PRIVACY POLICY
1.1 Our Privacy Policy explains:
What information we collect and how we collect it.
Why and how we use your information.
How long we keep your information.
How we may share your information.
Your rights on the information we hold about you.
Security: how we keep your information safe.
Changes to this Privacy Policy.
How to contact us.
The Data Controller is Bath Child Contact Centre (BCCC).
Information We Collect
To provide our services and for the other purposes set out in ‘Use of Information’ below, we collect and process data.
We may collect the following information:
Personal information (for example, your name, email address, phone number).
Sensitive personal data.
Safeguarding incidents.
Attendance information (such as attended, number of absences and absence reasons).
1.2 From time to time and as permitted by applicable law(s), we may collect personal data about you and update any existing personal data that we currently hold from other third-party sources.
We collect your information from:
Referral Forms.
Supporting information relating to SRS applications from external organisations such as Cafcass.
We may need to work with partner agencies to collect and share information as part of our referral process. This helps us to plan a service for you and protect the safety of your children. Such agencies might include previously used Contact Centres, Social Services, Cafcass, NSPCC, Police, Mental Health Teams, Schools and so on.
Pre visit checklist.
Correspondence received relating to the intention of making, or complaints made, against the Contact Centre.
Correspondence received relating to the intention of making, or complaints made, against NACCC.
1.3 We may also collect information from telephone conversations, emails and written and verbal communications.
Use of Information
1.4 Your personal data may be used in the following ways:
To provide our services to you.
To respond to your requests and inquiries.
To manage complaints.
To improve our services.
For anonymous statistical analysis.
1.5 Our legitimate interests, which include processing such personal data for the purposes of:
Providing and enhancing the provision of our services.
Administration and programme delivery.
All other cases: that it is necessary for our legitimate interests, which are to run NACCC.
| Intent to or complaint made about the Contact Centre | Securely disposed of after one year following resolution |
| Self-referrals with court orders or CAFCASS involvement | Securely disposed of after three years |
| Self-referrals with NO court order or CAFCASS involvement | Securely disposed of after one year |
| SRS applications with court orders or CAFCASS involvement | Securely disposed of after three years |
| SRS applications with NO court order or CAFCASS involvement | Securely disposed of after one year |
| Paperwork relating to safeguarding or child protection issues about a specific child | Kept indefinitely as children can request this information up to the age of 25 years from Local Authorities |
| Disclosure and Barring Service Certificate (formerly Criminal Records Bureau disclosures certificates) obtained as part of the vetting process. | The actual disclosure certificate is not provided to Centres. It is advisable that organisations keep a record of the date of the certificate, the reference number, the decision about vetting and the outcome |
| HR Files | Six years after employment ceases |
| Parental leave | Five years from birth/adoption, or 18 if child receives a disability allowance |
| Finance records | HMRC advise you must keep records for six years from the end of the last company financial year they relate to, or longer if: they show a transaction that covers more than one of the company's accounting periods |
| Information relating to paid/unpaid staff not covered above that are not used for three years should be treated as confidential waste and disposed of as such | Securely disposed of after three years |
| Accident books and paperwork relating to safeguarding or child protection issues about a specific child | Should be kept indefinitely as children can request this information up to the age of 25 years from Local Authorities |
Sharing and Disclosure to Third Parties
We may disclose your personal data to third parties from time to time under the following circumstances:
To prevent or respond to an emergency, for example providing information to the Police, ambulance service or fire brigade service.
You request or authorise the disclosure of your personal details to a third party.
The information is disclosed as permitted by applicable law(s) and/or to comply with applicable law(s) (for example, to comply with a search warrant or court order).
The information is provided to service providers who perform functions on our behalf.
Hosting providers for the secure storage and transmission of your data.
Legal and compliance consultants, such as external counsel, external auditors.
Technology providers who assist in the development and management of our web properties.
Subject Access/User Rights
The right to be informed of the use of your personal data.The right to access and/or to require the correction or erasure of your personal data.
The right to block and/or object to the processing of your personal data.
The right to not be subject to any decision based solely on automated processing of your personal data.
In limited circumstances, you may have the right to receive personal data in a format which may be transmitted to another entity.
1.7 If you have a complaint in relation to the processing of your data carried out under this Privacy Policy, you have the right to lodge a complaint with the Information Commissioner Office.
Information Security
1.8 We are working to protect your personal information that we hold, its confidentially, integrity and availability. We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to systems.
We restrict access to personal information to NACCC staff and Contact Centre staff, subject to strict contractual confidentiality obligations, and may be disciplined or terminated if they fail to meet these obligations.
We have an Information Security Policy in place which defines the measures we take to protect your personal information. We use a combination of technology and procedures to ensure that our paper and computer systems are protected, monitored and are recoverable.
We only use third-party service providers where we are satisfied that they provide adequate security for your personal data.
Compliance and Co-operation with Regulatory Authorities
1.9 We regularly review our compliance with our Privacy Policy. If we receive formal written complaints, we will contact the person who made the complaint to follow up. We work with the ICO to resolve any complaints regarding the transfer of personal data that we cannot resolve with our users directly.
Changes
1.10 Our Privacy Policy may change from time to time. We will not reduce your rights under this Privacy Policy without your explicit consent.
How to Contact Us:
Bath Child Contact CentrePO Box 5277
Frome
BA11 9BX
Tel: 07791482030
Email: bathchildcontactcentre@gmail.com
| We are committed to reviewing our policy and good practice annually | ||
| Name: Siobhan Thompson and Ruth Whitemore |
Signature: |
Date: April 2025 |
| This policy was last reviewed: April 2025 | ||