This privacy notice sets out the data processing practices of FearFree. We are a charity (1064764) and company limited by guarantee, registered in England (3360057). Our registered office is at Oak House, Epsom Square, White Horse Business Park, Trowbridge BA14 0XG.
All data captured will be processed and held in accordance with the requirements of the Data Protection Act 2018.
FearFree is registered with the Information Commissioner’s Office (ICO) as a Data Controller – registration number Z8493529.
FearFree is also a Data Processor on behalf of other registered Data Controllers.
|Data Controller||Registration Number||Purpose||Valid until|
|Devon County Council||Z6475582||Provision of domestic abuse services||2023|
|Gloucestershire County Council||Z7334901||Provision of domestic abuse perpetrator services||2025|
|Wiltshire Council||Z1668953||Provision of domestic abuse and sexual violence services||2028|
What we do
FearFree is a charity providing support to families and individuals affected by domestic abuse, sexual violence, stalking, separation or divorce. We operate in the southwest of England, with offices in Bristol, Devon, Gloucestershire and Wiltshire.
How to contact us about your personal data
If you have any requests about your personal data or queries with regard to how we handle your data you can write to us at Data Protection Officer, FearFree Charity, Oak House, Epsom Square, White Horse Business Park, Trowbridge BA14 0XG, or email email@example.com
Why we process personal data
FearFree collects and processes personal data in order to provide its services and manage its members, volunteers and staff. In order to provide our services, we collect data directly from individuals through online enquiry forms, print and online applications, by email, over the phone and in person.
All data and reporting is anonymised to ensure the privacy of individuals and partner organisations unless express permission has been sought in advance from the individuals involved. For further information please contact the Data Protection Officer on firstname.lastname@example.org
The legal basis on which we process personal data
FearFree relies upon the different legal basis for processing personal data according to the relationship and purpose for which it is collected, as explained below. Where we are collecting personal data about you for the provision of one of the purposes outlined in this privacy notice, we rely upon
(a) consent is sought for:
- Sharing personal details, including protected data, with another organisation in furtherance of delivering our services to you.
- Participation in our Customer Panel.
- Consent is sought each time we are asked to share your information. Consent may be sought by email, letter, phone, or in person. We will record your consent.
- Performance of a contract. We need to process personal data about individuals in order to deliver and administer the services that we provide.
- Processing that is necessary for FearFree to fulfil a statutory obligation FearFree is required to maintain a register of members and directors in accordance with the Companies Act 2006. FearFree is required to maintain details of our staff and volunteers for various elements of managing their employment, pay, pension or other related activity.
- Processing that is necessary to prevent someone from suffering harm is necessary. If we feel that it is necessary to share your personal data with professionals to ensure you or someone you work with is safeguarded from harm, we rely upon the provisions of the Safeguarding Vulnerable Groups Act 2006 and Children Act 1989 & 2004. Where it is necessary to share medical or social care information for these purposes, we rely upon article 9(2)(h) of the General Data Protection h) of the General Data Protection Regulation (information necessary for medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems).
We may also need to share some personal data about you so that we can support third party organisations to discharge their regulatory requirements. This includes organisations such as;
- The data protection regulator (the Information Commissioner’s Office)
We may also share information to enable us to comply with court orders and other legal obligations. If this is necessary, we will only share the minimum amount of personal data needed for this purpose.
Personal data that is collected for any of the purposes outlined in this notice is never used for direct marketing purposes and is not sold on to any other third parties.
Recipients of personal data for processing on our behalf
In carrying out our business we use specialist sub-contractors who process, on our behalf, the personal data we hold. These are:
- David Owen Ltd processes our staff salaries and pension payments, and reports to HMRC on our behalf.
We will ensure that all the suppliers that we work with respect to your privacy and abide by all data protection laws.
|Service users||Up to 30 years|
|Forum members||Lists reviewed annually|
|Charity members||Hold for 10 years after leaving|
|Employees and volunteers||Some data up to 40 years after leaving|
|Recruitment data||Unsuccessful applicant data 6 months after appointment of a successful candidate|
Data subject’s rights
You have the following rights in respect of your personal data. In order for you to exercise these rights, we will need to confirm your identity. This may be by you providing your support number, date of birth or a form of ID such as a passport or driving licence so that we can verify that you are the data subject before releasing information to you.
The right to be informed
You have the right to be told about the collection and use of the personal data you provide. This privacy notice sets out the purpose for which we process your personal data, how long we will keep your data and with whom we will share your data. If you have any questions on how and why we process your data, please contact us. If you want to know more about this right, the ICO has more guidance on their website.
Right of access
You have the right to know whether we are processing your personal data, and to a copy of that data. We would need as much information as possible to enable us to locate your data. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website.
Right to rectification
You have the right to have any incorrect personal data corrected or completed if it is incomplete. You can make this request verbally or in writing. We will need as much information as possible to enable us to locate your data. We will look at any request and inform you of our decision within 28 days of receiving the request. If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website.
Right to erasure
This right, often referred to as the right to be forgotten, allows you to ask us to erase personal data where there is no valid reason for us to keep it. We will look at any request and inform you of our decision within 28 days of receiving the request. If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website.
Right to restrict processing
You have the right to ask us to restrict the processing of your data. We will look at any request and inform you of our decision within 28 days of receiving the request. If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website.
Right to data portability
You have the right to move, copy or transfer your personal data from one IT environment to another. This right applies to data that you have provided to us and that we are processing on the legal basis of consent or in the performance of a contract and where that processing is by automated means. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website.
Right to object
You have the right to object to our processing of your personal data based on (i) legitimate interests, or for the performance of a task in the public interests/exercise of official authority (including profiling); (ii) direct marketing (including profiling); and (iii) for purposes of scientific/historical research and statistics.
- Legitimate interests/legal task – your objection should be based on your particular situation. We can continue to process the data if we can demonstrate compelling legitimate grounds which override your interests.
- Direct marketing – you have an absolute right to ask us to stop processing for the purposes of direct marketing. We will action your request as soon as possible.
- Scientific/historical research and statistics – your objection should be based on your particular situation. If we are conducting research where the processing is necessary for the performance of a public task, we can refuse to comply with your objection.
If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website.
Rights relating to automated decision making including profiling
You have rights in respect of automated decision making, including profiling. FearFree does not use automated decision-making tools. If you want to know more about this right, the ICO has more guidance on their website.
Processing based on consent
Where we process your personal data based on your consent you have the right to withdraw that consent at any time without reason. To opt-out please contact us.
A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser. Find out more about cookies on http://www.allaboutcookies.org/
Most browsers will allow you to turn off cookies. If you want to know how to do this please look at the menu on your browser, or look at the instruction on http://www.allaboutcookies.org/. Please note, however, that turning off cookies will restrict your use of our website.
The table below demonstrates which cookies we use, what they do and what disabling them will mean for your continued use of our online services.
|JSESSIONID||This is a randomly generated number that identifies your browser. This cookie allows the service to remember selections and preferences that you’ve already made or information that you’ve already given.||When you close the browser|
|font Size||This cookie remembers the font size used when viewing the browser.||1 year|
By continuing to use the FearFree website you agree to accept cookies on your device in accordance with this policy. This policy only relates to our website and does not cover links to third parties.
Security of your personal data
FearFree protects the personal data that it holds with technical and organisational security measures. Our cyber security arrangements and framework of data protection policies, procedures and training are kept under regular review to ensure that we keep the data we hold secure.
The right to lodge a complaint to a supervisory authority
If you have any comments, queries or complaints about this privacy notice or the processing of your personal data please contact our Data Protection Officer. email@example.com
Alternatively, if you are not happy with the way that FearFree is handling your personal data, you are entitled to appeal to the Information Commissioners Office (ICO). The Information Commissioners Office enforces and oversees the Data Protection Regulations.
Contact details are below:
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
Changes to the privacy notice
This privacy notice was first published on 25 May 2018. This privacy notice was last updated 15 February 2021. If we use your personal data for any new purposes, updates will be made to the policy information and changes communicated, where necessary in accordance with current data protection legislation. Any queries relating to this privacy notice please contact the Data Protection Officer firstname.lastname@example.org It is reviewed and updated when necessary.
Last Updated: Thursday, 17 March 2022 13:32