Privacy notice for clients referred to Wycombe Homeless Connection
How we collect and use information about clients
Wycombe Homeless Connection (WHC) will collect data from the client, from other organisations who are also working with the client, when we have a meeting or discussion about the client, and when we develop advice for the client, or when we record a change in their circumstances.
We may make a video recording of client interactions with WHC staff or volunteers.
We use data for one or more of these purposes: so that we can identify and contact clients; so that we can assess their background and circumstances in order to the most effective and appropriate help; to enable us to collaborate with partner agencies; to investigate any complaint against WHC; to defend our legal rights; to improve our services; and so that we can report our activities in an anonymised way to agencies that monitor the uptake of homeless services, to our funders and to the general public. For these same purposes, we may also receive data and advice from other agencies. In order to assess any risk we might face in supporting clients we may receive limited data on your offending history, if any, from the police or probation service.
We get the client’s consent to collect data on race and ethnic origin, health, and offending history.
Why we need your information
WHC collects and uses client data under legitimate interest, to carry out our aim of assisting clients to retain or obtain accommodation, and to otherwise support their health and wellbeing.
WHC collects data on health to facilitate the provision of appropriate services and ensure safety of staff and volunteers.
WHC collects data on offending history, to connect clients with appropriate accommodation providers.
WHC uses video recordings to confirm interactions in the support centre.
WHC collects data on race and ethnicity, with the consent of the client, for the purpose of generating statistics.
WHC may store data using a company which is located in another country but which offers safeguards as required by UK law.
Whom we may share client information with
After obtaining the client’s consent data may be shared as needed to serve the client’s interests with: the local authority, the DWP, social services, accommodation providers, NHS bodies, the police, the courts, the prison service, legal representatives, the probation service, and other support agencies; also agencies that monitor the uptake of homeless services.
We will also share data with the above or other agencies if required by law, or to defend legal actions.
Where a client asks us to do so, we will also share their data with a named person (“Helper”) that they want us to work with in order to help them.
How long we will keep client information
We will normally delete client data after three years have passed since their last interaction with us. Where necessary to protect our staff or operations, we may retain data for ten years after their last interaction with us. We may need to keep your data longer where there is an ongoing dispute.
Support Centre video recordings are automatically overwritten after a period expected to be between three and six months but may exceptionally be held longer if needed for legal reasons.
Your rights
You may contact WHC at privacy@wyhoc.org.uk or on 01494 447699 or at 8 Castle St, High Wycombe HP13 6RF to request to access your data, or to have it corrected. If we hold your data you may restrict our use of it in some circumstances. You may also ask to have it erased; object to our use of your data under our legitimate interest; or withdraw your consent for those items where your consent was required – but in these circumstances we will no longer be able to offer you some or all of our services.
To complain about our handling of your data, contact the Information Commissioner's Office (0303 123 1113 casework@ico.org.uk)
Privacy notice 7.4R