Privacy Notice

SAFE! offers support services to children and young people, and their families, who have been harmed by crime and abuse.  We receive personal details from referring organisations who have obtained your consent to share your data.  These organisations are the police or other organisations such as Local Authorities or specialist support agencies. Young people and their families can also self-refer. If you are over 13 you can consent to receiving a service from us. If you are under 13, your parent or carer will need to consent to you receiving a service from SAFE!    

What information do we record?

If you are a service user we record personal information about who you are, where you live, your contact details, why you are receiving a service from SAFE!, and records about the service that you have received from us.

If you sign up to our newsletter or donate we record your name and email address.

Why do we keep information about you?

The lawful basis for processing your information as a beneficiary is legitimate interests as we need to record this information in order to provide a support service to you.  It helps us to plan our sessions to meet your needs, it records the work that we have done with you and helps us assess if the work we have done is successful.

If you sign up to our newsletter, we process your personal data based on your consent, which you provided when you signed up. We use your data to send you updates on our work and opportunities to get involved in the charity.

Who can see my records?

Client records can only be seen by staff and contracted workers for SAFE! except in exceptional circumstances – see sharing information below.

Sharing information

SAFE! offers a confidential service to children and young people, and we will seek your permission before sharing your records with anyone else. We will always respect your wishes if you do not consent to us sharing information about you except

• When we believe that you are at risk of harm
• When we believe that someone else is at risk of harm
• When we are legally obliged to share your records – for example following a court order

If you sign up to the newsletter we do not share your personal data with third parties, except for service providers who assist us in delivering the newsletter. These providers are bound by data protection agreements to ensure your data is protected.

Where is my record stored?

Service user records are securely stored either on the SAFE! case management system and computer network, or on a shared system with Victims First.  Once you have finished working with SAFE! your electronic folder will be moved into a secure computer archive.

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction.

How long will you keep my records?

If you have received a service from SAFE! we will store your records securely for ten years, after which they will be safely destroyed. However, you have the right to ask us to delete our records about you. If you have been referred into SAFE! but you have not consented to support, your referral information and personal record will be destroyed.

For supporters, we retain your personal data for as long as you remain subscribed to our newsletter. If you unsubscribe, we will delete your data from our mailing list.

Can I see my records?

You can request to see any records that are held by SAFE! about you at any time. Any requests should come to the SAFE! Oxford office in writing by email or post. If you feel that our records are inaccurate, you have the right to ask us to change or delete these records.

Complaints

If you have any complaints or queries about the way that your data has been processed please contact the SAFE! data officer in the first instance through emailing safe@safeproject.org.uk or calling 01865 582495.

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the new policy on our website.