This privacy notice describes how Listen Uplift Vent CIC & LUV Programs LTD handles personal information.
Who we are
Listen Uplift Vent (LUV) CIC is a Birmingham based Community Interest Company (CIC) created to provide women and young girls with a platform to develop, grow and be the best that they can possibly be, providing a variety of services including workshops, information, advice and guidance and training sessions. We are a data controller under the Data Protection Act 2018 because we collect, store, share and use personal data to provide our services. Your personal data will also be used to develop our services, ensuring they are the highest quality based on your needs and feedback and to deliver our services.
Our registered address is Suite 203I, CIBA Building, 146 Hagley Road, Edgbaston, Birmingham B16 9NX
Our phone number is 0121 312 0555.
Our email address is email@example.com.
Our website address is firstname.lastname@example.org.
LUV CIC is registered with the Information Commissioner’s Office (ICO). Our registration number is ZB272498.
Our Data Protection Officer is Sara Maynard and can be contacted by writing to Suite 203I, CIBA Building, 146 Hagley Road, Edgbaston, Birmingham B16 9NX, emailing email@example.com or by phone on 0121 312 0555.
What is a Privacy Notice?
A Privacy Notice describes how we collect, use, retain and disclose personal information which we hold. This Privacy Notice is part of our commitment to ensure that we process your personal information/data fairly, lawfully and transparently.
Why issue a Privacy Notice?
To ensure that we are compliant with the Data Protection Act 2018 (DPA) and U.K. General Data Protection Regulations (U.K. GDPR). The Data Protection Law requires us to ensure that your information is processed correctly. This notice also explains what rights you have to control how we use your information.
Data Protection Law
We process your personal data in accordance with the Data Protection Act 2018 (DPA) and U.K. General Data Protection Regulations (U.K. GDPR), or for other lawful reasons.
Data Protection law says that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
The rights that service users have with respect to their data
Under data protection law, you have rights including:
Right to be informed
You have a right to be informed if your personal data is being used. Most of this right to be informed is met in this privacy notice, and similar information when we communicate with you directly and at our initial point of contact to discuss our services to you.
Right of access
You have the right to obtain a copy of personal data that we hold about you and other information specified in the U.K. GDPR (commonly known as a Subject Access Request or SAR), although there are exceptions to what we are obliged to disclose.
You will usually not have to pay a fee to access your personal information (or to exercise any of the other rights).
We may refuse to comply with the request in some circumstances.
To submit a Subject Access Request please contact us by email firstname.lastname@example.org or by phone on 0121 312 0555.
Right to rectification
You have the right to ask us to rectify any inaccurate data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Right to erasure (‘right to be forgotten’)
You have the right to request that we erase personal data about you that we hold. This is not an absolute right, and depending on the legal basis that applies, we may have overriding legitimate or other legal grounds to continue to process and store your data.
Right to object
You have the right to object to the processing of personal data about you on some grounds. The right is not absolute, and we may continue to use the data if we can demonstrate compelling legitimate grounds.
Right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances.
Right in relation to automated individual decision-making
You have the right to object to being subject to a decision based solely on automated processing, including profiling.
Right to data portability
In limited circumstances you have the right to data portability which allows individuals to obtain and reuse their personal data for their own purposes across different services.
It is important that the personal information we hold about you is accurate and current.
Please keep us informed if your personal information changes.
If you would like more information about your rights, please refer to:
Why and how we collect information?
In order to provide a holistic, personalised service LUV CIC 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. Information is retained securely, password protected and accessible to designated staff. Information may also be held on site in locked cabinets.
These records may include:
- Contact details such as Name, Address, Telephone number, email
- Personal information such as Date of Birth, brief description of current circumstances / reason for referral
- Case notes-summary of interactions with service users and facilitators involved.
- Referrals to facilitators, per your request.
- It may also include personal sensitive information such as health conditions, ethnic origin, your religious or philosophical beliefs, sexuality, and whether you have a disability or any allergies.
- Voluntary feedback provided by you.
It is important for us to have a complete picture about you and your circumstances. This assists us to provide appropriate support and understand your needs.
Information is collected in a number of ways, for example via referral form from other organisations or directly given by you.
It is essential that your details are accurate and up to date. Always check that your personal details are correct when you speak us and please inform us of any changes as soon as possible.
Improving the experience of each individual service user is at the heart of what we do. Obtaining feedback from service-users and taking account of their views and priorities are vital for the delivery of high-quality services and for driving service improvements. From time to time, we will ask you for such feedback.
On occasions we may record or photograph a workshop session or event.
If a recording is going to take place on the day you are in attendance, we will inform you, in advance and on the day of recording the session (normally verbally) prior to any recording taking place. You will be told of the purpose of the recording and will be provided with a consent form.
Special category information
Where we process special category data, for example data including health, racial or ethnic origin, or sexual orientation, we need to meet an additional condition in the U.K. GDPR.
LUV CIC only uses your confidential information (information that identifies you and says something about your circumstances, including your mental health) to provide you with the right support, and it is only shared with others for the purposes of providing support as set out in this privacy notice.
How we use information
- To contact you.
- To help inform the way we provide our support.
- To work effectively with other organisations who may be involved in your support.
- To review support provided to ensure it is of the highest standard possible.
This helps you because:
- Accurate and up-to-date information assists us in providing you with the best possible support.
- Understanding your personal circumstances allows us to ensure the support we provide is tailored to your needs.
We would not share information about you unless:
- You have asked us to and given us permission.
- We are lawfully required to report certain information to the appropriate authorities e.g. to prevent fraud or a serious crime.
- To protect children and vulnerable adults.
- When a formal court order has been served upon us.
- For the health and safety of others.
There is huge benefit to the use of non-identifiable information to improve our services and understand a gap in services, that the community requires and where we can address this. This non-identifiable information can be used to help to:
- Support the community needs.
- Ensure our services can meet future needs.
- Manage research and audit.
- Prepare statistics on our performance.
- Monitor how we spend funded money.
- Develop and plan new services.
- Improve service-user experience safety.
How is information retained and kept safe?
Information is retained in secure electronic records and access is restricted to only those who need to know. It is important that information is kept safe and secure, to protect your confidentiality. There are a number of ways in which your privacy is shielded by removing your identifying information, adhering to strict contractual conditions and ensuring strict sharing or processing agreements are in place. The Data Protection Act 2018 regulates the processing of personal information. Strict principles govern our use of your information and our duty to ensure it is kept safe and secure.
We will not transfer the personal information we collect about you outside the EU. There are some exceptions to this e.g. if you ask us to provide information about you to a company outside of the United Kingdom or the EU.
How do we keep information confidential?
Everyone working for Listen Uplift Vent CIC is subject to the Common Law Duty of Confidentiality and the Data Protection Act 2018 and this is enforceable through disciplinary procedures. Information provided in confidence will only be used for the purpose(s) to which you consent to, unless there are other circumstances covered by the law. All staff are required to protect information, inform you of how your information will be used and allow you to decide if and how your information can be shared. This will be noted on your records.
All LUV CIC staff are required to undertake annual training in Data Protection, Confidentiality, IT/Cyber Security.
We will store and share the recordings or photographs or events by storing appropriately.
We take relevant organisational and technical measures to ensure the information we hold is secure, such as:
- Holding information in secure locations.
- Restricting access to information to authorised personnel.
- Protecting personal and confidential information held on equipment such as laptops with encryption.
Unless required to do so by law, we will not share, sell or distribute any of the information you provide to us with any third-party organisation/individuals other than mentioned below.
Who will the information be shared with?
To provide the best support possible, sometimes we will need to share information about you with others. We share information with other facilitators we work with and who will be known to you, all dependent on the services you are receiving for the purpose of improving the support we provide to you or local services. For example, taking part in our 8 week ‘LUV Yourself’ program, contracted facilitators on this program will be provided with relevant or necessary information to ensure their service meets your needs. This also includes the following:
- We may share basic information the organisation who has referred you, such as social services or local authority. However, we will not disclose any health information to third parties without your explicit consent, unless there are exceptional circumstances, such as when the health or safety of yourself or others is at risk or where the law requires the disclosure of information.
- We may also be asked to share basic information about you, such as your name and parts of your address, which does not include sensitive information. Generally, we would only do this to assist in the support provided to you. In these circumstances, where it is not practical to obtain your explicit consent, we are informing you through this Privacy Notice, under the Data Protection Act 2018.
- Organisations may include, but are not restricted to social services, education services, local authorities, the police when appropriate and lawful to do so, voluntary and other third-sector organisations and private sector partners and health and social care providers.
- We work in partnership with other professional organisations and contract facilitators to provide services on our behalf. On occasions we may share information with them to carry out their work, this will be done under a joint information sharing agreement.
Your right to withdraw consent for us to share your personal information
You have the right to refuse/withdraw consent to some of the information sharing that may be held about you, but not all. If you want to withhold consent for sharing information, please contact LUV CIC. Each request will be dealt with on a case-by-case basis and the potential consequences for you of withholding information will be explained, for example it may result in there being a delay in you obtaining the support you are looking to receive.
Sharing and linking data
Sharing information enables LUV CIC to ensure services we provide are of high quality and tailored you. We have entered into contracts with other organisations to provide some services to us, which includes processing data on our behalf, including service-user information. In these instances, we ensure that our partner agencies have contracts which outline that your information is processed under strict conditions and in line with the law. These services are subject to the same legal rules and conditions for keeping personal information confidential and secure, and LUV CIC is responsible for ensuring their staff are appropriately trained and that technical and operational procedures are in place to keep information secure and protect privacy.
All personal data (paper and electronic) is destroyed securely by Six Degrees Social Enterprise.
Questions or concerns
If you have any questions or concerns regarding the information we hold on you or the use of your information, please contact us at: Suite 203I, CIBA Building, 146 Hagley Road, Edgbaston, Birmingham B16 9NX.
Phone number: 0121 312 0555.
Our email address is email@example.com.
You have the right to complain to the Information Commissioner if you are not happy with any aspect of how we have processed your personal data or believe that we are not meeting our responsibilities as a data controller.
The contact details for the Information Commissioner are:
Information Commissioner’s Office
Wilmslow SK9 5AF
Helpline number: 0303 123 1113
Changes to this privacy notice
Any changes we may make to our privacy notice in the future will be posted on our website or you will be informed at the point of collection of your data if it is a significant change to how we use your data.