Pathways of Chesterfield is an independent registered homeless Charity. We operate from 120 Saltergate, Chesterfield, S40 1NG
Your privacy is important to us.
It is Pathways of Chesterfield’s policy to respect your privacy regarding any information we may collect while operating our website. Accordingly, we have developed this privacy policy in order for you to understand how we collect, use, communicate, disclose, retain and otherwise make use of personal information. We have outlined our privacy policy below.
Due to Pathways working and gaining support from many different areas our privacy policy has been broken down into categories as how we inform you and may record and use your data may vary greatly based of the reason you have contact with Pathways.
Within the privacy policy we will include;
All of Pathways data is collected in-line with these principles;
We are committed to conducting our business in accordance with these principles in order to ensure that the confidentiality of personal information is protected and maintained. Pathways of Chesterfield may change this privacy policy from time to time at Pathways of Chesterfield’s sole discretion.
Enquiries through the website.
If you use the enquiries box on the Pathways website and pass us your personal details in order for us to respond to the enquiries. This is the sent to the office manager and may be checked by other members of the Pathways team when the office manager is unable to deal with it.
Your information will only be kept for as long as it takes for us to respond to your enquiry unless during this response you choose to access further support of more information from Pathways. If this is the case you will be informed of how we use your data and your rights. Once your enquiry has been completed the email will be deleted along with your personal details.
Privacy information for people on the Mailing list
Here at Pathways we take your privacy very seriously. As someone who is interested in the work of Pathways of has supported Pathways, we will ask consent to process and record your personal data, this is to ensure that we can contact and communicate with you effectively, in order to let you know about the work Pathways is undertaking and of any upcoming events.
We will only use the information you provide us with for the purposes we tell you, which are;
To send you information regarding Pathways work and events.
The personal data we will record will include
Your name
Contact details (Email, phone number and/or address) and your preferred contact method.
Sharing of your information
We will not share your data with any other agencies, organisations or persons without clear consent from you.
Safe storage of your information.
By signing up to the mailing list and ticking the box on our website you are consenting, it person we will ask people to fill in a form with their contact details and what their preference is for being contacted. People can choose to give as many or few contact options as they choose.
The consent and contact details form will scanned on to our secure computer systems and data will be entered onto a database that is stored on the Pathways network that only staff and trustees of Pathways have access too.
How long will we keep your information for?
We will keep your data on the mailing list until you choose not to be there. Every time we send you any update on Pathways we will give you the opportunity to opt out of receiving the information. If you opt out your data will be deleted from our mailing list.
Privacy information for people who donate monetary donations and offer gift aid.
If you make a donation to Pathways we need to keep a record of this to ensure our accounts are up to date and show where money comes from and where it is used.
Sharing of information.
We have to share the information with HMRC by law in order to claim the gift aid.
HMRC requires us to keep these records for 10 years after which point they will be destroyed.
Client privacy notice
Pathways of Chesterfield is an independent registered homeless Charity. We operate from 120 Saltergate, Chesterfield, S40 1NG
Here at Pathways we take your privacy very seriously. We process and record your personal data within the legitimate interests of the charity, which is to reduce and prevent homelessness. It would be very difficult for us to support you effectively without being able to gain this information.
We will only use the information you provide us with for the purposes we tell you, which are;
* To support you with your housing needs and other relevant needs you might help us identify in our discussions.
* To provide anonymised statistics and case studies to funders or potential funders to ensure Pathways can continue to support the homeless.
*To minimise where possible any potential risk to you and other people.
During our discussions we will ask you some personal information, this information will help to inform us about the best ways we can support you.
The information we will ask will include;
Name
DOB
Current housing situation and housing history
Any health or mental health concerns
Any difficulties with the use of substances
Information about previous offences.
Information about your social networks.
Sharing of your information
We currently use a client recording system called inform where we store all of our data securely. This recording system is purchased from homeless link. The inform system and homeless link are compliant to the new General data protection regulations meaning they are also not able to share your information and act as a platform for us to store data safely.
We will not share your data with any other agencies, organisations or persons without clear consent from you, except in exceptional circumstances outlines in our confidentiality document which we will also ask you to look at.
Safe storage of your information.
Your information will be taken down on a paper form by one of our staff team. Once this is completed that staff member will lock it away in a metal filing cabinet that only staff have access too.
We will then transfer your data on to our inform client record management system that is password protected, only Pathways staff have access to these records. Our volunteers do not.
Some of your data is also stored on a excel spreadsheet, this is to collect statistics, this excel sheet is stored on the Pathways password protected computer network which again only staff have access too.
Once the information is transferred from the paper form, the paper form will be shredded with any signed information scanned on to the Pathways computer network.
How long will we keep your information for?
Inline with health and social care standards used by the NHS we will store your information for 7years after your last contact with Pathways. This is to ensure we are accountable for the support we have offered. After this date your information will be deleted.
Right of access
You have the right to access the personal data we hold about you. If you want to request this we will ask you to fill in a right of access form so that we can keep track of this. We will then gather your information for you within a month, in exceptional circumstances this may be longer. If we need to extend this period you will be informed within the first month of your request. Dependent on the reason this information is required there may be a small charge for this.
Right to rectification
What does this mean – this means that if you think Pathways holds any inaccurate on incomplete data on you then you can ask for this to be changed or updated.
Right to erasure/ Right to be forgotten
What does this mean- this means that you have the right to ask for your personal information to be deleted and forgotten. We will ask you to fill in a form to request this. In certain circumstances this will not be possible for example if you still want to access the service or if there are any safeguarding concerns that may override the General data protection regulations. We will need to respond to you within a month of your request
Volunteer and potential volunteer privacy notice
Pathways of Chesterfield is an independent registered homeless Charity. We operate from 120 Saltergate, Chesterfield, S40 1NG
Here at Pathways we take your privacy very seriously. As a volunteer or potential volunteer we would like to ask consent to process and record your personal data, this is to ensure that we can contact and communicate with you effectively, to help you find the right volunteering opportunity within Pathways and to ensure we safeguard the clients accessing Pathways.
We would like to do this for potential volunteers so that we can keep a record of people who might be interested and contact them when volunteer opportunities arise.
For current volunteers we would like to keep records containing your personal information so we have contact details for you and are able to contact you. So that we are aware of what skills you would like to use at the organisation. We would also like to demonstrate that we are accountable for the safety of our clients by keeping accurate references and information regarding passing the Disclosure barring service (DBS) process.
We will only use the information you provide us with for the purposes we tell you, which are;
For potential volunteers
We would like to keep your information so that we can keep a record of people who might be interested and contact them when volunteer opportunities arise.
For Current volunteers
We would like to keep your records so that we are able to contact you.
So that we are aware of what skills you would like to use at the organisation
We would also like to demonstrate that we are accountable for the safety of our clients by keeping accurate references and information regarding passing the Disclosure barring service (DBS) process.
To collect anonymised statistical data of the number of volunteers we are working with and the work they support Pathways with.
The information we will ask will include;
Name
DOB
Contact details
Skills set
Motivation for volunteering
References
Outcome of DBS check
Records of attendance
Records of any training you attend through Pathways.
Sharing of your information
We will not share your data with any other agencies, organisations or persons without clear consent from you, except in exceptional circumstances whereby we feel there may be a risk of harm to your or someone else.
Safe storage of your information.
Your information will be gained through our application for or via email, before storing any of your data we will check that we have consent to do so,. Once this is completed that staff member will lock it away in a metal filing cabinet that only staff have access too.
We will then transfer your data on to our safe network and volunteer files and database. The computers accessing the network are only used staff of Pathways.
Some of your data is also stored on a excel spreadsheet, this is to collect statistics, this excel sheet is stored on the Pathways password protected computer network which again only staff have access too.
Once the information is transferred from the paper form, the paper form will be shredded with any signed information scanned on to the Pathways computer network.
How long will we keep your information for?
Volunteer records will be kept for one year after someone has finished volunteering with us, this is so that we can use these records to provide a reference should someone request this.
In exceptional circumstances we may need to keep records for longer if there are any safeguarding concerns of legal matters.
Right of access
You have the right to access the personal data we hold about you. If you want to request this we will ask you to fill in a right of access form so that we can keep track of this. We will then gather your information to you within a month, in exceptional circumstances this may be longer. If we need to extend this period you will be informed within the first month of your request.
Right to rectification
What does this mean – this means that if you think Pathways holds any inaccurate on incomplete data on you then you can ask for this to be changed or updated.
Right to erasure/ Right to be forgotten
What does this mean- this means that you have the right to ask for your personal information to be deleted and forgotten. We will ask you to fill in a form to request this. In certain circumstances this will not be possible for example if you still want to access the service or if there are any safeguarding concerns that may override the General data protection regulations. We will need to respond to you within a month of your request
Pathways of Chesterfield is a service for the homeless, and those at risk of homelessness, in Chesterfield, North East Derbyshire and Bolsover.
Charity Number: 1118638
Pathways of Chesterfield
120 Saltergate
Chesterfield
Derbyshire
S40 1NG
