Southampton Family Trust is committed to keeping your personal information safe and to being clear about how we collect your personal information, how we store it and what we do with it.
All information you give us is used in accordance with this policy.
Southampton Family Trust is registered with the Information Commissioner’s Office (ICO).
What information will we collect about you?
- Depending on what you do on our website, personal information such as your name, your contact information such as email address, mobile or telephone number and details of your enquiry.
- Information received in referral forms which might include your name, your child/ren’s names, your contact information such as your email address, telephone number, address, which course you might wish to attend and reasons for referral.
- Information you give to us directly
- Information you give to us indirectly such as:
- Data about your visits to our website, for example, your location data or IP address when you use our find your nearest search engine.
- Information about how you navigate our website, although this cannot be used to personally identify you.
In addition to this, we will keep:
- if you attend parenting courses – a record relating to the content of any sessions you attend
- if you attend couple support – a record relating to the content of any sessions you attend and the results of your Prepare Enrich questionnaire.
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- To carry out our obligations arising from any enquiries, projects or contracts entered into by you and us, compliance with a legal obligation, vital interests, a public task or legitimate interests.
- Internal record keeping.
- We may use the information to improve our products and services.
- We may use the information to customise our website according to your interests.
- We may collect IP addresses of visitors to our website for the purposes of protecting our website from hacking attempts or email SPAM.
- We may collect and store personal data as part of web servers logs for the purposes of detecting and preventing fraud and unauthorised access and maintaining the security of our systems.
When will this information be shared?
All your information is treated as confidential, but there are circumstances in which your personal information may be shared with others such as:
- if, in our opinion, you are a danger to yourself or others
- if, in our opinion, a young person under the age of 18 or a vulnerable adult is at risk of harm
- under a legal requirement, eg you are involved in terrorist activity
- if ordered by a court of law
If you have been referred to our service, we will share with the referrer whether you have attended any sessions and, if so, how many you have attended.
If our service has been provided as a result of a grant or other funding, we may give the funder completely anonymised information about you, in accordance with the funding/grant conditions, so the funder can understand how their money has been used and it’s impact.
How long do we keep this information for?
We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
We will retain your information for 12 months after you have finished using our services. After that time, we will retain your name, your child/ren’s names and a list of the courses you have attended, so that we can confirm in the future which courses you have attended if you require this information eg for the court.
We review our retention periods for personal information on a regular basis.
Controlling your personal information
Under the General Data Protection Regulations (GDPR), you have the following rights:
- the right to be informed
- the right of access
- the right to rectification
- the right to erasure
- the right to restrict processing
- the right to data portability
- the right to object
- the right not to be subject to automated decision-making including profiling
We will not sell, distribute or lease your personal information to third parties unless we are required by law to do so.
How do I see what information you keep about me?
You have the right to request details of personal information which we hold about you. If you would like a copy of this, please email us at firstname.lastname@example.org . There is no charge for this.
If you believe that any information we are holding about you is incorrect or incomplete please email us at email@example.com . We will promptly correct any information found to be incorrect.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
Transfer of personal data outside of the EU
There may be occasions where data may be transferred outside of the EU for storage or processing (e.g. bulk email providers). Where necessary, we will take steps to ensure that there are adequate safeguards in place to protect your personal data.
For example, for servers located in the US, we would look for compliance with the EU-US Privacy Shield Framework, which offers compliance with EU data protection requirements when transferring personal data from the European Union to the United States. You can find more information about Privacy Shield at https://www.privacyshield.gov/welcome. You can also check specific companies certification at https://www.privacyshield.gov/participant_search.
A cookie is a small file which is placed on your computer’s hard drive which helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual enabling it to tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. For more information and a guide to deleting and controlling cookies, please refer to aboutcookies.org, provided by international law firm Pinsent Masons.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and helps us to identify ways to improve our website in order to tailor it better to our customer needs. We only use this information for statistical analysis purposes.
Overall, cookies help us provide you with a better and more usable website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may however limit some functionality and prevent you from taking full advantage of the website. For details on how to do this, please refer to aboutcookies.org, provided by international law firm Pinsent Masons.
We use Google Analytics to collect data on how our users are using our website and their demographics (age, gender) and interests which enables us to evaluate how our users’ behaviour varies by demographics and interests in order that we can improve our website content, marketing and services for our clients. The information generated by the cookies about your use of our website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google undertakes not to associate your IP address with any other data held by Google.
The Google Analytics features we implement may be based on Display Advertising (e.g. Remarketing, Google Display Network Impression Reporting, the DoubleClick Campaign Manager integration, or Google Analytics Demographics and Interest Reporting).
Users can opt-out of Google Analytics for Display Advertising and customize Google Display Network ads using the Ads Settings. If you prefer that Google Analytics does not collect any data from you when you visit a website that has it incorporated, information for opting out can be found on Google Analytics’ currently available opt-outs for the web.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.
This policy is governed by and interpreted according to the law of England and Wales. All disputes arising under the policy will be subject to the exclusive jurisdiction of the English and Welsh courts.
If you would like any further information, please do not hesitate to contact Southampton Family Trust by email at firstname.lastname@example.org