Young People (using or applying for any services)
When you interact with us in any way we may collect your:
- Previous Addresses
- Email Address
- Phone number
- National Insurance Number
- Date of Birth
- Employer or Training Provider Details
- Current Housing Status
- Housing History
- Contact details for anyone else helping your next of kin or GP information
You might be applying for supported housing, a volunteer placement or other help from us. If you are offered accommodation within our services, we may also collect what is considered sensitive data so we can a) help you and b) meet our funding and monitoring requirements
- Racial or ethnic origin
- Religious beliefs
- Physical or mental health
- Sexual orientation/identify
- Actual or alleged criminal offences
- Actual or alleged drug/alcohol use
We will let you know beforehand what is compulsory information and the consequences of not providing it.
We may be given or receive information about you from other sources, for example a friend, relative or someone concerned about you may tell us or share something to help you. Other practitioners e.g. social worker, teachers, police may also share information with us about you if they are concerned about your welfare.
In some instances you will have given permission for this to happen.
How do you use my information?
- Depending on the specific purpose, we may process your information on the following bases:
- With your consent
- In order to enter into or perform a contract with you e. give you accommodation and support
- To protect your vital interests
- For our legitimate business interests
- Where necessary to perform a task in the public interest
- For compliance with our legal or social protection obligations
We may use your personal information for the following purposes:
- To provide you with services or products you have requested
- To respond to your enquiries
- To further our charitable aims
- For administration purposes
- As required by law
- To provide you with accommodation
- To carry out risk assessments and manage your activities/behaviour
- To contact other professionals e.g. to secure your benefits
- To contact emergency services if there is an immediate risk to life
- To use your case study in our campaign materials (only with your explicit consent)
We may also anonymise and aggregate personal information to improve our services or for research. You cannot be personally identified from such data.
By using our services, you accept the terms of this notice and the ways we may process your information.
How do you share my information?
We may need to share your information with the following parties for the following reasons:
Service providers:in order to provide you with the services, products or information you requested, for example hosting providers to host our website, telephone system providers for our helpline, could storage providers, printers for our marketing materials, criminal records check providers.
Associated organisations:to further our charitable aims, for example with other homelessness charities and with legal advisors in partner organisations.
Organisations who are supportive of our aims:to further charitable aims or for fundraising purposes. We only share your information for these purposes when we have your permission to do so. You can change your mind at any time by contacting us using the details below.
Police or Social Services:we are under various legal obligations to share certain data for the prevention and detection of crime, for example the sexual offenders register or to prevent benefit fraud.
How do you protect my information?
We take appropriate technical and organisational measured to ensure that we keep your information secure, accurate and up to date. We have additional security measures to protect sensitive data we collect, including physical security system in all our buildings and electronic security on all our records.
How long will you hold my information?
We retain all information for the appropriate time required in law, notes and casework 7 years but name/dob/address stays permanently in records of occupants for insurance purposes. Different types of information are kept for different lengths of time.
What are my personal rights?
To be informed:we must provide fair processing information typically through our privacy notice.
Access:you can ask for a copy of the information we hold about you.
Correction:we will use all reasonable endeavours to ensure the accuracy of your personal information. It is your responsibility to ensure that you submit true, accurate and complete information to us. You can have any inaccuracies in your information corrected.
Deletion:you can ask us to delete all your personal information in certain circumstances (for example, if the information is no longer necessary). This will not apply to you if you have lived on the scheme in the last 6 years.
You can also complain to the Information Commissioner’s Office (details below).
Restriction:you can ask us to pause processing your information in certain circumstances (for example, if you are disputing its accuracy).
Portability: you can ask us to transfer your information electronically to another organisation in certain circumstances.
Automated decision making/profiling:you can ask for access to information about the reasoning behind any decisions taken by automated means. You have the right to ask us to reconsider a decision taken by automated means. We do not make any automated decisions at BYPHS.
Withdrawal of consent:you can withdraw your consent at any time.
All of these rights are free to exercise. We will aim to respond within one month unless we need to extend the timeframe for certain reasons. You can make any of the above requests by contacting BYPHS at the details below. We will assess your request and provide a full response in writing.
Transfers of your personal information:at all times, we intend to store and process your personal information within the European Economic Area. Should this ever change, we would take steps to ensure your personal information is only transferred once adequate safeguarding is in place.
Changes to this notice:from time to time, we may revise this notice. Updated versions will be posted on our website. If we make any significant changes, we will draw attention to them.
Children:our services are aimed at young people aged 16-25, however our Helpline occasionally receives contacts from under 16 year olds. We ask the young person if an adult with parental responsibility can provide consent for us to hold/use the young person’s personal data but if this is not possible, we will make a professional judgement. If it can be justified to be in the public interest to share the personal data, we will lawfully share it to protect the child from significant harm and promote the welfare of the child.
Consent:to process your information for certain purposes we require your consent. You have the right to decline to provide or withdraw your consent at any time. You should note that we may not be able to provide you with accommodation support services without your consent.
If you have any questions about this notice, please contact:
Bolton Young Persons Housing Scheme,
Telephone: 01204 520183