BACKUP North West (previously Bolton Young Persons Housing Scheme) takes your privacy seriously. This is how and what personal information we collect and what we do with it.
This privacy notice is for everyone that we come into contact with so you are clear when and if we have any of your personal details and why. We want to be open and transparent about his so you know exactly what information, if any, we hold about you and how we use it.
- Young People and Referrers – click here
- Supporters/Guardians/Funders/Suppliers/Donors/other stakeholders carry on reading
- Employees and Volunteers – please refer to the company employee handbook
What Information do you collect?
We do not collect all this about everybody but our information CAN include…
- Names, address, telephone number, mobile number, email addresses
- Contact preferences (how we should contact you in the future)
- Bank account details
- Gift Aid status
- Date of birth
- Records of your correspondence and engagement with us
- Images, photographs or video if you take part in an event with us, provided that you have given your consent
- Survey responses
- Details about your health, should you sign up take part in activities which may involve some risk or physical exertion e.g. the Charity Sleep-out
This information may be collected via:
- Any paper forms you complete
- Telephone conversations or face-to-face interviews
- Digital forms completed via our website or third party websites such as Just Giving
- Publicly available sources
- Communication via social media
- Registration or application forms you complete
If you visit our website or social media pages we may automatically collect the following information:
- Which pages you visit
- The amount of time you spent on our website
- Whether you are a new visitor
- How you came to our website
- The type of device and browser you use
We will let you know before collecting your data whether it is part of a statutory or contractual requirement or obligation, and the possible consequences of not providing the information.
Young People:If you’re a young person or resident, please refer to this notice (/privacy-notice-for-young-people/).
Children:our services are aimed at young people aged 16-25, however we occasionally receive contacts or referrals from under 16 year olds. We make a professional judgment to keep data for under 16 year olds and will seek consent to do so. 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.
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. This includes Model Clauses, other adequacy mechanisms or derogations approved by the EU Commission or under UK law.
Third party sites:Our website may have links to other websites we do not operate. You should read the privacy notices on those websites before you submit your personal information.
Changes to this notice: From time to time, we may revise this notice. Updated versions will be posted on the website. If we make any significant changes, we will draw attention to them.
How do you use my information?
Depending on the specific purpose, we may process your information on the following legal bases:
- With your consent
- To enter into or to perform a contract with you
- To protect your initial interests
- For our legitimate business interests or activities as not-for-profit body
- Where necessary to perform a task that’s in the public interest
- For compliance with our legal or social protection obligations
We may use your personal information for the following purposes:
- to update you about BYPHS work, including the annual reports and newsletters
- to send you information about campaigns, appeals and fundraising
- to invite you to events
- to administer donations or support including gift aid
- to respond to your enquiries
- to further our charitable aims
- as and when required by law
We will make it easy for you to tell us how to communicate in a way that suits you. Our communications have preference questions and include information on how to opt out at any time. To opt out of any/all contact from us, please email firstname.lastname@example.org or telephone 01204 520183.
We will NEVER share or sell your data to a third party for ay purposes including marketing, campaigns or fundraising.
How do you share my information?
We do not sell or share personal data to third parties.
We may allow our suppliers to access data to allow them to perform services on our behalf, such as payment processing or maintenance of our support systems. In these circumstances those organisations will have no right to use your personal information.
We may share anonymous data with other similar homeless charities to further our charitable aims. You cannot be identified from this data.
We may share your data with other supportive organisations to further our charitable aims or for fundraising purposes. We will only do this if we have secured your consent.
There are exemptions to data protection regulations that we may have a legal obligation to share some data. This includes the safeguarding of vulnerable adults or children, prevention and detection of crime or prevention of benefit fraud. If police or the local authority request information under any of these areas we will legally comply, as appropriate.
How do you protect my information?
We take appropriate technical and organisational measures to ensure that we keep your information secure, accurate and up to date. The transmission of information on the internet is never 100% secure. This means you provide information through our website and our social media pages at your own risk.
BYPHS has additional security measures in place to protect sensitive personal data we process. Our contacts database can only be accessed by authorised personnel at BYPHS. Records both paper and electronic are securely stored.
Staff are given appropriate training on data protection regularly.
How long do you hold my information?
We will retain your personal information indefinitely unless you inform us that you require it to be removed. Different information is held for different periods of time e.g.
- Unsuccessful job applications – 6 months
- (residents) young peoples’ case notes – 7 years
- Complaints – 7 years
- Employee records – indefinitely
We do not retain any banking details for previous Guardians, supplier or employees.
If you ever wish to request deletion of your personal information, or copies of what information we keep, please contact Data Protection lead on email@example.com or telephone 01204 520183.
What are my personal information rights?
To be informed: we must provide fair processing of information, typically through our privacy notice.
Access:you can ask for a copy of 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 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 cannot be done for casework i.e. young peoples’ records who have lived on the scheme.
Objection/marketing:you can object to us processing your data in certain circumstances. If you no longer wish to receive communications from BYPHS you can use these methods to let us know:
In writing:Bolton Young Persons Housing Scheme
Trinity House, Breightmet Street, Bolton, BL2 1BR
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:In law you can ask for access to information about the reasoning behind any decisions taken by automated means. However we do not make decisions in this way so it does not apply.
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 reason. You can make any of the above requests by contacting us at the details below. We will assess your request and provide a full response in writing:
Address:Bolton Young Persons Housing Scheme
Trinity House, Breightmet Street, Bolton, BL2 1BR
By Tel:01204 520183
If you have any questions about his notice, please contact:
Data Protection Officer
Tel: 01204 520183
If you have a complaint about the way we process your information, we will aim to address these concerns. However, if you would like to, please direct your complaint directly to the https://ico.org.uk/