Time to Listen logo

Logon

We specialise in working with children, young people and families, but also provide counselling for adults

Our privacy policy...

What is the purpose of this policy?

Time to Listen CIC is committed to protecting the privacy and security of your personal information.

This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).

Time to Listen CIC is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice, how we collect, use, protect or otherwise handle your personal information.

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.

The kind of information we hold about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

There are "special categories" of more sensitive personal data which require a higher level of protection.

We will collect, store, and use the following categories of personal information about you:

  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
  • Date of birth.
  • Gender.
  • Marital status and dependants.
  • Next of kin and emergency contact information.
  • Start date.
  • Session details

We may also collect, store and use the following "special categories" of more sensitive personal information:

  • Information about your health, including any medical condition, health and sickness records.
  • If relevant information relating to your children

Cookies used on this site

We analyse the traffic passing through this web site by use of Google Analytics. This enables us to see some unique as well as aggregate information including:

  • Which browsers are being used to view the site.
  • Which operating system is being used.
  • The rough geographical location of the user down to town or city level. In addition, the server log files will store additional data such as the apparent IP address of the user.

This data allows us to monitor website usage, to see which parts of the site are most popular, and to see how visitors get to the site and navigate through it. We are not interested in individual user's data unless they are abusing the site, in which case the data may be used as part of an investigation.

We reserve the right to identify anyone abusing or attempting to gain unauthorised access to areas where authorisation is required. As part of the conditions of use of this site we ask that you authorise the Google Analytics cookies, purely to help us see where we can improve things – you can of course decline. We do not store any data in the cookies that can personally identify you within that data alone. As part of an investigation into unauthorised access, we would be able to contact the website hosts and the identified ISP that matches the IP address of the abusing machine, and this could then allow identification. The cookies in themselves are not capable of this type of identification.

No cookie data is passed by us to any other third party.

How is your personal information collected?

We collect personal information directly and in many cases from third parties including social services, NHS and other professionals who may have been involved in providing a service.

How we will use information about you

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

  • Where we need to perform the contract we have entered into with you.
  • Where we need to comply with a legal obligation.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may also use your personal information in the following situations, which are likely to be rare:

  • Where we need to protect your interests (or someone else's interests).
  • Where it is needed in the public interest or for official purposes.

We will use your information in a manner that conforms with Data Protection legislation, and will endeavour to ensure that it is; kept up-to-date, protected appropriately, reviewed, retained and securely destroyed when no longer required.

Lawful bases for Processing

We need all the categories of information in the list above (see “the kind of information we hold about you”) primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests.

These are our reasons for processing your information. However, please also see the section below (“Do we need your consent?”) which explains the limited circumstances in which we may seek your consent.

How is it collected & stored?

We may use the information we collect from you in the following ways:

  • To follow up with you after correspondence (email, letter or phone enquiries).
  • To allow us to better service you in responding to your enquiries.
  • Making therapeutic decisions.
  • Administering the contract we have entered into with you.
  • Business management and planning, including accounting and auditing.
  • Conducting reviews.
  • To improve our website to better serve you.
  • To provide you with information about news or events relating to health and welfare.
  • To respond to surveys.
  • To process any complaints received about our service.
  • To forward complaints about Time to Listen to the appropriate personnel so they may be dealt with appropriately.
  • Complying with health and safety obligations.

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

How we use particularly sensitive personal information

"Special categories" of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We have in place safeguards which we are required by law to maintain when processing such data. We may process special categories of personal information in the following circumstances:

  • In limited circumstances, with your explicit written consent.
  • Where we need to carry out our legal obligations or exercise rights in connection with employment.
  • Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.

We will store this information:

On computers, mobile devices and in paper records.

Do we need your consent?

We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

  • To inform employment decisions.
  • To determine suitability / risks involved in working with the identified client group.
  • To determine risks involved to the employer, clients, and staff group relevant to the individual’s on-going employment within the organisation.

We are allowed to use your personal information in this way to carry out our obligations to regulatory and professional bodies. We have in place an appropriate policy and safeguards which we are required by law to maintain when processing such data.

Data sharing

We may have to share your data with third parties, including third-party service providers and other entities in the group.

We require third parties to respect the security of your data and to treat it in accordance with the law.

If we do, you can expect a similar degree of protection in respect of your personal information.

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

Which third-party service providers process my personal information?

"Third parties" includes third-party service providers (including contractors and designated agents) and other partner agencies.

How secure is my information with third-party service providers and other entities in our group?

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

When might you share my personal information with other relevant / connected entities?

We may share your personal information with other relevant entities, such as social workers, if reviews and reports are required as part of the therapeutic agreement.

Transferring information outside the EU

We do not intend to transfer the personal information we collect about you to any country outside the EU. In the event that this changes, we will notify you in writing and provide details of the measures we have taken to protect your data.

Data security

We have put in place measures to protect the security of your information. Details of these measures are available upon request.

Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Operational Service Manager.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How long will you use my information for?

Seven years from the end of the therapeutic process.

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Director and Operational Service Manager in writing.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Director and Operational Service Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Data protection officer/ manager

The Director and Operational Service Manager will oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the Director and Operational Service Manager. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.

Changes to this privacy policy

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice, please contact the Director and Operational Service Manager via

admin(_AT_)timetolisten.co.uk
or in writing to the Director and Operational Service Manager, Time to Listen, Marvell House Children’s Centre, Cranbourne Street, Hull HU3 1PP.

More information about Data Protection and your rights can be found on the internet.

The data submitted through all the forms on this website is stored for our own professional use, solely in relation to the services we provide.