As part of the services we offer, we may be required to process personal data of the friends, family or carers of our service users or staff. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data.

We are committed to being transparent about why we need your personal data and what we do with it. This information is set out in this privacy notice. It also explains your rights when it comes to your data. 

Collecting your information

We process your data because we have a legitimate business interest in holding nominated contact details (which may include next of kin and lasting power of attorney information) relating to the individuals who use our service, and keeping emergency contact details for our staff.

This information may be provided from you, from an individual who uses our services, from somebody who refers to us, or from a member of staff.

Information That We Collect

As part of our work it may be necessary that we hold the following information on you: 

• your basic contact details such as name, address and contact numbers, 

What We Do With Your Information

Information about you is stored and used by us in accordance with this privacy notice and with your rights under the GDPR. 

Holding emergency contact details and next of kin information for our service users and staff allows us to maintain accurate and up-to-date records of who to contact in the event of an emergency. 

The Legal Basis For Using Your Information

By law, we need to have a lawful basis for processing your personal data. 

Julian Support processes your information under the legal basis of GDPR Article 6(1)(f) “for the purposes of the legitimate interests pursued by the controller”.  Julian Support has a legitimate interest in processing this personal data during the provision of a service to an individual and during the employment relationship of an employee. 

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent.  

Sharing Your Information

We will not share personal data with any third party without consent unless the law and our policies allow us to do so.  We may have a legal reason to share your data with a third party and this could include: 

• Other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, and other health and care professionals;
• The Local Authority;
• The police or other law enforcement agencies if we have to by law or court order, or to help us to keep either a service user or member of staff safe e.g. if we need to notify police about a missing person; 

Transferring Your Information Abroad

We will not transfer any information about you outside of the European Economic Area. 

Security Of Your Information

Information that you provide will be stored securely in all formats and is not accessible to any staff that do not have relevant reasons to access this. Any breach of this policy will be recorded on a breach register and the Information Commissioners Office will be notified when appropriate. 

Storing Your Information And Deleting It

We will hold your information securely during the period of our relationship with the member or staff or service user that has provided your information and in line with our retention schedule. 

Your Rights

Under data protecton law, you have rights we need to make you aware of. Your rights under the GDPR allow you to: 

• Ask us for access to the information we hold on you. There are some exceptions to this right, which means you may not always receive all the information we process.
• Ask us to correct the information if it is inaccurate or incomplete.
• Ask us to erase the information that is held by us, although in certain circumstances we may not be able to do this.
• Ask us to provide you with the information we hold about you in a structured and commonly used format or transmit that information directly to another.
• Ask us to restrict the processing of your personal data in certain circumstances.
• Object to the processing of your information if the process forms part of our public task, or is in our legitimate interests. 

More information on the rights of the individual under GDPR are available from the Information Commissioners Office website, www.ico.org 

If you wish to make any requests or want any further clarity about GDPR within Julian Support, you can contact our Data Protection Champion by writing to The Data Protection Champion, 23 Pilling Park Road, NR1 4PA or emailing dpc@juliansupport.org 

You also have the right to complain to the Information Commissioner's Office (the "ICO") if you are not satisfied with the way we use your information. You can contact the ICO by writing to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.