Privacy Policy
In this privacy policy we will set out how we collect and process personal data and client data. We will also set out our data breach procedures.
Client Data
The following client information is collected
Who we share this data with
Why we need information about clients
We collect your personal information for a number of reasons;, to ensure that services are meet individual needs, to ensure safety and wellbeing and to make sure that we are responsive to your needs.
Information Security
We work hard to keep your data safe. We use an appropriate combination of technical and organisational measures to ensure as reasonably possible the confidentiality integrity and availability of your information at all times. If you have a security related concern please contact us using the contact details at the end of this policy.
Staff Data
In the collection of this data we will ask our candidates for their explicit consent for personal data to be collected and used. This consent will form the lawful basis for the processing and will be asked for at the time of applying for work with Deaf Active.
Information we collect
We collect information for the purposes of recruiting staff to take on assignments at client premises.
The information we need for this are:
Once in employment with Deaf Active we also collect information on
Why we need information about staff
We collect your personal information for a number of reasons; to ensure that you are suitable to provide services to our clients, to ensure your own safety and that of the clients and to monitor work performance and training needs. We also process information in relation to your pay and holiday entitlement to meet with statutory requirements.
How we store this data
All data collected will be stored digitally on secure computers and paper files will be stored in locked cabinets.
Limited data such as name, address, e-mail, telephone number and next of kin contact details will be stored on the works mobile phone.
What rights candidates have to access their data
Candidate information is held in a transparent and lawful manner and can be accessed on request at any time in writing.
The right for candidate data to be deleted on request
A candidate has the right of erasure of all personal data held when they cease to work for Deaf Active with the exception of information we are lawfully obliged to keep for Government agencies.
The reasons why we are storing candidate data
The reason we hold personal data on our candidates is so we can lawfully operate an Employment Business for the purposes of supplying temporary staff to clients.
We have an obligation to our clients to provide temporary staff with the correct qualifications and experience to carry out the duties required. We are legally obliged to ensure that staff who work with vulnerable clients in the community and residential settings have an up to date DBS.
How long we keep this data
We will keep this data for 5 (five) years from the day the staff member leaves the organisation. We have to keep all payroll data for a period of 5 years from the last date the candidate worked.
Who we share this data with
By consenting to using your personal data for the purposes of employment we will share your information with third parties for the purposes of work assignments only. This information will never include information such as bank account details but will include information to show your suitability for the role. We will only give full information if requested to do so by Law Enforcement Agencies.
2. Access to your information and correction
You have the right to request a copy of the information we hold about you. We will provide you with this information within one month of receiving the request and verifying your identity.
You also have the right to contact us if you believe your personal information is incorrect or if you believe we are no longer entitled to use your personal data. If you have any questions about how we use your personal information please contact us using the details provided at the end of this policy.
3. Retaining your data
Deaf Active and the information we collect about you are subject to various regulatory and legislative requirements. We will endeavour not to keep your personal information for longer than we have to for us to fulfil our obligations to you. Where it is not possible for us to delete your data we will ensure the appropriate security and organisational measures are put in place to protect the use of your data.
4. Data Breach Procedures
1. In the case of a personal data breach, the controller shall without undue delay and, where feasible, not later than 72 hours after having become aware of it, notify the personal data breach to the Information Commissioner’s Office in accordance with Article 55, unless the personal data breach is unlikely to result in a risk to the rights and freedoms of natural persons. Where the notification is not made to the ICO within 72 hours, it shall be accompanied by reasons for the delay.
2. The processor shall notify the controller without undue delay after becoming aware of a personal data breach.
3. The notification referred to in paragraph 1 shall at least:
5. Complaints
We work hard to ensure that your personal information is treated safely and securely. However if you have a complaint write to us using the contact details at the end of this policy all talk to a member of the staff team. You also have the right to complain to the information Commissioners office.
6. Who to contact in relation to processing of personal information
If you would like to discuss anything in relation to this policy or how we handle your personal information you can contact the
Data Protection Officer
Deaf Active
The Joseph Lappin Centre
Mill Lane, Old Swan
Liverpool L13 5TE
7. Privacy guidelines for our website
We do not collect Personally Identifiable Information and Data about you on deafactive.org without your knowledge or action. If you contact us via email we will add your email address to our email database. The only other information that is collected is in the event of you purchasing CD’s or downloads directly from the website. Any information collected is NOT SHARED with outside agencies. If you do not wish your email address to be added to the database please state this clearly when contacting us.
You are able to access other websites and social media pages from our website. You understand and agree that your access to these pages and their services is a matter entirely between you and the other parties and activefitnessnorthwest.co.uk shall have no liability for any such access or use.
We do not currently collect the IP address of visitors to our website, or use any methods or systems to determine the geographic region of visitors to the website.
Privacy guidelines for our applications
Our applications do not:
Our application do:
We reserve the right, at any time to add to, change, update or modify this policy by posting onto the site without any other notice to you. It is your responsibility to review this policy from time to time to ensure you are satisfied with the terms laid out in it.
Deaf Active comply with the General Data Protection Regulations
- What information do we collect about you
Client Data
The following client information is collected
- Name, address, date of birth, contact details, gender, disability and ethnicity
- Next of kin information and information about family members including their contact information and availability
- Allergies, dietary requirements, additions needs
- Doctors contact details
- Hard copies of records documents are stored in a locked cabinet.
- All computer digital records are protected with several layers of software to protect from cyber-attacks and virus attacks.
- All digital records are password protected.
Who we share this data with
- Contact details are entered on to a database and used to contact you by telephone, e-mail and post.
- Client contact details are also stored onto a password protected mobile phone. Staff who manage this phone will have access to this information.
- Information may be shared with those grant makers who fund services provided by Deaf Active and may on occasion be shared with other working professionals such as social workers, commissioners and other related personnel on a need to know basis. We will not share unnecessary information.
- Administrative staff within the office will have access to contact details.
Why we need information about clients
We collect your personal information for a number of reasons;, to ensure that services are meet individual needs, to ensure safety and wellbeing and to make sure that we are responsive to your needs.
Information Security
We work hard to keep your data safe. We use an appropriate combination of technical and organisational measures to ensure as reasonably possible the confidentiality integrity and availability of your information at all times. If you have a security related concern please contact us using the contact details at the end of this policy.
Staff Data
In the collection of this data we will ask our candidates for their explicit consent for personal data to be collected and used. This consent will form the lawful basis for the processing and will be asked for at the time of applying for work with Deaf Active.
Information we collect
We collect information for the purposes of recruiting staff to take on assignments at client premises.
The information we need for this are:
- Application Form
- Name and address, telephone numbers and email address.
- Qualifications for the role applied for
- Next of Kin contact information to include telephone numbers and email address.
- Two references
- Bank account details
- Proof of address
- National Insurance number
- Photographic ID
- Work permit (if applicable)
- DBS details if issued with one.
- Photograph for ID purposes
Once in employment with Deaf Active we also collect information on
- Training undertaken
- Risk assessments
- Disciplinary and Capability
- Supervision sessions
- Sickness and Annual Leave taken
- Lateness
Why we need information about staff
We collect your personal information for a number of reasons; to ensure that you are suitable to provide services to our clients, to ensure your own safety and that of the clients and to monitor work performance and training needs. We also process information in relation to your pay and holiday entitlement to meet with statutory requirements.
How we store this data
All data collected will be stored digitally on secure computers and paper files will be stored in locked cabinets.
Limited data such as name, address, e-mail, telephone number and next of kin contact details will be stored on the works mobile phone.
What rights candidates have to access their data
Candidate information is held in a transparent and lawful manner and can be accessed on request at any time in writing.
The right for candidate data to be deleted on request
A candidate has the right of erasure of all personal data held when they cease to work for Deaf Active with the exception of information we are lawfully obliged to keep for Government agencies.
The reasons why we are storing candidate data
The reason we hold personal data on our candidates is so we can lawfully operate an Employment Business for the purposes of supplying temporary staff to clients.
We have an obligation to our clients to provide temporary staff with the correct qualifications and experience to carry out the duties required. We are legally obliged to ensure that staff who work with vulnerable clients in the community and residential settings have an up to date DBS.
How long we keep this data
We will keep this data for 5 (five) years from the day the staff member leaves the organisation. We have to keep all payroll data for a period of 5 years from the last date the candidate worked.
Who we share this data with
By consenting to using your personal data for the purposes of employment we will share your information with third parties for the purposes of work assignments only. This information will never include information such as bank account details but will include information to show your suitability for the role. We will only give full information if requested to do so by Law Enforcement Agencies.
2. Access to your information and correction
You have the right to request a copy of the information we hold about you. We will provide you with this information within one month of receiving the request and verifying your identity.
You also have the right to contact us if you believe your personal information is incorrect or if you believe we are no longer entitled to use your personal data. If you have any questions about how we use your personal information please contact us using the details provided at the end of this policy.
3. Retaining your data
Deaf Active and the information we collect about you are subject to various regulatory and legislative requirements. We will endeavour not to keep your personal information for longer than we have to for us to fulfil our obligations to you. Where it is not possible for us to delete your data we will ensure the appropriate security and organisational measures are put in place to protect the use of your data.
4. Data Breach Procedures
1. In the case of a personal data breach, the controller shall without undue delay and, where feasible, not later than 72 hours after having become aware of it, notify the personal data breach to the Information Commissioner’s Office in accordance with Article 55, unless the personal data breach is unlikely to result in a risk to the rights and freedoms of natural persons. Where the notification is not made to the ICO within 72 hours, it shall be accompanied by reasons for the delay.
2. The processor shall notify the controller without undue delay after becoming aware of a personal data breach.
3. The notification referred to in paragraph 1 shall at least:
- Describe the nature of the personal data breach including where possible, the categories and approximate number of data subjects concerned and the categories and approximate number of personal data records concerned;
- Communicate the name and contact details of the Data Protection Officer or other contact point where more information can be obtained;
- Describe the likely consequences of the personal data breach;
- Describe the measures taken or proposed to be taken by the controller to address the personal data breach, including where appropriate, measures to mitigate its possible adverse effect.
- Where, and in so far as, it is not possible to provide the information at the same time, the information may be provided in phases without undue delay.
- The controller shall document any personal data breaches, comprising the facts relating to the personal data breach, its effects and the remedial action taken. That documentation shall enable the supervisory authority to verify compliance with this Article.
5. Complaints
We work hard to ensure that your personal information is treated safely and securely. However if you have a complaint write to us using the contact details at the end of this policy all talk to a member of the staff team. You also have the right to complain to the information Commissioners office.
6. Who to contact in relation to processing of personal information
If you would like to discuss anything in relation to this policy or how we handle your personal information you can contact the
Data Protection Officer
Deaf Active
The Joseph Lappin Centre
Mill Lane, Old Swan
Liverpool L13 5TE
7. Privacy guidelines for our website
We do not collect Personally Identifiable Information and Data about you on deafactive.org without your knowledge or action. If you contact us via email we will add your email address to our email database. The only other information that is collected is in the event of you purchasing CD’s or downloads directly from the website. Any information collected is NOT SHARED with outside agencies. If you do not wish your email address to be added to the database please state this clearly when contacting us.
You are able to access other websites and social media pages from our website. You understand and agree that your access to these pages and their services is a matter entirely between you and the other parties and activefitnessnorthwest.co.uk shall have no liability for any such access or use.
We do not currently collect the IP address of visitors to our website, or use any methods or systems to determine the geographic region of visitors to the website.
Privacy guidelines for our applications
Our applications do not:
- Track children’s locations
- Allow access to social media or the internet (apart from our website using a ‘parent gate’)
- Transmit any information to outside parties.
Our application do:
- Contain advertising
- Collect anonymous usage information to help us to improve our services and applications.
- Offer in app purchases but only via a ‘parent gate’
We reserve the right, at any time to add to, change, update or modify this policy by posting onto the site without any other notice to you. It is your responsibility to review this policy from time to time to ensure you are satisfied with the terms laid out in it.
Deaf Active comply with the General Data Protection Regulations