CLARE CIC PRIVACY NOTICE
CLARE CIC is a not for profit community interest company. We work with older people experiencing loneliness, isolation and frailty and offer connections to community support, one to one volunteer support from Community Champions and the services of a community social worker to ensure effective links are made with the voluntary and statutory sector to improve wellbeing. We use your Data to enable us to provide these services.
We only accept referrals where consent has been given by the person being referred We make contact with people who would like our support after the receipt of a completed referral form which can be sent electronically or by telephoning CLARE staff. Referrals are inputted to our computer system Clarity which is password protected and secured.
Our initial visit to the person referred will include discussion of the data we hold, how it is stored and for what purposes. Individuals are free to opt in or out of signing the Data Protection and Sharing of Information Consent Form for retention of their data. A copy of the form is retained by CLARE and available for individuals.
In order to provide a holistic, personalised service CLARE retains a record of the details provided by individuals on their referral form, contacts made with the individual during the course of our work and will, with specific consent, help complete onward referrals to other organisations who can contribute to supporting the individual’s needs. Data obtained from other professionals engaged in contributing to a holistic service is recorded in an individual’s electronic file and attributed to the professional. Access to this information is password protected and limited to key worker. You have a right to access the information we hold about you- firstname.lastname@example.org. Or phone /write to us using the contact details on this notice. Information will only be stored for as long as legally necessary.
CLARE captures information about Outcomes using Outcomes Stars with CLARE service users-we do this to check that the service we deliver is effective and to seek the views of people using our service; individuals are free to opt out of this process. All data inputted to Outcome Star Website for statistical purposes is anonymised.
From time to time CLARE will engage in publicity to promote our services; we are keen to work in co production with people who use are services to capture their views. Explicit consent will be sought for this.
We recruit and match volunteers- Community Champions to individuals referred to CLARE in order to offer support to reduce isolation and loneliness. Members of the public interested in volunteering with CLARE complete an online Community Champion Volunteer application form and are directed to the AccessNI website to complete AccessNI check at appropriate level. We adhere to AccessNi Policies and Procedures re handling and storage of data.
Information obtained from the Community Champion application forms is retained on the CLARE computer system and used to assist in matching volunteers with service users.
CLARE recruits and interviews staff when new posts arise in the organisation. We adhere to recruitment and selection policies. Application forms and Interview material is retained and destroyed in line with policies.
The table below summarises the categories of data we collect, how long we retain the data, the lawful basis for processing and the legitimate interests.
CLARE acknowledge the person’s right to lodge a complaint with the Information Commissioner’s Office https://ico.org.uk/concerns/
CLARE keep our privacy information under regular review and will update where necessary. If we start to use personal data we have in a different way or for a new purpose, we will update the privacy notice to reflect this and communicate this to individuals.
|Your Relationship with CLARE||Description of Data||How Data is Collected||Purpose of Collection||Lawful Basis for Processing||Length of Time Retained.|
|Potential service user||Name, Address, Telephone number, email, Date of Birth, GP, Next of Kin, medical conditions, brief description of current circumstances / reason for referral||Referral Form completed by you or on your behalf||Activation of a new referral to CLARE||Consent
|Records are retained for 7 years after closure of contact.|
|CLARE service user||Case notes-summary of interactions with service users and professionals involved.||Inputted on to computer by CLARE key worker||Maintain accurate up to date records of contact and number and range of contacts made across the service
|Records are retained for 7 years after closure of contact.|
|CLARE service user||Referrals to other organisations- as per the application form||Completed with service user or on their behalf||To apply for appropriate services/ supports||Specific Consent||No paper record of onward referrals retained.|
|Your Relationship with CLARE||Description of Data||How Data is Collected||Purpose of Collection||Lawful Basis for Processing||Length of Time Retained|
|Potential Community Champion||Name, Address, Date of Birth, telephone and email contact, employment history, housing status, volunteering history, adjustments required.||On line application by potential volunteer.||Applying for volunteer role||Consent
For the purpose of funders specifically requested data.
|6 months for non successful applicatants.|
|Potential Community Champion||Name, Address, including previous addresses for past 5 years,Date of Birth, Gender, National Insurance Number||Online by potential volunteer||Obtain enhanced disclosure for suitability to volunteer||Legitimate Interest- Access NI carries out checks in the public interest –Part V Police Act 1997.||As per Access NI Regulations|
|Community Group using CLARE as an umbrella organisation for Access Ni checks||Name of Community Organisation, purpose for which information is being sought, agreement to adhere to AccessNI codes.||
Service Level agreement with organisatio issued and signed.
|Obtain disclosures for suitability to volunteer||Legitimate Interest- Access NI carries out checks in the public interest –Part V Police Act 1997.||As per Access NI Regulations for the roles and responsibilities of Umbrella Organisations and detailed in Service Level agreements.|