Privacy policy

Family Gateway takes your privacy very seriously. This Privacy Statement explains why and how we collect information about you, how we use it and what we do with it when we are finished. If you have any questions or concerns please contact our Data Controller:

Data Controller: Family Gateway
Name of Charity: Family Gateway
Registered Head Office: The Cube, Barrack Road, Newcastle NE4 6DB
Operational headquarters: Howdon Community Centre, Denbigh Avenue, Wallsend, NE28 0PP
Phone number: 0191 643 8938
E-mail address: admin@familygateway.co.uk

When you use our services we need to gather some basic information about you. This is to ensure that we provide information and services that meet your needs.

“Data Subjects” i.e. people who become clients of Family Gateway or users of our facilities, will be asked to provide/confirm their personal and/or sensitive personal data as required. By providing this information the Data Subject consents to Family Gateway collecting, processing and storing this information.

We may also collect other personal sensitive information about you such as your gender, ethnicity, etc. We do this for monitoring purposes to prove to our funders that we are reaching a broad cross-section of the local community. When we collect this type of sensitive information we anonymize it. We keep your name and address separate from the sensitive data so no one can link the data to you.

Appropriate security measures are or will be in place to ensure that all personal and sensitive personal data is held and processed confidentially.

We will ask you to give us permission to collect and process your information. We do this by asking you to sign a consent form.

Family Gateway handles personal data in compliance with the General Data Protection Regulation and recognises the importance of correct and lawful processing. The personal data you provide will only be used for official Family Gateway business.

Family Gateway sometimes discloses information to a variety of third parties; these include but are not limited to:

• Relevant authorities dealing with emergency situations at Family Gateway
• Any other authorised third party to whom Family Gateway has a legal/contractual obligation to share data with.

Disclosure of certain personal data may also be made to other entities not listed above. This will only ever be done in accordance with the GDPR. Your consent will be sought where necessary.

Family Gateway uses computerised records linked to “The Cloud”: computer servers based overseas which enables our staff to access your records, even when they are not in the office. This helps us to provide you with an efficient service. This means that we may transfer your data abroad but only to Member States of the European Union, countries recognized by the European Commission as having adequate data safeguards in place and to US companies that are part of the EU-US Privacy Shield.

We will keep your records for two years following your last contact with us. We will then shred your paper records and electronically destroy your computerized records. If, for some reason, we wish to keep your records longer we will contact you for your permission.

Your Rights under Data Protection legislation
As a Data Subject you have a number of rights which includes the right to:
• Access the personal data Family Gateway holds about you.
• Have inaccurate data corrected.
• Prevent the processing of information which may cause you harm or distress.
• Prevent unsolicited marketing.
• Prevent automated decision-making.

Family Gateway strives to ensure that your personal data remains accurate. To assist us with this you should notify us of any changes to information we hold about you. If you become aware of any inaccuracies in the data we hold please inform us as soon as possible so it can be amended accordingly.

Your Right to Access Personal Data
As a Data Subject you have a right to request a copy of the information Family Gateway holds about you. This is known as a ‘Subject Access Request’ (SAR). SARs should be made in writing, if possible, to the Data Controller at the address given above.

There is usually no charge for this information. However, Family Gateway reserves the right to charge in accordance with legislation a reasonable fee to cover administration costs where the request is

manifestly unfounded or excessive, particularly if it is repetitive.
For more information on your rights please visit the Information Commissioner’s website: www.ico.org.uk

If you wish to use services provided by another charity we may be able to transfer your information to them, but not without a request from you.

You may also ask us to stop processing or erase your information. If we do this then we will be unable to provide you with any of our services.

We hope you found our services satisfactory. However, if you have any concerns or complaints you should contact our Data Controller as soon as possible. The address is given above.

If you are unhappy with our response you may be able to ask the Information Commissioner’s Office to intervene. You can contact them by:
• Visiting their website at www.ico.org.uk
• Calling their helpline on 0303 123 1113
• or send an e-mail to casework@ico.org.uk

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