This privacy notice explains how Safe Families for Children collect, store and process your personal information.
If you want to discuss it further, you can contact the Data Controller, Mark Buchanan, or IT & Database Manager, Stuart Main, on 0191 7070030 or at Unit 4, Diamond Court, Kingston Park, Newcastle-Upon-Tyne, NE3 2EN.
Safe Families is committed to ensuring that the information you entrust us with is stored securely and treated with the utmost respect in compliance with all regulations.
We certify annually with the Government accredited Cyber Essentials scheme.
How We Collect Personal Information
We collect personal information directly from you when you enquire about volunteering, fill out an application to volunteer or sign up for our mailing list.
We are passed your data if you are referred to us by a local authority partner. The person making the referral will obtain your consent for this.
If you are a professional partner and make a referral to us then we will collect data about you at the point of referral.
If you are a church or community group then we will collect the name and location of your organisation at the point of someone applying to volunteer.
We collect cookie information when you visit our website, you can find more details on cookies at the foot of this page.
We may collect data from 3rd parties, for instance if you sign up to donate to us via Facebook or myDonate.
What Personal Information We Collect
If you enquire about volunteering or apply to volunteer with us we will collect and store personal identifying information including your title, name and date of birth. We will also collect and store your address and contact details including email and telephone. We will also store non-identifying information such as gender and ethnicity. As you move through the approval process we will keep a record of our contact with you, dates you complete key steps of the approval, DBS number, references, volunteer assessment and home safety check. Once you begin volunteering we will record the families you link with, the type and length of support, any notes you make on the system in relation to your volunteering and also, a continuing record of our contact with you.
If you are referred to us for support then we will collect and store the initial referral form. This will include personal identifying information including the title, name and date of birth of you and the other family members. We will also collect and store your address and contact details including email and telephone. We will also store non-identifying information such as gender and ethnicity of all persons in the family. We will then keep a continuing record of our contact with you, including initial assessment, activity involving volunteers such as hosting undertaken and befriending carried out and notes made by volunteers supporting you, by our team of professionals and also any formal and closing reviews.
If you are a church, community group or Local Authority that partner with us through volunteers or referrals then we will collect the name and address of your organisation.
Why We Collect Your Personal Information
If you enquire about volunteering or apply to volunteer, we use your information to process your application, to contact you about upcoming assignments we think you would be a good match for and to keep you informed about our work (see Marketing Permissions below). We keep a record of your volunteering activity and our ongoing contact with you to ensure we can respond and support you as best as possible.
If you are referred to us then we use your information to process your referral, check that we can support you, tailor our support to your needs, and to monitor and safeguard ongoing support.
If you are a professional partner and make a referral to us then we store this information alongside the family record to contact you with updates and questions.
We will also use the information we collect for internal reporting, for instance the number of volunteers or families that fall into particular age ranges, gender or ethnic groups, etc. This is all aggregated information and therefore not identifying.
We collect cookie information when you visit our website to enable our website to function effectively, to improve your experience and to determine and improve the effectiveness of our website and marketing campaigns.
You may receive email and postal communications from us to share with you the wonderful work that is being done through Safe Families for Children volunteers across the UK. In April 2018 we contacted all our contacts to ask them to opt in to receive these communications. If you are receiving these and no longer with to do so then you can opt out by logging into our database or contacting the office on 0191 7070030.
At the closure of a case, our policy is to contact the referrer, the referred family and any volunteers involved in support to conduct a short survey to enable us to continually learn and improve from every interaction.
This is outside the remit of Marketing Permissions but if you would rather not be surveyed, let the team know and they will make a record of this.
Who We Share Your Information With
If you are volunteering with us then we will not routinely share your information with any other parties. If we had a request, for instance to run a press release using a case you were involved in then we would always contact you about this and give you the right to not be identified. Any reporting we do on volunteer demographics is all aggregated so as not to identify specific volunteers. For example, we may make reference to the number of volunteers in a given region, age range, ethnic group. None of these would identify you specifically.
If you are referred to us then we may share information about your case with the professional that made the referral. Any electronic transfer of information is encrypted and, in the case of files, password protected. When we post requests for support or discuss cases with volunteers, no identifying information is used, all families are identified by their unique family numeric reference.
All data is stored within the UK.
How Long We Keep Your Data
Due to the nature of our work involving children and the statutory requirements of Local Authorities, our policy is that we will keep all data forever.
Your Information Rights and Choices
The law assures you of several rights:
You can request a copy of all the personal information we hold about you. You can do this by contacting the data controller. We will respond to all requests within 30 days of receiving the written request.
You can have erroneous information corrected by contacting the Data Controller or your local Safe Families for Children team.
You can request that we change your marketing preferences to ensure we don’t continue to send you unwanted email, post, or calls.
Changes to This Privacy Notice
We will regularly review this notice as any of our activities, processes or national regulations change. If there is any significant change to the way we intend to handle your personal information then we will contact you to inform you of this.
Here is a brief overview of the types of cookies we use:
Analytics – We use Google Analytics cookies collect information about how visitors use the website and help us to continually improve our content. For instance, which pages visitors go to most often and if they get error messages from web pages. These cookies don’t collect information that identifies you. All information these cookies collect is aggregated and therefore anonymous. We use this data to help us to understand: which pages people visit on the site, which internet browsers are being used, what is popular on our website, the user journey through the website.
CMS cookies – our website is created in a CMS (Content Management System) called WordPress, which places a small number of standard WordPress cookies on your computer as you use it.
Cookies to improve your experience – we use a small number of cookies on our website to help you get the best experience. We also embed YouTube and Vimeo films on our website regularly. We are unable to prevent these sites, or external domains, from collecting information on your usage of this embedded content. If you are not logged in to these external services then they will not know who you are but are likely to gather anonymous usage information for example, number of views, plays, loads etc.
How to manage your cookie settings
Many web browsers such as Internet Explorer, Google Chrome or Safari, will allow some control over cookies through their settings. To manage your cookie settings, please refer to your browser software. For more information about cookies and how to delete them, visit www.aboutcookies.org or www.allaboutcookies.org
Acceptance of cookie use