Privacy policy
Clients
We use your personal information to help Orchards assess your suitability and eligibility for it’s services and to manage your care/support while in a Orchard’s service. When you contact us at the point of referral, we will collect personal information about you (for example, your name, address, telephone number etc.). We may request further information before we offer an assessment for the service (for example, ID, reports from previous interventions etc).
During the course of providing care/support services to you, we may request information about you and other individuals you tell us about. We may request and use special categories of personal data about you or a third party you tell us about (for example, about health, ethnic origin, criminal history, significant others).
Staff and Volunteers
Personal information satisfying Orchard’s recruitment criteria and ongoing Orchards employment management (as per Disclosing and Barring Service – DBS – checks) will be kept at our Office. This information will be stored securely, both in password-protected IT systems and in locked filing cabinets.
How We Use Your Information
We only ever use your personal data if we are satisfied that it is lawful and fair to do so and for the following reasons.
You have given your consent to us using your information:
• for the specific objectives outlined in your care/support plan
• for the specific purposes of your rehabilitation
• for the purposes of a contract or licence agreement with you
We will only use special categories of personal data relating to you or third parties you tell us about when we have your explicit consent and/or where it is necessary to use the information for the benefit your ongoing care/support objectives.
Sharing Your Information
We will not disclose any information you provide to any third party other than where you have given us written consent to share your information; and where we instruct relevant professionals on your behalf (for example, medical, DWP, referrals and any other third parties necessary to carry out your instructions).
Operational, Administration and Technical Support
Operational, administration and technical support is provided internally as in DBS applications.
Access to client data is restricted to Orchards Community Support Admin Team (for example, to provide IT and document management support).
Data Security
Security measures are in place to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, changed or disclosed. We hold data electronically in our secure management system and on our ‘on site’ servers. Network integrity is protected using firewalls and anti-malware systems. We also have offsite back-up services through our IT service providers.
We store paper documents in locked cabinets in our offices. These offices are secure and only mandated personnel can access areas where personal data is stored.
We limit access to your personal information to relevant management, counsellors, support workers and those who have a need to know (for example, regulatory bodies).
We warn that transmission of information to Orchards via the internet is never completely secure and therefore we cannot guarantee the security of your electronic information emailed to us.
We will put in place procedures to deal with any suspected data security breach. We will tell you about such breaches and any regulator of a suspected breach where we are legally required to do so.
Data Retention and Deletion
By law, Orchards is obliged to retain a client’s personal files for three years.
Your Rights
You have a right to rectify or erase personal information if it is no longer needed for the purposes for which it was collected, you can withdraw your consent, following a successful right to object or it has been processed unlawfully or you ask us to transfer your personal information to another person or organisation.
Queries, complaints, issues should be addressed to Orchards management.
We inform you that you have a right to make a complaint at any time to the Information Commissioners Office, the UK authority responsible for data protection, regarding any data protection issues.
Policy Management
Managers, under supervision of the director, will ensure the implementation, monitoring, reviewing and updating of the policy for services which they manage.
Any changes, following reviews, will be ratified by the directors.