When you become a participant of Reaching Out Across Durham with CACD – Our Privacy Policy

How we collect your data

We’ll get your permission by asking to see a signed consent form you completed upon registering as a participant with ROAD.

Before we ask for your information, we’ll always explain how we use your information. You will already be registered on the ROAD project and have been referred to us, you will have already signed a consent form through another partner of ROAD, we will request permission to access your data through the lead partner of ROAD – Groundwork NE & Cumbria. They’ll ensure we are authorised to access your information before granting permission.

The legal basis for collecting and sharing you data is Public Task, ROAD is meeting the aims of a public body in the public interest to improve employment within County Durham under European Social Fund Youth Employment Initiative.

 

What information we ask for

We will only ask for information that’s relevant to the programme, to keep in touch with you and to provide you with the help you require.

  • Your name and contact details
  • Personal information that will help us provide you with the help you require

If you don’t want to give us certain information, you don’t have to. Please speak with us with your concerns and we can advise what information you can withhold without compromising your participation with the project.

 

How we use your information

The main reason we ask for your information is to support you on ROAD. We’ll only get access to your information for other reasons if we need to – for example:

  • Check performance & evaluate the service
  • Train our staff
  • Investigate complaints
  • Help us improve our service
  • Request information via surveys
  • Notify you of changes to the service

We may also use this information to identify opportunities you may be interested in as part of the programme.

Working on your behalf

When you give us authority to act on your behalf, for example to help you with a Universal Credit claim, we’ll need to share information with that third party.

 

How we store your information

We will enter your information into a secure client records management system as procured by Groundwork NE & Cumbria the lead partner of ROAD.

The original signed documentation will be sent securely to Groundwork NE & Cumbria the lead partner of ROAD and a copy retained securely for our records until the end of the project when it will be permanently deleted or destroyed using an onsite shredding service.

All personal data held by DWP or research contractors for the purposes of evaluation will be permanently deleted no more than six months after the research has been completed (i.e. when the final report is published on GOV.UK).

Personal data held by DWP for all other ESF purposes as required by European Commission regulations will be retained in line with the current guidance on GOV.UK at: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/atattachme_data/file/731515/ESF_Document_Retention_Guidance.pdf

 

How we share your information

The information you provide to Reaching Out Across Durham will be shared with the Department for Work & Pensions (DWP) and used to evaluate this project and to report to Reaching Out Across Durham and European Social Fund for monitoring purposes, in line with European Commission regulatory requirements.

Your information will also be shared with research organisations working on behalf of the Department for Work & Pensions who may contact you to discuss your involvement in the project for research purposes. Participation in research is voluntary and you will be asked to consent before taking part in any research activity you may be contacted about.

The DWP may also link your personal details to official administrative records in order to monitor your employment status before your ESF support began and 6 to 12 months after you left. This information may also be shared with research organisations working on behalf of the DWP however individuals will not be identifiable and you will not be contacted about this research.

Data will not be used or shared for any commercial or marketing purposes. At all times your information will be kept securely, and nobody will have access to it that shouldn’t.

We will share your information with Groundwork NE & Cumbria the lead partner of ROAD using a secure client recording management system Evolutive. Groundworks may in turn share your information with other partners of ROAD to confirm what support you have had from us and use their services. You provide consent for this to happen on the registration forms you complete when you register on ROAD.

We may share your information with third parties outside of ROAD only if you expressly request us to do so and only for the purposes agreed.

 

Contact us about your information

If you have any questions about how your information is collected or used, you can contact the Financial & Digital Inclusion team  at Citizens Advice County Durham

Switchboard: 0300 323 1000, open Monday to Thursday 9am-5pm and Friday 9am-4:30pm

Email: enquiries@citizensadvicecd.org.uk

You can contact us to:

  • find out what personal information we hold about you
  • correct your information if it’s wrong, out of date or incomplete
  • request we delete your information
  • ask us to limit what we do with your data – for example, ask us not to share it if you haven’t asked us already
  • ask us to give you a copy of the data we hold in a format you can use to transfer it to another service
  • ask us stop using your information

If you do not wish your personal data to be used for ESF evaluation purposes please contact ESF.EVALUATIONS@DWP.GSI.GOV.UK and they will delete your data held for these purposes and you won’t be contacted about participating in research.

More information about how and why DWP uses your personal information, including how to ask for a copy of the personal information DWP holds about you can be found in DWP’s Personal Information Charter at:

https://www.gov.uk/government/organisations/department-for-work-pensions/about/personal-informationcharter

Information about how to ask for a copy of the information DWP holds about you (known as a ‘Right of Access Request’) can be found at:

https://www.gov.uk/guidance/request-your-personal-information-from-the-department-for-work-and-pensions

 

Who’s responsible for looking after your personal information

For the purposes of the General Data Protection Regulation (GDPR), the DWP is the data controller in respect to information processed which relates to all participation in the European Social Fund. ESF grant beneficiary organisations are data processors in respect to information processed which relates to participants in the operations and projects funded by the European Social Fund.

DWP is not the controller for any other / additional data collected by Reaching Out Across Durham that is not essential for delivering the ESF programme, or for any personal data that would normally be collected anyway by Reaching Out Across Durham.

The ESF Programme Action Note 018/18 sets out the lawful basis for processing personal data under ESF.

Groundwork NE & Cumbria and Citizens Advice County Durham are ‘joint data controller’ for your personal information until 31st July 2019 when Groundwork NE & Cumbria will be solely responsible for securely archiving and storing your data relating to the project.

Each local Citizens Advice is an independent charity, and a member of the national Citizens Advice charity. The Citizens Advice membership agreement also requires that the use of your information complies with data protection law.

You can find out more about your data rights on the Information Commissioner’s website.

 

If you want to make a complaint

If you’re not happy with how we’ve handled your data, you can make a complaint.