records, supervision notes, personal development plans and other performance measures - details of your qualifications
- where appropriate, records of complaints procedures
- records of your volunteering hours
- information needed for equal opportunities
- monitoring
- employment history
- your volunteer agreement
- references
- details of your bank account (for payment of expenses)
- correspondence (e.g. Letters confirming changes to your volunteer role
- DBS details and ID numbers and passport details where required for DBS checks
- visa details confirming your eligibility to volunteer
You will, of course, be referred to in many Family Action documents and records that are produced by you and your colleagues in the course of carrying out your role and the business of Family Action. Please refer to the Family Action Data Protection Policy and Information Security Policy.
Where necessary, we may keep information relating to your health, which could include records relating to your physical or mental health. This information will be used in order to comply with Family Action’s health and safety and obligations in connection with your volunteering role, so that we can consider how your health may affect your ability to perform your role, and to ensure we are able to support you within your role. We may also use the information to address any complaints by or about you.
We will only process special categories of data relating to your ethnic origin, religion, race and sexual orientation to enable us to monitor equality and diversity.
As an organisation we may process data in pursuit of our legitimate business interests. These include:
- the detection and prevention of fraud or other criminal activity
- protecting the security and integrity of Family Action networks and systems
- detecting and preventing the loss of personal data
improving employee productivity and performance
Under these legitimate interests we monitor computer and network use in line with the Family Action Information Security Policy. You should therefore be aware that when you are using Family Action telephone and computer systems for your own personal use, such use is not considered to be private.
We will never process your data on this basis where Family Action’s interests are overridden by yours.
Is my data safe?
Family Action takes appropriate precautions to protect the security and integrity of the personal data we hold. Technical and organisational measures have been put in place to protect the information systems on which your data is stored and we require our suppliers and service providers to protect your personal information by contractual means.
Will your information be shared with any other parties?
We will only disclose information about you to third parties if we are legally obliged to do so.
If in future we intend to process your personal data for a purpose other than that which it was collected, we will provide you with information on that purpose and any other relevant information.
Transfer of data to other countries
In limited and necessary circumstances, your personal information may be transferred outside of the European Economic Area (EEA). Where such transfers occur, we will assure that adequate protection exists as required by law.
How long will we keep your data?
Your personal information will be kept on file only for as long as it is required under GDPR, or we are obliged to retain the information by law.
Your Rights
If you have provided consent for the process of your data you have the right (in certain circumstances) to withdraw that consent at any time. To do so, you should contact your supervisor in the first instance or the Data Protection Officer whose details are recorded below. Withdrawing consent will not affect the lawfulness of the processing before your consent was withdrawn.
Under the General Data Protection Regulation (GDPR) you have a number of rights with relation to your personal data.
Access
You have the right to request access to the personal information held about you. To request access, you should send a Subject Access Request (stating what information you would like access to) in writing to the Data Protection Officer whose details are below.
Rectification
It is important that the information we hold about you is accurate and up to date. If you believe that your information is inaccurate you should notify your supervisor in the first instance.
Erasure
In certain circumstances, you have the right to request that we erase information about you from our files and systems. This will only be possible if there is no other legal basis under which we are obliged to keep the information.
Restrict Processing
You may have the right to request that Family Action restrict the processing of your data if you believe the data to be inaccurate, no longer required or processed unlawfully.
Complaints
You have the right to complain to the data protection authorities if you believe that your data is being processed improperly or illegally.
Changes to This Policy
Family Action reserves the right to make changes to this policy from time to time. Where changes are made, the details will be posted on the Family Action intranet. If you do not have access to this, your supervisor will pass on the information.
If you have any questions in relation to any of the above, please contact the Data Protection Officer by email at [email protected] or contact the legal team.
Fundraising and Marketing Privacy Notice
Family Action is committed to protecting your personal data and respecting your wishes and we want you to be confident that we are. We aim to be clear about when we collect your data and not do anything you would not reasonably expect us to do with your personal data. This policy is to help you understand what personal data we collect, how we use it and how we store it and applies to our websites, products and the ways in which we interact with our supporters. A separate Family Action Services Privacy Notice addresses how we handle personal data within our services.
We have reviewed our systems to make it easier for you to choose which communications you receive from us and how you receive them. If you no longer wish to hear from Family Action by email or post please contact the fundraising team using the details in the “Contact us” section below.
If you would like to know more about how we collect and use your personal data, please click on the headings below for further information. If you have any further questions, please contact us using the details in the “Contact us” section below.
Any personal data collected will be used and held in accordance with both domestic and EU data protection requirements as dictated by the Data Protection Act 2018, when applicable, the UK & EU GDPR, and any additional or successor legislation or regulation.
Where does Family Action collect my personal data from?
When you provide your personal information directly to us
If you sign up to one of our events, make a donation, purchase a product, or communicate directly with our teams for another reason, whether online, on paper, in person, or over the phone, you will be sharing your personal information with us.
When you provide your personal information through a third-party organisation
Family Action works with other organisations such as JustGiving, London Marathon, Fundraising Event Partners and Corporate Partners, such as organisations who have us as their Charity of the Year. We work with these organisations to make sure that we can provide the best services and opportunities to those we work with, our supporters, staff and volunteers.
If you provide your personal information to these third parties and indicate that you wish to support Family Action or wish to hear from us such as by supporting an event, signing up to hear from us, or making a donation, the organisation you have contacted may share your details with us (including personal information). For information about the type of information receive through these third parties, see the section below “What type of information do you collect”. To learn how these organisations use your personal information, please read their Privacy Policy.
Publicly available personal information
In some circumstances, we may combine information you provide us with personal information available from external sources such as on your employer’s website, in newspaper and magazine articles in the press, or in public records such as Companies House.
This might be in order to provide you with a better experience at Family Action events or to ensure that we are contacting you with information that we feel is relevant to you, or in order that we can provide you with a better and more personal experience in your interactions with Family Action. It also enables us to gain a better understanding of our supporters to improve our fundraising products and services.
If you leave us a legacy and information is required for administration purposes in relation to that legacy, we may refer to publicly available sources in order to obtain the information required for these purposes.
Occasionally we obtain publically available information such as contact information or we research information to help us perform due diligence checks to ensure we are not being abused by fraudsters or criminals posing as genuine donors or to ensure that there are no conflicts of interest from potential supporters or organisations prior to our engagement. This might be if, for example, we noticed unusual donation activity. We do these checks to help protect Family Action from abuse. For further information around this please see the marketing section below.
Social media
We may refer to personal information available on and through your social media profiles (such as LinkedIn, Twitter and Facebook) in order to provide you with a better and more personal interaction with Family Action. Your personal settings within those social networks and the privacy policies of those websites and messaging services will determine what information you have given us, and others, permission to access. Please check your settings and the privacy policies of those sites if you’re not sure what permissions you’ve given.
When you use our website or apps
So that we can make our website as good as possible, and provide the best possible experience for those who use it, we collect cookies when you use our website. This can include the pages you visit and areas that are of most interest. Cookies can also be used to make using the website faster, such as by automatically filling your name and address. Further information about cookies is set out below and in our cookies policy.
In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including the type of device it is, what specific device you have, what operating system you’re using, or why a ‘crash’ has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
What type of information do you collect and what do you do with it?
The type information (including personal information) that we collect and use and what we do with it will depend upon your relationship with us.
If you are kind enough to support us, such as by making a donation, registering to hold an event or do some fundraising, signing up for an event, the data that we need to collect will vary, but may include:
- Your name
- Your contact details, including email, telephone number and postal address
- Your date of birth
- Your bank or credit/debit card details and
(only if we need it, such as if you are taking part in a sporting event), health information. - Why you’ve decided to support us or make a donation
- Details needed for us to provide you materials such as t-shirt size
- The name and address of your employer, particularly if we are running an event in conjunction with your employer, or your employer is a Corporate Partner of Family Action
- If an event is being provided by a third party, the name and contact details of that third party supplier
- Details needed to improve your event experience such as dietary requirements or accessibility needs
- Invoicing information
- A declaration from you to enable us to re-claim Gift Aid on your donations.
Do you ever collect sensitive personal information?
We will rarely collect information classified as “special categories of personal data” or “sensitive personal data”, such as information about your race, religious beliefs, political opinions and health information. We will only do so if there is a clear reason for doing so, such as if you are attending an event and we need your health information to ensure your safety, or to enable you to participate in an event.
If you provide us with your bank or credit card details to process a payment over the telephone or via a postal mailing, we will always ensure that your information is handled securely. We do not store your credit or debit card details at all following the completion of your transaction. All card details are securely destroyed once the payment or donation has been processed. Only staff authorised and trained to process payments will able to see your card details.
If you make a payment through our website, the payment will be processed through a secure third party such as Stripe or GoCardless and we will not have access to any of your card details. Your card will be processed in accordance with the policies of the processor providing that service that you will be notified of at the time of making payment and we would refer you to their terms and conditions for further information.
How does Family Action use the personal data it collects?
Family Action uses your personal data in different ways, depending on the nature of our relationship with you.
If you make a donation, register to hold an event or sign up for an event or do some fundraising, we need to collect this data for numerous reasons, in order to
- provide you with the services, products or information you asked for;
- administer your donation or support your fundraising;
- process gift aid;
- keep a record of your relationship with us;
- Make sure we know how you prefer to be contacted;
- Understand how we can improve our services, products or information.
We may also use your data for the following:
Direct Marketing
We will use the details you provide to us to communicate with you about the work we are doing with children and families across the UK, how your support is helping and other ways you can help in the future, such as through volunteering, events or fundraising. We may also send you appeals asking for a donation to support our work.
We will never send you electronic marketing communications, such as fundraising emails, or contact you by telephone unless we have your express consent that you wish to hear from us in this way. If you do subscribe to Family Action emails or the e-newsletter, we will understand that you are granting us the right to use that email address for email marketing.
If you don’t currently hear from us by email or receive our e-newsletter and would like to do so, or if you would like to update your preferences, please contact the Fundraising team using the details in the “Contact us” section below. You can also unsubscribe from Family Action emails by clicking the ‘unsubscribe’ link at the bottom of any of our emails.
We may contact you by post if we believe we have a legitimate interest in doing so and that contacting you in this way will not have unduly adverse consequences for you. This might be if, for example, you have a history of making donations and have not indicated that you no longer wish to receive these appeals by post. If you hear from us via the post and no longer wish to do so, please contact us using the details in the Contact us section below.
We are committed to communicating with you in the way you wish us to and we will always respect your privacy. You can change your mind at any time and it is quick and easy to let us know that you no longer want to hear from us by using the contact details in the Contact us section below or by posting us an updated consent form that you may receive in the post. You can be assured that our staff will deal with any request quickly, sensitively, courteously and professionally.
Personalisation and Profiling
To help us to make sure you’re happy to hear from us and happy with what we send you, we may use the personal information that we have gathered in the course of our relationship to tailor our future communications. This includes helping us to understand the likelihood of you responding to a fundraising communication from us, potentially donating and in some instances donating or supporting us at a higher level. The greater understanding of you we can obtain from this information, the more personalised and relevant we aim for our communications to be.
We also carry out targeted fundraising activity to ensure that we are contacting you with the most appropriate communication, which is relevant and timely and will ultimately provide an improved experience for you. For example, by providing timely news about our work, letting you know the different ways you can support us and how you can help raise funds.
You can opt out of your personal data being used for profiling. However, this may mean that you stop receiving marketing communications from us or they become more generic and less relevant to you as they are no longer based on your interests in our cause. If you do wish to opt-out please contact us using the details in the “Contact us” section below.
Sharing your Story
To show our funders, partners and supporters the great work that Family Action does, we may share anonymised information about the ways in which a successful fundraiser has been able to help Family Action support young people and their families and the work we have been doing. We will not share any information which makes you identifiable unless you have given us express consent to do so, or, if someone is under 18, without the consent of their parent or guardian.
When might you give my personal information to another party?
We will never share your information with a third party who intends to use it for their own marketing purposes and there are very limited instances where we will share your personal data with a third party. This could include:
- If a third party provides a service to us, such as running an event on our behalf or providing an element of a contract for us, such as email distribution, or fulfilling a Christmas card order This would include our trusted partners that work with us in connection with our charitable purposes, entities that act as fundraisers for Family Action, sell Family Action’s products or provide Family Action information and marketing for us
- to assist with the administration of fundraising. For example, if you have indicated that your employer may be willing to match fund any donations you make to Family Action, we may need to contact your employer
- for the administration of events. For example, an event venue may require the provision of the names of attendees in advance, for security purposes
- where there is a legal or regulatory requirement to disclose your personal information such as from HMRC or the courts, we have a genuine and real concern regarding a person’s well-being, or where disclosure is necessary for taxation and criminal investigation purposes
- where we have your written consent
- in order to prevent fraud and crime, we may perform due diligence checks to ensure we are not being abused, such as by fraudsters or criminals posing as genuine donors for example money laundering proceeds of crime and tax avoidance. We do these checks to help protect Family Action from abuse.
How do you keep personal information about me safe?
Family Action has a number of steps in place to keep your personal information as safe as possible. We train all of our staff in data protection and data security to increase awareness of its importance. We keep our data protection and data security policies and practices under constant review and review the personal data that we hold, where we hold it and what we do with it.
Family Action requires the third parties it works with to comply with data protection laws and puts controls in place to ensure that your information is handled safely and appropriately.
Where is my personal data stored?
Wherever possible, we ensure that your personal data is kept in the UK. We minimise use of servers outside of the EEA and in some limited instances if we need to transfer your personal information to a third party for processing in countries that aren’t listed as ‘adequate’ by the European Commission we’ll only do so where we have appropriate contracts or other appropriate safeguards in place.
By communicating electronically with us you acknowledge and agree that your data may be processed in this way.
How long will you keep personal information about me?
We will only keep information about you for the length of time it is necessary to do so to engage with you in the way that you have requested and in accordance with our legal requirements and tax and accounting rules.
When your personal data is no longer needed, we will ensure that it is disposed of in a secure manner. If you would like us to delete any information we hold about you, please contact us using the details in the “Contact us” section below.
How do you protect vulnerable supporters?
Family Action takes into account the needs of any potential donor who may be in a vulnerable circumstance or require extra care and support to make an informed decision. If in any doubt, if any member of Family Action staff knows or has reasonable grounds for believing that an individual lacks capacity to make a decision to donate, a donation will not be taken.
What about children and young persons’ information?
Family Action are committed to protecting the privacy of the children and young people you provide us with information about, whether this be through our website or at fundraising events.
Family Action requires the consent of a parent or guardian before anyone under 16 years of age participates in an event organised by us. Children aged under 13 must obtain the consent of a parent or guardian before providing any personal information.
What if I use other websites linked from Family Action?
Family Action does not have any control over how any third party websites handle and use your data. Therefore, if you follow any links to third party sites from Family Action websites, you must check the Privacy Policy for that organisation in order to understand how your data could be used. This policy does not cover third party websites.
What are cookies?
Cookies are small text files which are used by websites to learn about your visit to the site and in some cases to tailor your experience on the website. We use cookies to improve your experience of using the Family Action website. Find out more about cookies on www.allaboutcookies.org. You can turn cookies off on your computer – please check your computer settings for further information. Turning cookies off could restrict your use of our website.
Some of these cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. The data collected is not shared with any 3rd party. The information we get through the use of these cookies is anonymous and we make no attempt to identify you or influence your experience of the site while you are visiting it. If you do not allow these cookies we will not be able to include your anonymous visit in our statistics.
We use cookies on our site that provide functionality, improve performance, help with behavioural advertising and embedded content. We will use a cookie that stores your font size preferences, which allows us to make the size standard throughout the site and we will use a cookie to remember you acceptance of the cookie banner statement.
Contact with corporate subscribers under PECR?
‘Corporate Subscribers’ are people who Family Action might contact in a professional context, using their work contact details, including phone, email and post.
These contact details may be obtained from public domain sources (company websites etc.), from our own business records or from other companies and business contacts.
Family Action may contact Corporate Subscribers under the legal basis of Legitimate Interests and as permitted under the PECR (2003) legislation.
We may contact corporate subscribers by email or telephone provided that the subscriber has not previously opted out and is not registered with the Telephone Preference Service (TPS) or its corporate equivalent (CTPS).
Direct Mail is not covered by PECR. We may contact subscribers by mail if they have not previously opted out of receiving such communications.
You have a right to object to the processing of your data for direct marketing.
We will provide opt-out notices on our communications to you, or you can advise our team at [email protected].
Family Action understands that PECR (2003) legislation will be replaced by the EU e-Privacy Regulation (ePR) in due course and reserves the right to review this privacy notice accordingly.
What rights do I have in relation to the personal information you hold about me?
The right to see what personal information we hold about you.
If you would like to know if we are processing any of your personal information or to see the personal information that we hold about you, you can make a request by sending a description of the personal information you wish to see and 1 piece of identification, so that we can verify your identity to [email protected] or by writing to the Data Protection Officer at Family Action, Family Action, 34 Wharf Road, London N1 7GR. We will respond within 30 days (and from 25 May 2018, it will normally take us one month to get back to you but could take longer (a further two months) if it’s a complex request or we get a lot of requests at once).
In order to make sure that we only send information to the right person, we cannot provide this information or accept requests via email.
- You have the right to request access to the data we hold on you
- You have the right to request any of the following in relation to the personal information we hold
- to request that we amend personal information that we hold incorrectly
- To request that we delete the personal information we hold. We will consider any request on a case by case basis
- for restrictions to be imposed upon how we process your personal information
You may also have the right to object to the way in which we process your personal information;
If you wish to exercise any of these rights or have any questions in relation to any of the above, please contact us using the details in the “Contact us” section below.
Please note that it may take 30 days for your request to be implemented from the date of the request.
Further information in relation to how you can access and change the information any organisation holds about you, see guidance provided by the Information Commissioner here.
Details
Internally
If you would like to complain to Family Action about our handling of your personal data, please contact please contact the data protection officer at [email protected], or by post at Family Action, 24 Angel Gate, London EC1V 2PT or on 020 7241 7608.
To a supervisory authority
If you wish to lodge a complaint or seek advice from a supervisory authority please contact:
The Office of the Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Tel: +44 (0) 01625 545 745
Website: www.ico.org.uk
Will this policy change?
To make sure that this policy and our practices stay legally compliant and up-to-date, we may make changes from time to time. If we make any substantial changes, we will make this clear on our website, or by contacting you directly, if appropriate. To be sure that you don’t miss anything, please check back to this page from time to time.
Contact us
I would like to speak to someone at Family Action about how you collect, use and store my personal data.
If you have any questions, comments, requests or suggestions, please contact the data protection officer at [email protected], by post at:
Family Action
34 Wharf Road
London, N1 7GR
If you would like to change your contact preferences, please get in touch with us at [email protected] or call 020 7241 7608.
Details
We have included a description of how the terms we use are generally interpreted:
- Apps means an application, like one you’ve downloaded to your mobile or portable device.
- Family Action means Family Action, the Charity, Registered with the Charity Commission, Charity number 264713.
- Cookies are small text files which are used by websites to learn about your visit to the site and in some cases to tailor your experience on the website created by a website and stored in the user’s connected device
- Direct Marketing means advertising or marketing communication (which could be to sell a product or promoting an organisation) that is directed to particular individuals or companies.
- Model Contracts are standard contractual clauses set by the European Commission. They offer sufficient safeguards to protect people’s privacy, fundamental rights and freedoms when their personal information is moved from within the EEA to outside. The contracts are in compliance with data protection legislation.
- Personal information means information that identifies you as an individual, or is capable of doing so.
- Profiling – processing of personal data to evaluate information about an individual
- Sensitive Personal Data or Special Category Data means data relating to racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.
Services Privacy Notice
This Privacy Notice is an overarching Notice for users of all Family Action services. All services have separate, specific Privacy Notices which are specific to the service and these can be found on their individual website page or by contacting the service directly.
About Us
Family Action is a registered charity (Charity number 264713) referred to variously in this document as ‘Family Action’, ‘<Service Name>’, Us’ and ‘We’.
Contact with corporate subscribers under PECR
‘Corporate Subscribers’ are people who Family Action might contact in a professional context, using their work contact details, including phone, email and post.
These contact details may be obtained from public domain sources (company websites etc.), from our own business records or from other companies and business contacts.
Family Action may contact Corporate Subscribers under the legal basis of Legitimate Interests and as permitted under the PECR (2003) legislation.
We may contact corporate subscribers by email or telephone provided that the subscriber has not previously opted out and is not registered with the Telephone Preference Service (TPS) or its corporate equivalent (CTPS).
Direct Mail is not covered by PECR. We may contact subscribers by mail if they have not previously opted out of receiving such communications.
You have a right to object to the processing of your data for direct marketing.
We will provide opt-out notices on our communications to you, or you can advise our team at [email protected].
Family Action understands that PECR (2003) legislation will be replaced by the EU e-Privacy Regulation (ePR) in due course and reserves the right to review this privacy notice accordingly.
For the purposes of the data processing described in this statement, Family Action act as the Data Controller unless otherwise stated.
Throughout this Privacy Notice, where we refer to ‘you’, if you engage with us on behalf of your family, we are referring to both you and your family.
Commitment
If you and/or your family use a Family Action service, you can be assured that we are committed to making sure that any information we hold about you will be collected, stored and used in accordance with The Data Protection Act 2018 and General Data Protection Regulation 2016/679 (GDPR). Throughout this Privacy Notice, where we refer to ‘you’, if you engage with us on behalf of your family, we are also referring to your family.
This means that we adhere to the data protection principles of only holding information about you that is relevant to our work with you, that we make sure the information that we hold is accurate, up to date, secure, and only kept for as long as we need it.
Should you have any questions relating to this notice or our processing of personal data, please email [email protected] or contact us at the address below.
Where do we collect your information
We may collect information about you at a number of stages in your use of our service.
Referral
You may be referred to our service by a healthcare professional, social worker or other support organisation that is providing services to you. Where they refer to us they will usually ask for your consent to do so. As part of the referral they may share with us your contact information and the reason for their referral.
If you choose not to participate the referral information will be removed, otherwise it will be added to the information we collect about you as part of providing the service to you.
Registration
When you register with a Family Action service, we may record the basic information we need in order to be able to provide the service and/or contact you. This will include your name, where you live, information about why you are using a Family Action service and the work that we are doing with you.
Data collected from you will be retained while you use our service and may be held for a number of years after you cease using the service for compliance purposes.
During your Engagement with us
Throughout your engagement with us, our service team will record information about the service provided to you, including case reporting, plans and reviews.
We collect this information so that we can keep in touch with you during the course of the work we are doing with you, to work out how best we can help you, to record the work that we have done and to assess how that work has gone. This will help us to fully understand your needs, recommend actions and improve the services that we deliver to you.
Data collected during service delivery will be maintained in your case file for a number of years after you cease using the service for compliance purposes.
When you contact our helplines
If you contact one of our helplines, the helpline team will collect information about your enquiry and the details of your call.
If necessary and with your consent, they may then refer you to another service team to resolve your request.
Calls will also be recorded for training and compliance purposes or to improve our services.
If you make a complaint
If you make a complaint about the services you have received or one of our service team, the details of the complaint will be recorded and processed to investigate and resolve the issue. Information will only be provided to members of the team with a need to know.
What personal information do we record
The type of information (including personal information) that we collect and use and what we do with it will depend upon your relationship with us.
We collect only the personal data that we require to provide you with services, fulfil contracts or keep in touch.
The data we collect enables us to deliver services that are that are most appropriate to your needs. Should you choose not to divulge this information to us, it may affect our ability to provide the service to you.
The data that we need to collect will vary, but may include:
- Your name
- Your contact details, including email, telephone number and postal address
- Your date of birth
- The details of your family
- Reason for Referral
- Photographs (of group sessions and events)
- Healthcare Information
- GP Name
- NI Number
- NHS Number
- Employment information, Occupation
- Social Care History
- Ethnicity information
- Disability information
- Your religion
- Sexual Orientation
- Details needed to improve your experience such as dietary requirements or accessibility needs
Special Categories of Data
Due to the nature of the services we provide, some of the data we collect is sensitive.
Information relating to Health, Ethnicity, Religion and Sexual Orientation are considered to be Special Categories of Data and we are required to take extra care when handling this information.
We may need to process this data under the following conditions:
- With your explicit consent.
- Where it is necessary in substantial public interest in:
– Preventing and detecting unlawful acts.
– Ensuring equality of opportunity and treatment
– Provision of confidential counselling or support services
– Safeguarding of children and individuals at risk.
– Safeguarding of economic wellbeing of at risk individuals
Who Will Have Access to Information About Me?
- Your information will only be accessed by people who need to do so as part of their role. This could include:
- Staff working at the service that you use.
- Staff supporting the delivery of our services.
- Family Action senior managers (If there is a need to do so).
- Staff working for our partner organisations where we operate the service as part of a partnership.
- Our commissioners, on whose behalf we may be running the service you use. Commissioners will check files to make sure that we are providing you with the service that we should be.
- Regulators (such as OFSTED or CQC), who may review our work in order to ensure that we are doing a good job and keeping clear and accurate records.
We will always respect your privacy, and will seek your permission before sharing your record with any other services that you are working with.
In the following limited circumstances, we may also be obliged to share your information:
- If we believe you or somebody else could be at risk if we do not do so
- If we are legally obliged to share your information, such as in response to a court order
How do we use your information
Family Action will only use your information in a fair and transparent manner and where we have a legal basis for doing so.
To keep in contact
In order to provide the services that you have registered for, we will need to communicate with you to arrange meetings and visits and discuss aspects of your requirements.
This communication may be via Mail, Email, Telephone or SMS.
Legal Basis: Performance of Contract
To send you newsletters and information you have requested.
Where we provide an information service we will send you the requested information.
Legal Basis: Performance of Contract
To tell you about events and other services that may be of interest to you
Family Action provide a range of support and advice services throughout the UK.
If we feel that you may be interested in services for which you are not currently registered, we would like to send you this information.
Legal basis: Legitimate Interests
If we do so by email, we will ask for your consent.
Legal Basis: Consent
To provide the services you have agreed to
We will process your personal information in order to provide the services for which you have registered, this may include; providing support, information, social care or specific therapies.
We will use the information to work out how best we can help you, to provide the best possible service to you, and to record the work that we have done and to assess how that work has gone.
Legal Basis: Public Task / Legal Obligation / Legitimate Interests / Performance of Contract
To refer you for services provided by other service providers
If, in the course of our work together, we think that there may be other services that would be of benefit to you we may suggest a referral to those service providers.
We will discuss this with you and seek your consent before sharing your information with anyone else.
Legal Basis: Consent
To publicise the work that we do
Family Action would like to make people aware of the work that we do in the community, this enables us to provide services to more people. We may use anonymised case studies to tell people about our work.
Legal Basis: Legitimate Interests
To provide anonymous reports to our funders and commissioners
Many of our services are funded by other organisations, such as the local authority, government departments, the NHS or national charities. We may use anonymised data and statistics to report to them on the performance of our services.
Legal Basis: Legitimate Interests
Rights
You have the following rights with respect to the data that we hold about you.
Right to access – I would like to see the information you hold about me
If you would like to see the information that Family Action holds about you, please email [email protected] or write to us at the below address.
We will then be able to arrange either for you to either look through your file with a member of staff, or for you to be sent a copy of the information.
Can I see all of the information that you hold about me?
In some circumstances, we may not be able to share the entire contents of your file with you. This could be if, for example, a doctor, has written to us in confidence.
We would not be able to share such information with you unless the person who provided us with the information agreed to do so. We also may not be able to share information with you if we believe that it could seriously harm you to see it.
In order to protect the privacy of others, we may not be able to share information about other people that appears in your file.
Right to rectification – the information you hold about me is incorrect / I would like you to delete the information you hold about me
We would like to ensure that all the information we hold is accurate and up-to-date.
If you believe that the information we hold about you is incorrect please first speak to a member of the service team who support you, they may be able to correct any inaccurate data.
To make a formal request to correct or make any changes to the information, or for us to delete the information we hold about you, please email [email protected] or write to us at the below address.
Each request will be dealt with on a case by case basis.
Once I’ve finished using a Family Action service, what happens to my files?
Once you’ve finished using a Family Action service, your file will be closed. We will then archive your file and keep it in accordance with our data retention policy and legal and compliance requirements. We will not keep your file for longer than it is needed.
Once your file is no longer required, it will be securely disposed of. You can request access to the file at any point prior to its destruction.
In some circumstances, where Family Action are providing a service on behalf of another organisation, control over the retention and destruction of those fills will fall to that organisation and be dependent upon their own policies and procedures.
I am not happy with how my information is stored, or with what is in my file
If you are unhappy with any aspect of how your file is held, who sees it, or the contents of it, please contact [email protected] or follow the Family Action Complaints Procedure.
For further information in relation to this, click here, or speak to the manager of the service you have been using.
You can also complain to the Information Commissioner at: Information Commissioner, Wycliffe House, Water Lane, Wilmslow, SK9 5AF, or on 01625 545 745.
Changes
Family Action reserves the right to make changes to our privacy policy from time to time. Where we do so, we will publish the new policy on our website www.family-action.org.uk and where appropriate notify you by email.
Contact
Should you wish to contact us, our registered address is:
Family Action
34 Wharf Road
London, N1 7GR
Or you can contact our data protection team on [email protected]
Data Protection and Confidentiality
For the purposes of the data processing described in this statement and compliance with the Data Protection Act (2018), the Family Action operate as Controllers of the data.
Commitment
Family Action is committed to making sure that any information we hold about you and your child(ren) will be collected, stored and used in accordance with The Data Protection Act 2018 – GDPR is still a legal requirement despite Brexit.
This means that we adhere to the data protection principles of only holding information about you that is relevant to our work with you, that we make sure the information that we hold is accurate, up to date, secure, and only kept for as long as we need it.
To keep things simple, we have arranged a single point of contact for all data protection issues. Should you have any questions relating to this notice or our processing of personal data, please email [email protected] or contact us at the address at the bottom of this form.
Where do we collect your information?
We may collect information about you at a number of stages in your use of our services.
Registration/Referral Form
When you apply for the FOOD Club (Food On Our Doorstep) or if someone refer(s)/register(s) you for our services, we will ask people contacting our service for the first time to give their permission for us to collect and access their information and speak with professionals on their behalf this may include but is not exhaustive the following listed below:
- Department for Work and pensions
- HMRC
- Jobcentre Plus
- Other Advice services
- Council Tax and council benefits
- Universal Credit
- Utility Companies –gas, electric, water
- TV Licensing
- Courts and Tribunals Services
- Solicitors
- Landlords – Registered Social Landlords, occasionally private landlords
- Other voluntary/ charitable organisations
- Statutory sector- Health/ Adult & children’s safeguarding and other local authority departments
- Charitable trusts and grant providers
- OISC or AQS auditors reviewing files as part of any Quality Audits
During your engagement with us
Throughout your engagement with us, our service team will record information about the service provided to you, including your personal circumstances (both monetary and physical). This will help us to fully understand your needs and provide a more complete service to you.
What personal information do you record?
The type of information (including personal information) that we collect and use and what we do with it will depend upon your relationship with us.
We collect only the personal data that we require to provide you with services, fulfil contracts or keep in touch.
- Ensure staff are aware of food allergies.
- Check that members of the public are signed up members of the scheme.
- Produce anonymised reports of the number of people accessing the scheme.
- Produce anonymised reports of the income of the people accessing the scheme.
At no point will you or your family’s data be shared with any third parties without your prior consent.
If you stop accessing the scheme, your details will be deleted from all systems and your original paper membership forms will be deleted in line with Family Action Retention policy (normally 12 months after your departure date to the scheme).
Information about you:
Name & Address
Contact Information (email / telephone)
Date of Birth/Age
Marital Status
Employment Status
Household Income
Name of employee (verification purposes)
Benefits (Tax credits) etc.
*Disability Information
*Health Information (including Allergies)
*Ethnic Origin
*Language Spoken
Information about your family/child(ren):
Name & Address
Gender
Date of Birth/Age
*Disability Information
*Ethnic Origin
*Language Spoken
*Health Information (including Allergies)
*Disability Information
Services provided
* Special Categories of Data
Due to the nature of the service we provide, some of the data we collect is sensitive. Information relating to Health, Ethnicity and any particular dietary or health requirements you or your child(ren) may have. These are considered to be Special Categories of Data and we are required to take extra care when handling this information.
How Do We Use Your Information?
We will only use your information in a fair and transparent manner and where we have a legal basis for doing so.
To Provide the Services You Have Agreed To
In order to provide the services that you have requested, we will need to communicate with you the timings of FOOD Club opening times and to discuss aspects of your requirements.
This communication may be via Mail, Email, Telephone or SMS.
We may also need to record the details of the services delivered and any further needs that have been identified.
Legal Basis: Legitimate Interests
Special Category Condition: Explicit Consent
For safeguarding and where legally obliged to do so
All staff at Food On Our Doorstep have a duty of care to safeguard and promote the welfare of children, young and vulnerable people. We have a duty to report any child protection or welfare concerns.
In certain, limited conditions we may use or disclose your personal information in order to comply with a legal obligation, in connection with a request from a public or government authority, in connection with court proceedings or to prevent loss of life or injury.
Where possible and practical to do so, we will tell you in advance of such disclosure.
Legal Basis: Legal Obligation
Special Category Condition: Performance of Obligations under Social Care Law
Sharing & Disclosure
Your information will only be accessed by people who need to do so as part of their role. This could include:
- Within the FOOD Club (Family Action):
- Staff working at the FOOD club that you use
- Senior managers, as required
- Outside of the Service:OISC or AQS auditors reviewing files as part of any Quality Audits
- Any other organisation that we will need to contact on your behalf.
Rights
The GDPR legislation provides you with a number of rights in relation to your personal data.
Right to Withdraw Consent
Where you have consented to our processing of your data, you have the right to withdraw that consent at any time. To do so, please contact [email protected] or write to us using the details below.
Right to Access
You have a right to obtain copies of the information that we hold about you.
To request access to any data, please email [email protected] or write to us at the address below explaining which data you require.
In the interest of security, you will need to prove your identity before any information can be shared with you.
Under certain circumstances we may not be able to disclose all of the information you request, for example if it contains information about other people or there are legal reasons for us to withhold the data.
Right to Rectification
We would like to ensure that the data we hold about you is accurate and up-to-date. If you believe the data we hold is inaccurate, please tell one of our service staff who will make any necessary amendments. However, you may also ask us formally to correct your data by emailing [email protected] or writing to us at the below address.
Right to Erasure or the Restriction of Processing
In certain circumstances you can ask us to remove your data from our systems by emailing [email protected] or writing to us at the below address. If there is a legal reason for us to continue holding the data we will let you know, otherwise we will make efforts to comply with your request. You may ask us to restrict our processing of your data if:
- We are using the data for marketing
- You believe that our processing of the data is unlawful
- You object to us using your data (pending investigation)
In these circumstances, we may continue to store your information, but will otherwise only process it with your consent or where we have a legal reason to do so.
Right to Complain
If you are concerned about the way we have processed your personal information, you have the right to complain to the Information Commissioners Officer (ICO).
To do so please refer to the ICO website http://ico.org.uk
Changes
Food On Our Doorstep (Family Action) reserves the right to make changes to our privacy policy from time to time. Where we do so, we will publish the new policy on our website www.family-action.org.uk and where appropriate/possible notify you by email.
Contact
Should you wish to contact us, our registered address is:34 Wharf RoadLondon, N1 7GR
Or contact our data protection team on [email protected]
National School Breakfast Programme Privacy Notice
Family Action is a registered charity registered with the Charity Commission (Charity number 264713) and will be the data controller for all data processing activities covered in this notice.
Our Commitment
Family Action is committed to protecting your personal data and respecting your right to privacy and security. We want you to be clear about when we collect your data and not do anything you would not reasonably expect us to do with your personal data. This policy is to help you understand what personal data we collect, how we use it and how we store it and applies to our websites, products, services and the ways in which we interact with you. A separate Family Action Services Privacy Notice addresses how we handle personal data within our services.
Family Action adheres to the requirements of the Data Protection Act (2018) and the General Data Protection Regulation 2016/679 (GDPR).
Should you have any questions relating to this notice or our processing of personal data, please email [email protected] or contact us at the address below.
Where does Family Action collect my personal information from?
Most of the information we hold and process will have been provided by you:
When you provide your personal information directly to us
If you sign up to one of our training events, request some information, purchase a product, or communicate directly with our teams for another reason, whether online, on paper, in person, or over the phone, you will be sharing your personal information with us.
When you provide your personal information through a third-party organisation
For example, if a third party provides us with your details as part of your relationship with them, or when we are commissioned to deliver training and your name and details are sent as part of an attendance list.
Publicly available personal information
If your contact details are recorded online in a public website, or included in other open sources of public information, such as Freedom of Information Act requests
What type of information do you collect?
The type of information (including personal information) that we collect and use and what we do with it will depend upon your relationship with us.
We collect only the personal data that we require to provide you with services, fulfil contracts or keep in touch.
The data that we need to collect will vary, but may include:
- your name
- your contact details, including email, telephone number and postal address
- your date of birth
- your bank or credit/debit card details and details needed to improve your event experience such as dietary requirements or accessibility needs
- invoicing information
- for corporate contacts -details of the company you work for / your employer
How do you use my information?
Family Action will only use your information in a fair and transparent manner and where we have a legal basis for doing so.
With your Consent
Where you have consented for us to do so, we will use your data to:
- contact you about a service you or the organization you work for offers, or send you information about Family Action and our services that you have expressed an interest in or we think may be of interest to you. This may be by mail, email, telephone or SMS, but we will offer you the chance to opt in or out of receiving these messages
- direct marketing (if you requested to be added to a list)
- sending you relevant information e.g. about legislative changes, research etc.
- preparing conference packs
- arrange training, workshop and conferences
- prepare attendance certificates and analyse evaluations
In order to perform our obligations in a contract that we hold with you
We may use and process your personal data where it is necessary for the performance of a contract or agreement that we have with you (For example where you have signed up to participate in a programme, a workshop or training course) to:
- run our programme, training, workshops and conferences
- process payments
- provide you with the services, products or information you asked for (including consultancy work)
- keep a record of your relationship with us;
- make sure we know how you prefer to be contacted
For our own Legitimate Interests or those of our clients and customers
Family Action have legitimate interests in:
- providing or offering services to those who have expressed an interest in receiving them
- evaluating and obtaining feedback in relation to our services
- operating our business efficiently
- marketing our services to potential customers
- ensuring the safety and security of our staff and customers
- informing our commissioners about the performance of our services
In pursuit of these interests we may:
- send you information regarding our services
- ask you to give feedback on your or your organisation’s use of our services
- provide information about similar products and services that may be of interest
- provide summarized information about our services to the organization that commissioned us
- to keep you informed about programmes, courses workshops and conferences that are relevant to you
- recruit staff, associate trainers and volunteers
- communicate about our products and services with other businesses and organisations.
When Legally Obliged to Do So
Under certain, limited conditions we may be obliged by law to disclose data to the relevant authorities for example
- keeping financial records
- public interest /safeguarding concerns about a vulnerable child or vulnerable adult
Sharing Data with Third-Parties
We will never share your information with a third party who intends to use it for their own marketing purposes and there are very limited instances where we will share your personal data with a third party.
This could include:
- if a third party provides a service to us, such as running an event or programme on our behalf or providing an element of a contract for us, such as email distribution
- for the administration of events. For example, an event venue may require the provision of the names of attendees in advance, for security purposes
- where there is a legal or regulatory requirement to disclose your personal information such as from HMRC or the courts, we have a genuine and real concern regarding a person’s well-being, or where disclosure is necessary for taxation and criminal investigation purposes
- in order to prevent fraud and crime, we may perform due diligence checks to ensure we are not being abused, such as by fraudsters or criminals posing as genuine donors for example money laundering proceeds of crime and tax avoidance. We do these checks to help protect Family Action from abuse.
- when we share data, we will only do so where there is an appropriate contract in place to ensure confidentiality and protect your rights.
How do we keep your data secure?
Family Action has a number of steps in place to keep your personal information as safe as possible.
- we train all of our staff in data protection and data security to increase awareness of its importance
- we keep our data protection and data security policies and practices under constant review and review the personal data that we hold, where we hold it and what we do with it.
- Family Action requires the third parties it works with to comply with data protection laws and puts controls in place to ensure that your information is handled safely and appropriately.
Where is my personal data stored?
Wherever possible, we ensure that your personal data is kept in the UK. We minimise use of servers outside of the EEA and in some limited instances if we need to transfer your personal information to a third party for processing in countries that aren’t listed as ‘adequate’ by the European Commission we’ll only do so where we have appropriate contracts or other appropriate safeguards in place.
By communicating electronically with us, you acknowledge and agree that your data may be processed in this way.
How long will you keep personal information about me?
We will only keep information about you for the length of time it is necessary to do so to engage with you in the way that you have requested and in accordance with our legal requirements and tax and accounting rules. When your personal data is no longer needed, we will ensure that it is disposed of in a secure manner. If you would like us to delete any information we hold about you, please contact us using the details in the “Contact us” section below.
Your Rights
The GDPR legislation provides you with a number of rights in relation to your personal data.
Right to Withdraw Consent
Where you have consented to our processing of your data, you have the right to withdraw that consent at any time. To do so, please contact [email protected] or write to us using the details below.
Right to Access
You have a right to obtain copies of the information that we hold about you.
To request access to any data, please email [email protected] or write to us at the address below explaining which data you require. In the interest of security, you will need to prove your identity before any information can be shared with you.
Under certain circumstances we may not be able to disclose all of the information you request, for example if it contains information about other people or there are legal reasons for us to withhold the data.
Right to Rectification
We would like to ensure that the data we hold about you is accurate and up-to-date. If you believe the data we hold is inaccurate, please tell us in the first instance. However, you may also ask us formally to correct your data by emailing [email protected] or writing to us at the below.
Right to Erasure or the Restriction of Processing
In certain circumstances you can ask us to remove your data from our systems by emailing [email protected] or writing to us at the below address. If there is a legal reason for us to continue holding the data we will let you know, otherwise we will make efforts to comply with your request.
You may ask us to restrict our processing of your data if:
- we are using the data for marketing
- you believe that our processing of the data is unlawful
- you object to us using your data (pending investigation)
In these circumstances, we may continue to store your information, but will otherwise only process it with your consent or where we have a legal reason to do so.
Right to Complain
If you are concerned about the way we have processed your personal information, you have the right to complain to the Information Commissioners Officer (ICO). To do so please refer to the ICO website.
Contact with Corporate Subscribers under PECR
‘Corporate Subscribers’ are people who Family Action might contact in a professional context, using their work contact details, including phone, email and post.
These contact details may be obtained from public domain sources (company websites etc.), from our own business records or from other companies and business contacts.
Family Action may contact Corporate Subscribers under the legal basis of Legitimate Interests and as permitted under the PECR (2003) legislation.
We may contact corporate subscribers by email or telephone provided that the subscriber has not previously opted out and is not registered with the Telephone Preference Service (TPS) or its corporate equivalent (CTPS).
Direct Mail is not covered by PECR. We may contact subscribers by mail if they have not previously opted out of receiving such communications.
You have a right to object to the processing of your data for direct marketing.
We will provide opt-out notices on our communications to you, or you can advise our team at [email protected].
Family Action understands that PECR (2003) legislation will be replaced by the EU e-Privacy Regulation (ePR) in due course and reserves the right to review this privacy notice accordingly.
Links
Family Action does not have any control over how any third-party websites handle and use your data. Therefore, if you follow any links to third party sites from Family Action websites, you must check the Privacy Policy for that organisation in order to understand how your data could be used. This policy does not cover third party websites.
Changes to our Privacy Policy
To make sure that this policy and our practices stay legally compliant and up-to-date, we may make changes from time to time. If we make any substantial changes, we will make this clear on our website, or by contacting you directly, if appropriate.
Contact Details
If you would like to speak to someone at Family Action about how you collect, use and store my personal data.
If you have any questions, comments, requests or suggestions, please contact the data protection officer at [email protected], by post at Family Action 34 Wharf Road London, N1 7GR or on 020 7241 7608. If you would like to change your contact preferences, please get in touch with us at: [email protected] or telephone 020 39287228
PARCS Privacy Notice
Portsmouth Area Rape Counselling Service (PARCS, part of Family Action) is a registered charity (Charity Commission number 264713) and will be the data controller for all data processing activities covered in this notice.
Our Commitment
PARCS/Family Action is committed to protecting your personal data and respecting your right to privacy and security. We want you to be clear about when we collect your data and not do anything you would not reasonably expect us to do with your personal data. This notice is to help you understand what personal data we collect, how we use it and how we store it.
PARCS/Family Action adheres to the requirements of the Data Protection Act (2018), UK GDPR and the General Data Protection Regulation 2016/679 (GDPR).
Should you have any questions relating to this notice or our processing of personal data, please email [email protected] or contact us at 34 Wharf Road, London N1 7GR.
Under the Data Protection Act (2018), Family Action are registered with the Information Commissioner to process personal information and we act as data controllers. We will only process information for the purpose for which it was provided and in accordance with the regulations in the Act and our joint control agreement.
It is the nature of the work we do that we may need to collect sensitive information regarding health, social circumstances or ethnicity referred to as ‘special category data’ in data protection law. Wherever such data is processed we will seek your explicit consent to process this. You have the right to withdraw your consent to this processing at any time, however, if consent is withdrawn this may affect the planning of services to support and improve outcomes for you and your family.
When do we collect your information?
We may collect information about you at a number of stages in your use of our service for example at referral, initial assessment and review.
What personal information do we record?
Throughout your engagement with us, our team will record information about you along with the information you choose to share.
The information we collect from you will include:
Information about you
Name & Address
Contact Information (email / telephone)
Date of Birth
Gender
Health Information/Medical History*
Medical History – physical and Mental*
*Prescribed Medication*
Ethnic Origin*
Sexuality*
Relationship status*
Religion (or belief system)*
Other Service Involved/Services provided
Reason for contact with PARCS*
Session Notes
Issues/Concerns
Occupation
Education
Information about your child(ren):
Name & Address
Contact Information (email / telephone)
Date of Birth
Gender
Health Information/Medical History*
Medical History – physical and Mental*
*Prescribed Medication*
Ethnic Origin*
Sexuality*
Relationship status*
Religion (or belief system)*
Other Service Involved/Services provided
Reason for contact with PARCS*
Session Notes
Issues/Concerns
Occupation
Education
* Special Categories of Data – due to the service we provide, some of the data we collect is sensitive. Information relating to Health, Ethnicity and any specific requirements you may have are considered ‘Special Categories of Data’, we are required to take extra care when handling this information.
Information about you from others
We also collect personal information about you when it is sent to us from the following:
- Adult and Children’s’ Services – Local Authority
- Mental Health Services
- GP
- Police, Probation and Sexual Assault Referral Centres
- Other support services
Who do we share your information with and why?
Within the service your records will be accessible by staff/volunteers for the purposes of:
- Administration – our team may use your records to make contact with you, for example to schedule your sessions.
- Supervision – workers may discuss their work with their peers, manager and clinical supervisor. This is to ensure that the counsellor has adequate support and follows good practice
- Quality Assurance and audit – PARCS/Family Action may look at records to ensure that the service is working in line with legislation and the standards required by our regulators and commissioners.
- Investigation of complaints or allegations
We will not share any information about you outside of PARCS at Family Action unless it is necessary to:
- prevent serious physical harm to a person
- prevent loss of human life
- protect public health (e.g. notification of a disease)
- safeguard vulnerable adults or children (including unborn children)
- respond to an emergency
- protect national security (e.g. concerns of terrorist activity)
- fulfil an obligation which requires us by law to share information e.g.
- for a Child Practice Learning Review (previously known as Serious Case Review)
- in response to a request from the Crown Prosecution service for information to support a prosecution
- in response to a request from the Police for information to support a criminal investigation or to enable public protection
In these circumstances we would share only the information necessary and would usually inform you of the need to share information, unless doing so would put you or others at greater risk of serious harm.
Retention
Information we hold about you will be held for 7 years after your final contact with PARCS, with some exceptions, please see below:
Adults Requests for Support, Service Users Records, Safeguarding Referrals
7 Years from date of application to use the service
After 7 years – Destroy Data
Records of concern in relation to potential historic child abuse allegations
Retain on file until client is 75yrs
After 75 years – Destroy Data
Children’s Requests for Support, Service Users Records
7 Years from date of application to use the service
After 7 years – Destroy Data
Child Protection
Retain on file until client is of normal retirement age
After 68 years – Destroy Data
Exceptions
There are some situations where records need a longer retention period. For example, if:
- the records provide information about a child’s personal history, which they might want to access at a later date – (this can be related to some of the PARCS services)
- the records have been maintained for the purposes of research
- the information in the records is relevant to legal action that has been started but not finished
- the records have been archived for historical purposes (for example if the records are relevant to legal proceedings involving the organisation)
Sharing & Disclosure
Your information will only be accessed by staff who need to do as part of their role.
Within Family Action:
- Staff working at PARCS
- Senior managers, (as required)
Outside of the service
- Sensitive personal data will it will not be shared with anyone outside of Family Action without good reason.
- Legal Basis on which your Data will be processed:
- Legal Basis: Legitimate Interests – Article 6 (f) – Processing is necessary for the purposes of legitimate interest pursued by the controller or by a third party.
- Special Category data: – will be processed under Article 9 (g) – Processing is carried out for Reasons of substantial public interest (with a basis in law)
- Substantial public interest condition set out in DPA 2018 – Condition 18. Safeguarding of children and individuals at risk
How we store your personal information
Written notes may either be securely filed in a locked filing cabinet (or equivalent) and/or stored in an electronic storage form.
Laptops/Computers: Information about you in electronic files and data systems that are password protected.
Mobile phone: We store your contact telephone number in order to make contact with you throughout the time that you are accessing the services provided by PARCS, if you have given us permission to contact you in this way. We use Family Action mobile phones that are passcode protected.
Email: our email address will be stored and used for contacting you in relation to your referral and work with PARCS, if you have given permission for us to contact you in this way.
Website: PARCS/Family Action website uses cookies. We cannot use this information to find out further personal information about you.
Contacting and Communication
We are obliged to protect any confidential information we hold about you and we take this very seriously, it is imperative that you let us know immediately if you change any of your contact details.
We may contact you using text messages to your mobile phone in the event that we need to notify you about appointments and other services, if we have your consent. It is important that we have your up-to-date details, this is to ensure that we are contacting you and not another person.
Rights
The GDPR legislation provides you with a number of rights in relation to your personal data.
Right to Withdraw Consent
Where you have consented to our processing of your data, you have the right to withdraw that consent at any time.
Right to Access
You have a right to obtain copies of the information that we hold about you. In the interest of security, you will need to prove your identity before any information can be shared with you. We may not be able to disclose all of the information you request, for example if it contains information about other people or there are legal reasons for us to withhold the data.
Right to Rectification
We try to ensure the data we hold about you is accurate and up-to-date. If you believe our data is inaccurate, please tell one of our staff who will make any necessary amendments.
Right to Erasure or the Restriction of Processing
In certain circumstances, you can ask us to remove your data from our systems.
Right to Complain
If you are concerned about the way we have processed your personal information, you have the right to complain to the Information Commissioners Officer (ICO). To do so please refer to the ICO website.
Please contact [email protected] if you have any queries regarding data.
City and Hackney Neighbourhoods MDT Privacy Notice
Background
The primary purpose of the Neighbourhood Team is to bring organisations and services together to provide the best care possible for you. We have 8 Neighbourhoods in City and Hackney who are improving the way care is provided in the community.
These 8 Neighbourhoods are:
- Clissold Park Neighbourhood
- Woodberry Wetlands Neighbourhood
- Hackney Marshes Neighbourhood
- Well Street Common Neighbourhood
- Hackney Downs Neighbourhood
- Springfield Park Neighbourhood
- London Fields Neighbourhood
- Shoreditch Park & The City Neighbourhood
More information on Neighbourhoods can be found here.
In order to do this, we need to collect, store and share information about you.
This privacy notice is designed to explain what happens to any personal data that you give any one of our partner organisations within the team, or any information concerning you that they have collected. This includes how your data is held and/or processed by us.
This notice includes
- Who we are, how we use your information and why
- The kinds of information we hold and process
- The legal grounds for processing your personal data, including when it is shared with others
- The length of time that your information is stored and retained by us
- Information about your rights under the 2018 Data Protection Act incorporating the General Data Protection Regulations (GDPR)
- Information about our Data Protection Officer and Caldicott Guardian how to contact them
Who are we?
The Neighbourhood team consists of:
- Representatives of any of the 41 GP Practices in the City of London and London Borough of Hackney
- Community health services for City of London and Hackney delivered by Homerton University Hospital (Adult Community Nursing and Adult Community Therapies)
- Adult Social Care services in the City of London and the London Borough of Hackney
- Mental health services for City of London and Hackney delivered by East London Foundation Trust
- Social prescribers across the City of London and Hackney delivered by Family Action.
- City Connections (delivered by AgeUK) in City of London
Under the 2018 Data Protection Act, each member of the Neighbourhood Team is known as the Data Controller for the data that it holds on you. As such, we are responsible for keeping your data up to date and accurate, as well as storing it and sharing it securely.
If you have a question or a problem, please contact the relevant Neighbourhood team in the first instance (details below). The Act stipulates also that public sector organisations should provide access to an independent Data Protection Officer and these contact details are provided in the summary below.
About the information we hold on you
Each organisation keeps data on you relating to who you are, where you live, your contact details. They may also hold details of any employment, your family, possibly your employers, your habits, your health problems and diagnoses, the reasons you seek help, your appointments, if you have a carer, and a record of where and when you had contact with that organisation, who by, referrals to specialists and other health and social care providers, tests carried out there and in other places, investigations and treatments and outcomes of treatments, your treatment history, the observations and opinions of other health and social care workers, as well as comments and aide memoires reasonably made by healthcare professionals in this practice who are appropriately involved in your care. All of this data helps us in providing you with the best possible care.
All health and social care-data is seen as ‘special category’ or ‘sensitive data’ under the 2018 Data Protection Act which means that it is shared and processed with particular care. This applies to your data whether it is in electronic formats or on paper.
Why we hold and process your data
The Neighbourhood Team holds and processes your data in order to provide you with direct care. The members of the team meet regularly to discuss how they might together provide you with a care package that best meets a number of needs at once. These meetings are known as Multi-Disciplinary Meetings.
Who we share Information with
Each partner organisation, separately, cannot meet all of your needs and there will be times also when your data will need to be made available to other organisations outside of the core team.
Details of these organisations and the purpose for sharing your information will be made clear to you on each occasion. The Neighbourhood Team will only share the minimum information necessary to fulfil the specific purpose .
Once you have seen any outside care provider, they will normally send us details of actions they have taken and the care they have provided.
The Neighbourhood Team has an overriding responsibility to do what is in your best interests under the 2018 Data Protection Act ‘in performance of a public task’ (see legal bases in the summary below). Each employee of the Neighbourhood Team (e.g. clinicians, social workers, administrators and reception staff) will only access the information they need to allow them to perform their function and fulfil their roles. The summary also contains details of your rights in relation to your data under the Act and how to exercise them.
Your data is NOT shared for any marketing purpose.
Communication with you
The Neighbourhood team will use your contact details in order to inform you of progress in your care and to work with you in managing any specific issue.
Because we can communicate and get data to you more quickly and more securely, we prefer to use email and text messaging services. Please ensure that we have your current email address and mobile telephone so that we can do this.
Safeguarding
The Neighbourhood Team is dedicated to safeguarding all the people it comes in contact with, including children and vulnerable adults. This means that information will be shared by the members of the team in their best interests.
The duty to share data for the benefit and protection of individuals is even more important than the duty to protect confidentiality and actions taken as a result of safeguarding concerns will override data protection.
Research and Planning
The Neighbourhood Team does not take part in research.
Anonymised or pseudonymised data held by the Neighbourhood Team may also be used to evaluate the services that provide care to you or to plan future ones across the local area as well as the City of London and London Borough of Hackney.
How is your information transferred and stored?
Members of the Neighbourhood Team each stores information upon you within their own secure systems. Information may be shared between the members via the East London Patient Record, by secure email or paper referral form.
How long is the information retained?
The Neighbourhood Team does not retain your data in any specific system, however, information about you is retained by each Neighbourhood Team member within its own systems and is subject to its own data retention regulations and policies. Please contact the individual organisation concerned for details.
Summary
Data Controller
Each individual organisation remains a data controller
Data Protection Officer
Miles Dagnall: [email protected].
Purpose of Processing your personal information
To provide individuals and families in the Neighbourhood Team area with integrated direct care.
Lawful Basis for Processing your personal information
The processing of personal data in the delivery of direct care and for providers’ administrative purposes in this surgery and in support of direct care elsewhere is supported under the following Article 6 and 9 conditions of the GDPR:
Article 6(1)(e) ‘…necessary for the performance of a task carried out in the public interest or in the exercise of official authority…’.
Article 9(2)(h) ‘necessary for the purposes of preventative or occupational medicine for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services…”
Under the Common Law Duty of Confidence information can be shared for direct care purposes with implied consent where there is a reasonable expectation that the care is in the best interests of the individual concerned.
Where it is beyond reasonable expectations then a member of the team will seek your consent for a referral so that information can be shared with other organisations.
Recipient or categories of recipients of your personal data
The data will be shared with health and care professionals who are part of the Neighbourhood Team. This includes:
- GPs
- Community health services (Homerton University Hospital)
- Adult social services (City of London and London Borough of Hackney)
- Mental health trust (East London Foundation Trust)
- Social Prescribing and Community Navigation (Family Action and City Connections)
In addition, information may be shared with other organisations involved in your care. This will be made known to you. This could include:
- Hospital specialist services
- Mental health specialist services
- Palliative care services
- NHS pharmacists
- Independent Contractors such as dentists, opticians, pharmacists
- Voluntary Sector Providers and social prescribers
- Ambulance Trusts
- Local Authority services such as housing
- Education Services
- Fire and Rescue Services
- Police & Judicial Services
Your right to object
You have the right to object to some or all the information being processed, which is detailed under Article 21 of the GDPR.
Please contact the Neighbourhood MDT Administrator in the first instance or the Data Protection Officer. Details of both are provided below.
You should be aware that this is a right to raise an objection, that is not the same as having an absolute right to have your wishes granted in every circumstance.
Your right to access and correction
You have the right to access your data by means of a Subject Access Request (SAR) and to have any inaccuracies corrected.
There is no right to have accurate medical or social care records deleted except when ordered by a court of Law.
How long do we hold your personal data for?
Each member of the Neighbourhood Team retains your personal data in line with both national guidance, UK law and sector regulations.
Your right to complain
If you have a question or wish to complain about the use of your data, you should contact: [email protected].
Or contact the Data Protection Officer, Miles Dagnall at: [email protected].
The use of personal data is overseen by the Information Commissioners Office, often known as the ICO.
If you wish to complain or raise a concern with the ICO, they can be contacted via their website: https://ico.org.uk/global/contact-us/
Or you can also call their helpline:
Tel: 0303 123 1113 (local rate)
01625 545 745 (national rate)
Or you can write to them at: The ICO, Wycliffe House, Water Ln, Wilmslow SK9 5AF
Download the Gloucestershire Domestic Abuse (healing & empowerment) Privacy Notice here.
Incredible Years Pre-School Parent Programme Privacy Notice – Children and Parents’ Service Manchester (CAPS)
About Us
For the purposes of the data processing described in this statement and compliance with the Data Protection Act (2018), the Service operate as Controllers of the data.
Commitment
Children and Parent Service is a multi-agency working partnership between Family Action/NHS Manchester Foundation Trust/ Big Life and Manchester City Council and are committed to making sure that any information we hold about you will be collected, stored and used in accordance with The Data Protection Act 2018 and General Data Protection Regulation2016/679 (GDPR).
This means that we adhere to the data protection principles of only holding information about you that is relevant to our work with you, that we make sure the information that we hold is accurate, up to date, secure, and only kept for as long as we need it.
To keep things simple, we have arranged a single point of contact for all data protection issues. Should you have any questions relating to this notice or our processing of personal data, please email [email protected] or contact us at the address below.
Where do we collect your information?
We may collect information about you at a number of stages in your use of our services.
Registration/ Referral
When you register your child or yourself for our services, we will ask you to complete a referral form with details about yourself, your child and other family members.
During your and your child’s engagement with us
Throughout you and your child’s engagement with us, our service team will record information about the service provided to you, including reporting, and reviews.
What Personal Information Do You Record?
The type of information (including personal information) that we collect and use and what we do with it will depend upon your relationship with us. We collect only the personal data that we require to provide you with services, fulfil contracts or keep in touch.
Information about you:
- Name & Address
- Contact Information (email / telephone)
- Date of Birth
- *Ethnicity
- *Health Information – Medical Conditions (medication requirements)
- *Disability Information (Special access)
Information about your child(ren):
- Name & Address
- Contact numbers
- Date of Birth
- *Ethnicity
- *Disability Information
- *Health Information – Medical Conditions (medication requirements)
*Special Categories of Data
Due to the nature of the services we provide, some of the data we collect is sensitive. Information relating to Health, any particular requirements you or your child may have. These are considered to be Special Categories of Data and we are required to take extra care when handling this information.
How do we use your information?
We will only use your information in a fair and transparent manner and where we have a legal basis for doing so.
To provide the services you have agreed to
In order to provide the services that you/your child have registered/ referred for, we will need to communicate with you to arrange meetings and visits to discuss aspects of your requirements. This communication may be via Mail, Email, Telephone or SMS.
Legal basis: legitimate interests
Article 6.1 (f) – Legitimate interests
Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
Special category data – will be processed under Article 9 (d)
Article 9 – (g) Reasons of substantial public interest (with a basis in law) Substantial public interest condition set out in DPA 2018 – Condition 18. Safeguarding of children and individuals at risk.
To provide reports to our funders and commissioners
The Incredible Years Parenting Programme is funded by Manchester City Council via NHS – Manchester Foundation Trust. They will require us to provide anonymous reports based on the data collected.
For safeguarding and where legally obliged to do so
In certain, limited situations we may be required to use or disclose your personal information in order to comply with a legal obligation, in connection with a request from a public or government authority, in connection with court proceedings or to prevent loss of life or injury. Where possible and if practical to do so, we will tell you in advance of such disclosure.
Sharing & disclosure
Your information will only be accessed by people who need to do so as part of their role.
- This could include:
Staff from Family Action, Manchester Foundation Trust Big Life and Manchester City Council - Staff working at the service that you use; i.e., Health teams / Health visitors / Early Help.
Rights
The GDPR legislation provides you with several rights in relation to your personal data.
Right to withdraw consent
Where you have consented to our processing of your data, you have the right to withdraw that consent at any time.
To do so, please contact: [email protected] or write to us using the details below.
Right to access
You have a right to obtain copies of the information that we hold about you. To request access to any data, please email [email protected] or write to us at the address below explaining which data you require. In the interest of security, you will need to prove your identity before any information can be shared with you. Under certain circumstances we may not be able to disclose all of the information you request, for example if it contains information about other people or there are legal reasons for us to withhold the data.
Right to rectification
We would like to ensure that the data we hold about you is accurate and up-to-date. If you believe the data we hold is inaccurate, please tell one of our service staff who will make any necessary amendments. However, you may also ask us formally to correct your data by emailing [email protected] or writing to us at the below
address.
Right to erasure or the restriction of processing
In certain circumstances you can ask us to remove your data from our systems by emailing [email protected] or writing to us at the below address. If there is a legal reason for us to continue holding the data we will let you know, otherwise we will make efforts to comply with your request. You may ask us to restrict our processing of your data if:
- We are using the data for marketing
- You believe that our processing of the data is unlawful
- You object to us using your data (pending investigation)
In these circumstances, we may continue to store your information, but will otherwise only process it with your consent or where we have a legal reason to do so.
Right to complain
If you are concerned about the way we have processed your personal information, you have the right to complain to the Information Commissioners Officer (ICO). To do so please refer to the ICO website http://ico.org.uk.
Changes
Family Action reserves the right to make changes to our privacy policy from time to time. Where we do so, we will where appropriate notify you by email.
Contact
Should you wish to contact us, our registered address is:
Newton Heath Sure Start Childrens Centre
1 Great Newton Street
Newton Heath
Manchester
M40 1GX
Download the CAPS Manchester Parenting courses Privacy Notice here.
Candidates Privacy Notice
This privacy notice covers the use of personal data if you apply for a position at Family Action or one of our services either as an employee or volunteer.
Family Action (Charity No. 264713) will be the controller of the data for the processing described in this notice.
Family Action needs to process the personal information of candidates as part of the recruitment process in order to assess the suitability of candidates for the position applied for and to ensure the safety of the children and adults with whom we work.
We take the privacy and security of your information extremely seriously and will only use it in a lawful, fair and transparent manner in order to manage our relationship with you and to ensure a fair and efficient recruitment process.
Where do we obtain your information?
Most of the information we hold about you will be provided by you in the form of application forms, CV, disclosure forms etc. that you provide as part of your application.
Additional information will be collected throughout the process:
- During interviews
- from your referees if you are offered a position
- from the Disclosure & Barring Service (DBS) as part of our security checks
- from our digital identity provider (Yoti) as part of our security checks
What information do we process and why?
The information held about you will depend on your individual recruitment process but is likely to include:
- your name and contact details
- details of your qualifications
- employment history
- correspondence with you throughout the recruitment process
- information needed for equal opportunities monitoring (gender, ethnicity etc)
- notes about your interviews with us
If we intend to offer a position we may also collect:
- references provided by previous employers
- DBS details and ID numbers and passport details where required for DBS checks
- Right to Work/Work permit/visa details
- New Starter’s Form details: National Insurance Number, home address, emergency contact, bank details, tax information
- information relating to your health and social circumstances if relevant to the position applied for and ensure any reasonable adjustments required are noted.
We will use the information for these purposes:
- in order to fulfil our obligations to you under your contract of employment or volunteer agreement (GDPR Article 6.1(b))
- to comply with legal requirements, such as the health and safety at work legislation
(GDPR Article 6.1(c)) - in order to pursue our legitimate business interests, to operate the business efficiently and safely and to protect the company from reputational damage.
Where we do this, we will ensure that your rights to privacy are not impacted.
(GDPR Article 6.1(f)) - we may also process information in order to meet our obligations with respect to employment law and safeguarding legislation.
(GDPR Article 6.1(c))
If information is not provided by you we may, in some cases, not be able to comply with our
obligations. In such circumstances, we will advise you of the implications of your decision.
We will only collect the information required to progress your application at each stage.
Is my data safe?
Family Action takes appropriate precautions to protect the security and integrity of the personal data we hold. Technical and organisational measures have been put in place to protect the information systems on which your data is stored and we require our suppliers and service providers to protect your personal information by contractual means.
Will you share my information with anyone else?
We may disclose information to third party organisations under specific circumstances as listed below. We will only disclose the minimum amount of data necessary to fulfil the purpose of the processing.
Third Party : WR Group Ltd, trading as Webrecruit
Reason: To collect and process applications, as well as to track the applications’ progress.
Third Party: Partner Organisations
Reason: If we are operating a service in partnership with other service providers or the position will involve secondment to another provider.
Third Party: The Disclosure & Barring Service (DBS)
Reason: If the position applied for involves working with children or vulnerable adults or other regulated activity we may be required to obtain information about any criminal convictions you may have.
Third Party: uCheck – our provider for digital DBS checks
Reason: If the position applied for involves working with children or vulnerable adults or other regulated activity we may be required to obtain information about any criminal convictions you may have.
Third Party: Referees
Reason: If we intend to offer a position we will take up references from the referees you have provided.
Third Party: Legal Authorities
Reason: If legally obliged to do so in response to a court order.
Third Party: Yoti Ltd – our provider for the digital Right to Work check and digital identity verification for DBS checks
Reason: If completing a digital Right to Work check and/or digital identity verification for the DBS check.
Transfer of data to other countries
In limited and necessary circumstances, your personal information may be transferred outside of the European Economic Area (EEA). Where such transfers occur, we will assure that adequate protection exists either through appropriate contractual arrangements or as required by law.
How long will we keep your data?
Your personal information will be kept on file during the recruitment process and for up to six months after the recruitment process is completed.
If your application is successful, the data collected will form part of your ongoing employment / volunteer records and will be retained until six years after you cease to work with us.
Your rights
Under the General Data Protection Regulation (GDPR) you have a number of rights with relation to your personal data.
Right To Information
You have the right to be informed about the ways in which your data will be collected and used. This notice has been prepared to provide such information.
Right To Withdraw Consent
In this policy we do not rely on the provision of consent for the processing of your data. However, If you have provided consent for the process of your data you have the right (in certain circumstances) to withdraw that consent at any time.
To do so, you should contact the manager in charge of your recruitment in the first instance or the Data Protection Officer whose details are recorded below.
You should be aware that your withdrawal of consent to processing may mean that we can not consider your application further.
Right To Access
You have the right to request access to the personal information held about you. To request access, you should send a Subject Access Request in writing (stating what information you would like access to) to the Data Protection Officer whose details are below.
Right to Rectification
It is important that the information we hold about you is accurate and up to date. If you believe that your information is inaccurate you should notify your line manager in the first instance.
Right To Erasure
In certain circumstances, you have the right to request that we erase information about you from our files and systems. This will only be possible if there is no other legal basis under which we are obliged to keep the information.
Right To Restrict Processing
You may have the right to request that Family Action restrict the processing of your data if you believe the data to be inaccurate, no longer required or processed unlawfully.
Right to Complain
You have the right to complain to the data protection authorities if you believe that your data is being processed improperly or illegally.
Changes to this policy
Family Action reserves the right to make changes to this policy from time to time. Where changes are made, the details will be posted on the Family Action intranet.
If you have any questions in relation to any of the above, please contact the Data Protection Officer by email at [email protected] or contact the legal team.
Contacting us
Family Action’s data protection team may be contacted at:
Family Action
34 Wharf Road
London, N1 7GR
Tel: 020 7254 6251
Or by email at [email protected]
Statements
Accessibility statement
Family Action is committed to making this website accessible to as many people as possible. If you have any suggestions or feedback on our website’s accessibility, or have encountered any problems using the site, please let us know – [email protected]
The power of the Web is in its universality. Access by everyone regardless of disability is an essential aspect.”
Tim Berners-Lee, W3C Director and inventor of the World Wide Web
Family Action’s new website
Our website, launched in 2024 is designed with the aim of meeting the international AA standard under the Web Content Accessibility Guidelines (WCAG), which is defined as ‘strong accessibility – the website is usable and understandable for the majority of people with or without disabilities.’
The guidelines on how to achieve certain standards are vast but are summarised on gov.uk. For example, you should be able to:
- change colours, contrast levels and fonts
- zoom in up to your browser maximum without the text spilling off the screen
- navigate most of the website using just a keyboard
- navigate most of the website using speech recognition software
- listen to most of the website using a screen reader (including the most recent versions of JAWS, NVDA and VoiceOver)
- understand the language used
AbilityNet has advice on making your device easier to use if you have a disability.
Our brand
In 2024, we went through a brand refresh and have taken care to make sure that our core logo colour is accessible to AA standards and to ensure the legibility of our name and core typefaces.
Font size
Family Action’s website has been built so that you can change the text size within your internet browser to a size that suits you.
- PC: To increase text size hold down the CTRL key and press +. To decrease text size hold down the CTRL key and press –
- Mac: To increase text size hold down the Command key and press +. To decrease text size hold down the Command key and press –
Translating into your preferred language
Many web browsers have in-built translators which we would recommend. Google Translate may also be used and can translate a full webpage or website.
Search for ‘Google translate’ on your preferred search engine or click the link above.
- Copy and paste the web page copy that you would like to translate into the left-hand box (English)
- Select the language required in the second, right-hand box. This will translate the text and present it in the second box.
- There is also a speaker icon which can read the text out loud in your chosen language.
We are committed to working continuously to meet AA standards, however, some of the functionality is in Beta and occasionally some parts of the site may fall short, if you notice any issues with accessibility, please let us know at [email protected]
Slavery and Human Trafficking Statement
The Modern Slavery Act 2015 introduced new obligations in relation to slavery and human trafficking. Family Action is fully supportive of the legislation as it is in keeping with our values. Family Action is committed to the principles of the Modern Slavery Act 2015 and the abolition of modern slavery and human trafficking. As an equal opportunities’ employer, Family Action is committed to creating and ensuring a non-discriminatory and respectful working environment for its staff and volunteers. Family Action wants all its staff and volunteers to feel confident that they can expose wrongdoing without any risk to themselves.
The nature of our organisation and supply chains means Family Action has a low risk of being exposed to suppliers who utilise human trafficking or slavery. However, we are committed to improving our practices and processes to combat slavery and human trafficking, wherever we can.
Due Diligence Processes for Slavery and Human Trafficking
As part of our initiative to identify and mitigate risk, our Procurement Policy and processes ensure we have in place systems to:
- identify and assess potential risk areas in our supply chains
- mitigate the risk of slavery and human trafficking occurring in our supply chains; and
- monitor potential risk areas in our supply chains.
We have a zero tolerance to slavery and human trafficking, and we ensure all those in our supply chain and contractors, and our investments comply with these values. Family Action maintains the following policies which are accessible via the Family Action intranet:
- Employee Code of Conduct
- Anti-Bribery Policy
- Anti-Fraud Policy
- Ethical Fundraising Policy
- Health & Wellbeing Policy
- Whistleblowing Policy
- Anti-Bullying and Harassment Policy
- Equality, Diversity & Inclusion Policy
- Safeguarding Adults Policy
- Safer Recruitment Policy.
Family Action does not enter into business with any organisation, in the United Kingdom or abroad, which knowingly supports, or is found to be, involved in slavery, servitude and forced or compulsory labour.
This statement is made pursuant to section 54(1) of the Modern Slavery Act 2015 and constitutes the slavery and human trafficking statement for the financial year ended 31 March 2024.
Safeguarding Statement
Safeguarding and Protecting People for Trustees, Charity Commission 2017:
“As part of fulfilling your trustee duties you must take reasonable steps to protect from harm people who come into contact with your charity.
This includes:
- People who benefit from your charity’s work
- Staff
- Volunteers
Other people who come into contact with your charity through its work”
At Family Action our absolute priority is a focus on people. Our organisational value of being “people-focussed” extends to people who work or volunteer for us, as well as those who use our services, or come into contact with our organisation in any other capacity. Family Action is committed to meeting our safeguarding responsibilities under the Care Act 2014 and statutory guidance “Working Together to Safeguard Children 2018”. We also recognise the wider definition of safeguarding used by our regulator, the Charity Commission which says that we must take “reasonable steps to protect from harm” anyone who comes into contact with our charity.
In line with these responsibilities:
We take steps to ensure that those who join are organisation are suitable for their roles and have been subject to appropriate checks of their skills and background. Our recruitment processes place emphasis on attracting and recruiting those who share our organisational values. These recruitment and selection processes are set out in our Safer Recruitment Policy.
We have a Code of Conduct which sets out the behaviour we expect from our staff and volunteers. Failure to uphold this Code of Conduct may result in disciplinary proceedings (see our Disciplinary Policy) and dismissal of staff or termination of the volunteering arrangement. Where relevant we will refer any concerns about the conduct of our staff/volunteers to the appropriate professional body, Disclosure and Barring Service and/or Local Area Designated Office (LADO).
We are committed to ensuring that Family Action is a safe place to work and our staff and volunteers are not subjected to unnecessary risk. Our Health and Safety Manual sets out the steps we take to identify potential hazards, assess risk and ensure control measures are adequate. This includes the stipulation that all premises must have a fire risk assessments and risk management plan.
We value the contribution of our staff and volunteers and offer them support to cope with the challenges they face both inside and outside of work. We are committed to ensuring that Family Action is a safe, supportive and rewarding working environment. All employees have regular supervision in line with our Supervision Policy and our volunteers each have a designated supervisor who provides supervision, support and, identifies training requirements (in accordance with our Volunteering Policy). All employees have access to a free, confidential Employee Assistance Programme, available 24 hours a day, offering a range of professional advice, guidance and emotional support.
We have a number of other policies aimed at creating a safe working environment including our:
- Anti-bullying and harassment policy
- Domestic Abuse policy
- Health and Wellbeing policy
- Lone working policy
All staff, volunteers and trustees are trained to recognise signs which could indicate that a child or adult at risk may be being abused or neglected. Our expectations are set out in our Core Curriculum Training Matrix.
We actively encourage our staff, volunteers and those who use or come into contact with our services, to speak up about things which they think could cause harm to people and we act promptly when concerns have been raised. Our Safeguarding Adults and Safeguarding Children policies emphasise that individuals retain the right to contact Adults/Children’s Social Care if they disagree with their manager or feel their concern has not been adequately addressed. Our Quality Assurance Framework sets out how anyone can escalate concerns they may have about a service within our culture of respectful challenge. We also have a Whistleblowing Policy which describes how staff/volunteers can raise any concerns they have inside or, if necessary, outside the organisation. We have a Complaints Policy and collate information on complaints to identify any emerging risks/themes.
As an organisation we are committed to learning from incidents within our own organisation and externally (where these may have implications from our own practice) This commitment forms part of our Quality Assurance Framework. Additionally we recognise and comply with our duties to report relevant incidents to Ofsted, the Charity Commission and/or CQC as appropriate.
Financial statements
- Family Action Annual Report and Accounts 2022-2023
- Family Action Annual Report and Accounts 2021-2022
- Family Action Annual Report and Accounts 2020-2021
- Family Action Annual Report and Accounts 2019-2020
- Family Action Annual Report and Accounts 2018-2019
- Family Action Annual Report and Accounts 2017-2018
- Family Action Annual Report and Accounts 2016 – 2017
- Family Action Annual Report and Accounts 2015 – 2016
- Family Action Annual Report and Accounts 2014 – 2015
- Family Action Annual Report and Accounts 2013 – 2014