The Youth Intervention Centre provides counselling, intervention, workshops and clubs to young people from the ages of 5 to 25. We are registered with the ICO (Information Commissioners Office) which is an independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. We are committed to the Data Protection Act 2018 and GDPR and promise that any data we hold on you will be transparent and only used for very specific purposes as defined below.
This policy only applies to data collected by Youth Intervention Centre via our own forms and website. Third party agents, and websites which are linked to ours, are not covered by this policy. If you have any queries concerning your personal information or any questions on our use of the information, please contact the Youth Intervention Centre.
When you request one of the services supplied by Youth Intervention Centre you will be asked to consent to our processing of your data under the terms of this policy.
What information do we collect?
When you initially contact us you may be asked to provide names (child and adult), age (child), date of birth (child), medical and mental health information of the referee, educational information of the referee and contact information including phone number and email address (child and adult).
As part of the initial consultation you may be asked to sign a counselling agreement, a privacy notice, a risk assessment and a contract agreement for other services we may be providing.
Where do we get our data from?
Our data will come from you via referral forms, risk assessments, emails, phone calls, Facebook, Instagram, Messenger and our website. It will also be provided (with your consent only) from educational establishments and other professionals involved in your care.
What do we use your information for?
We use information held about you in the following ways:
To provide you with the professional service requested.
To offer suitable appointments, and to allocate clients and counsellors for counselling or other services.
To notify you about changes to your appointments and other changes to our services.
To seek feedback from you on your experience of our work with you.
To improve our service to ensure that it is provided in the most effective manner for you and for us.
To administer our service, including the arrangement of appointments, the handling of donations, and for financial control, data analysis, research, statistical and survey purposes.
To ensure the safety of ourselves, yourself and all clients using our services.
What information do we share?
We will not share any information about you with other organisations or people, except in the following situations:
Consent: Youth Intervention Centre may share your information with professional carers or others whom you have requested or agreed we should contact.
Serious harm: Youth Intervention Centre may share your information with the relevant authorities if we have reason to believe that this may prevent serious harm being caused to you or another person.
Compliance with law: Youth Intervention Centre may share your information where we are required to by law or by the regulations and other rules to which we are subject.
We will not use any information provided by you for any marketing purposes.
How do we keep your information safe?
All information you provide to us is stored as securely as possible. All paper forms and correspondence are kept in locked filing cabinets on our premises. All electronic records are stored locally, on our own laptops, all access to which requires password-protected authentication.
Unfortunately, the transmission of information via the internet is never completely secure. Although we will do our best to protect your information using industry-standard protocols and encryption, we cannot guarantee the security of your data transmitted to us via email or other messaging services like Facebook, Instagram or Messenger and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
When do we remove your data?
Your contact details with be deleted or shredded three months after your last counselling or intervention session has finished with Youth Intervention Centre. Emails, text messages and other social media messages will also be deleted from our phones and computers after three months. In the case of workshops or clubs, these details will be deleted and shredded one year after receiving your initial risk assessment. Client notes and signed contracts held by the counsellor will be kept, as legally required, in a locked filing cabinet on site for a period of seven years or in the case of a child, until that child is 25.
If, after three months, you wish to use our services again, the initial referral process will start again.
What data is held on our website?
Our website is hosted by Wix. Their privacy notice can be found here: https://www.wix.com/about/privacy. We are happy to provide you with a copy upon request. We do not request any personal information from you via our website, it is simply a host for information regarding our services. However, Wix, as a website in its own right will track and obtain data through your computer as any other website does using tracking cookies. Your continued use of our website signifies that you accept these conditions. All information published on our website is available from us directly if you do not consent to Wix’ conditions.
Youth Intervention Centre uses Google Analytics and Wix’ analysis tools and data obtained from their tracking cookies to analyse data regarding its website. This may be used to improve our website and the information we offer you on each page.
Each time you visit a website Google analytics automatically tracks information such as (but not limited to) your geographical location, IP address, browser type, browser version, operating system, referral source, page views, length of visit, the times and dates you visit the site, navigation paths, whether you are a new visitor or a returning visitor.
You have the right to ask us to provide a copy of the information held by us in our records. You also have the right to require us to correct any inaccuracies in your information. If you would like to do this, please contact us in writing.
You may withdraw your consent for us to hold and process your data at any time. However, if you do this while actively receiving one of our services then this service would have to end. If you wish to do this please contact us in writing.
Changes to this policy
We may edit this policy from time to time. If we make any substantial changes we will notify you by posting a prominent announcement on our website.
Reviewed, updated and agreed 20th May 2019