The National Centre for Domestic Violence will collect data that you willingly provide. We will always do this in a transparent manner as we believe it is important for you to know not only what your data is being used for but also that you know your rights regarding your data once this has been taken.
This policy was updated May 24th 2018. NCDV are constantly looking for ways to improve our service, as such this policy is subject to change. Please check back regularly for updates.
Why we process Data
When you are initially referred to us we will store your information on our internal systems only if you have provided your consent for your referrer to provide this to us. We keep this information for the purpose of contacting you to offer our help. If the referral we receive informs us that you have not consented then we will return to your referrer and ensure we do not store your personal data until such time that you confirm you are happy for us to do so.
The data we process for our clients will be processed on the basis of consent and our legitimate interests. Our legitimate interests are of course varied and will most importantly centre on helping victims obtain court ordered protections in the form of injunctions. We process personal data for the purposes of record keeping and for statistical records that can help for us to improve our services.
If you are a referrer we will ask you to provide personal data when you make a referral. This is not a requirement and we will attempt to help any victim referred to us regardless of whether this information is provided. We ask for you to provide this as our relationship with referrers can be invaluable in situations where we can work together to ensure the victim’s safety and help us to provide you with important updates regarding the referral.
NCDV run a newsletter which provides valuable updates on our services and the issue of domestic violence. When making a referral you will be asked whether you wish to receive this. For us to provide this to you we will need to retain your email address. If you inform us that you wish to receive this and then change your mind you can either use the unsubscribe option on every newsletter or contact email@example.com with your request.
How long we keep your Data
We will keep the data we hold for you for a period of 24 months after which it will be securely erased or anonymised. We retain this data for this length of time for a number of reasons; on occasion we will help with an extension to an injunction that will increase the life of this order to 24 months. Holding these records will also help us to provide you and other authorised parties with updates and create a stronger application to the courts if your original order expires.
Once our retention period has expired we may retain an anonymised record for statistical purposes. We do this to contribute to various campaigns regarding the issue of domestic violence and to improve our services; no individual can be identified with these files.
We use third party service providers to help us to fulfil our engagements with you. We have processor agreements in place to ensure that your data is processed in a manner that you consent to and that it is stored in a secure manner. We will never sell your data and we will never knowingly provide your data to any organization that will use it for marketing purposes.
We use Mailchimp to run our Newsletter. Mailchimp store data outside of the European Union, they have committed to the US-Swiss Data Protection Frameworks and have embraced current European data protection regulations.
Disclosing your Information
When helping a victim we will ask you whether you are happy for us to disclose information we hold to the individual who referred you, relevant public authorities and DV agencies. We will only provide this to those who can confirm who they are and display a legitimate purpose. Please see below for a non-exhaustive list of who we would disclose this information to with your consent.
- Your referrer
- Emergency services
- Relevant DV Agencies
- Relevant Legal Service Providers
- Social services
Breaching Confidentiality without Consent
On very rare occasions NCDV may be required to breach confidentiality without first obtaining your consent.
- If you or a third party are at high and immediate risk of serious physical harm or death.
- If we receive information that a child is being abused or neglected.
- If we receive a court order to do so.
- If we receive information relating to terrorist activities or a bomb threat.
- When a member of NCDV staff is threatened.
Your Rights and How To Invoke Them
- You have the right to request a copy of the data we hold for you.
- You have the right to request that copies of your personal data be provided in a commonly read format. This can be provided directly to you or where possible provided to another service at your request.
- You have the right to request that we securely erase all data we currently hold for you.
- You have the right to restrict specific sections of the data we hold for you.
- You have the right to rectify any data we hold for you.
If you wish to invoke any of these rights please send a description of your request to firstname.lastname@example.org for the attention of Peter Beaumont. These requests will be granted within 30 days, typically sooner.
Keeping your Data Safe
NCDV take appropriate organisational and technological steps to ensure your data is secure and never processed without a lawful basis. Below are some of the steps NCDV will take to ensure your Personal Data is secure with us.
- All internal systems operating within a comprehensive firewall.
- Encryption for all files transferred containing Personal Data.
- Regular documented data security training sessions carried out with all staff.
- Company policy to avoid hard copies containing Personal Data.
- Processor and Controller agreements with all third parties.
- Comprehensive risk assessments carried out before implementing any new procedure.
Right to Object
It is also your right to object to NCDV’s processing of your data or withdraw your consent. If you wish to raise an objection, withdraw consent or if you have any questions or concerns regarding the data practices of NCDV please contact Peter Beaumont who is our data protection officer. Peter Beaumont can be reached on email@example.com.
If you are still concerned then you have the right to raise a concern with the Information Commissioner’s Office.
ICO Website for Breach Reports: https://ico.org.uk/make-a-complaint/
Contact Number: 0303 123 1113
NCDV Data Protection Officer: Peter Beaumont
NCDV ICO Registration Reference: ZA350936
When you visit our website we may collect information to help us understand how victims and referrers use our site. This information can consist of which browser you are using, IP Address, the time of your visit and which pages you downloaded. We cannot use this information to find out other information about you and will not provide this to any third party unless we are required by law. We obtain this information using a cookie, a cookie is a small text file placed on your device. You can manage these manually using your browser settings or you can contact Peter Beaumont on firstname.lastname@example.org.