One Big Family Privacy Notice 

This privacy notice tells you what to expect us to do with your personal information.
 

This document will cover:

1. Contact details

2. What information we collect, use, and why

3. Lawful bases and data protection rights

4. Where we get personal information from

5. How long we keep information

6. Who we share information with

7. How to complain

 

​1.Contact Detail

 

Postal address:  

104 Rochester Avenue, ROCHESTER, Kent, ME1 2DR, GB

 

Telephone number: 07865928174

 

Email address: info@helpingthehomeless.org.uk
 

2.What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third-party referrals;

• Names and contact details

• Gender

• Pronoun preferences

• Addresses

• Date of birth

• Emergency contact details

• Next of kin details

• Photographs or video recordings

• Service use history

• Health information (including medical conditions, test results, allergies, medical requirements and medical history)

• Dietary information (including allergies and health conditions)

• Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)

• Information about work, home and living conditions

• Information about support requirements

• Information about lifestyle, interests or personal history

• Criminal offence data

• Records of meetings and decisions

• Information about income and financial needs for funding or personal budget support

• Information relating to compliments or complaints
   

We collect or use the following information to receive donations or funding and organise fundraising activities:

• Names and contact details

• Addresses

• Payment or banking details

• Donation history
   

We collect or use the following personal information for service updates or marketing purposes:

• Names and contact details

• Addresses
   

We collect or use the following personal information to comply with legal requirements:

• Name

• Contact information

• Identification documents

• Health and safety information
   

We collect or use the following personal information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)

• Date of birth

• National Insurance number

• Copies of passports or other photo ID

• Employment history (eg job application, employment references or secondary employment)

• Education history (eg qualifications)

• Right to work information

• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
   

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Address

• Information relating to health and safety (including incident investigation details and reports and accident book records)

• Correspondence

​
 

3.Lawful Bases and Data Protection Rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.

• Your right to erasure - You have the right to ask us to delete your personal information.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.

• Your right to object to processing - You have the right to object to the processing of your personal data.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
 

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third-party referrals are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• •Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • We use people's information so we can refer clients to other agencies who can support them, also to share risk assessments

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

• ​

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• ​

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• ​

Our lawful bases for collecting or using personal information to comply with legal requirements are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

• ​

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

• ​

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

​

4.Where we get personal information from

• Directly from you

• Regulatory authorities

• Other health and care providers

• Social services

• Charities or voluntary sector organisations

• Councils and other public sector organisations

• Not applicable

 

5.How long we keep information

Data held on In-Form SRM is held for 5 years then deleted.

Paper copies of information are destroyed after 1 year of a person leaving the service.

6.Who we share information with

Others we share personal information with (relating to clients) are all signed up to the Kent and Medway Data sharing protocol -

• Other health providers (eg GPs and consultants)

• Charities and voluntary organisations

• Care providers

• Organisations we need to share information with for safeguarding reasons

• Emergency services

• Local authorities or councils

• Organisations we’re legally obliged to share personal information with

 

7.Data Retention Period​

 

Data protection law requires that “Personal data shall be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.”

 

“Personal data” is any information relating to a living individual who can be identified, directly or indirectly from it, in particular by reference to a name, an identification number, location data, an online identifier or to factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that individual.

 

To comply with the administrative and legislative requirements described above, a retention period of data records is listed in the following schedule:

 

Type of Record                                                 Retention Period

Online In-Form client records                           5 years

Physical client records                                      1 year

Volunteer records                                               1 year

 

 

Ways we use to fulfil our requirements;

 

• For paper documents, we use locked waste bins for records containing personal data, and cross shredding or incineration is in place.

• For information held on electronic devices, wiping is in place.

• For information on In-Form, the Operational Support Manager, deletes the records.

8.How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
 

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated: 10th February 2025