Holiday Placement

Briars Barn Ltd Privacy Notice

Our contact details:
Briars Barn Ltd	
Station Road	
Polesworth 	
Warwickshire
B79 0EH

01827 896 454
info@briarsbarn.co.uk
www.briarsbarn.co.uk

Data Protection Officer:	Operations Director

What type of information we have:

We take our responsibilities to data protection seriously and we recognise that you should have confidence and trust in us to manage your data safely and in accordance with best practice. 

We offer services to vulnerable adults and to ensure that we are equipped with the skills and knowledge to support them safely, we collect and hold data that is relevant to the purpose of the organisation.  In line with this, we hold data about those involved in the bigger circle of support of that individual such as their primary carers, social services representative and our staff team.

We collect data on a day to day basis in many ways, such as but not exclusive to:
•	Written 
•	Verbally face to face
•	Electronic such as email
•	Telephone including text
•	CCTV for the purposes of safety
•	Website cookies
•	Images

We will collect data directly from you wherever possible.  We may also collect data about you from other organisations or representatives to ensure that we are complaint and equipped for the purpose of our engagement with you. 

The type of information we many collect will/may include but not exclusive to: 
•	Name and address
•	Telephone contact details
•	Email
•	Customer financial details
•	Next of Kin/Primary Contact
•	Social Worker Details 
•	Contact logs
•	Health records
•	Professional reports
•	Information relating to employment as legally required 
•	Social Media statistics
•	CCTV imaging

Data we collect will be collected and stored within the appropriate systems.  Access is through authorised personnel only. 

How we get the information and why we do we have it:

We have a requirement under General Data Protection Regulations (GDPR) to manage your data in compliance with best practice and compliance.   This includes collection, storage and rights to access.  

We are registered with the Information Commissioners Office (ICO) and are considered as a Data Controller.  Our registered address is shown above.   Any other agency that we share information with in line with the core principles of our purpose will need to be compliant with the GDPR.  

We only use your information for its intended purpose and for no other reason.  We do not sell your information or share your information with any other agency that is not directly connected to the purpose of our organisation.  

We will collect information to ensure:
•	We have the skills to provide support to an individual 
•	We can respond effectively to an individual
•	Your contact details are updated and current
•	We fulfil the contractual obligations we have to an individual
•	We are legally compliant 

Sharing your information:

The purpose of our organisation is to provide support to vulnerable adults and this may and will mean that information is shared in the best interests of the individual being supported or in relation to compliance with legal responsibilities.  It will only be essential, need to know information that is shared.  If we have to share more information, we will ask for your consent as we do with the use of images or statements.  

At times we may send you information regarding our service but we will never share your details with another person if doing so.   You have the right to ask us not to send you information.  

We have installed CCTV systems on our site for the purposes of safety and the prevention and detection of crime. We will only disclose CCTV images to third parties for the purposes of a safety investigation and the prevention and detection of crime. CCTV images will not be released to the media for entertainment purposes or placed on the internet. You have the right to see CCTV images of yourself and be provided with a copy.

How we store your information:

Your information is securely stored at Briars Barn Ltd, Station Road, Polesworth Warwickshire B79 0EH and is accessed only by authorised personnel.  

We keep information relating to social care for the time period specified by our insurers which may be up to 50 years. Recruitment information for unsuccessful candidates is kept for a 6 month period.  Information on employed staff is kept for 6 years following the cessation of their employment with the company.  We will then dispose of your information by electronic deletion and through secure shredding and disposal.

Your Data Protection Rights:

Under data protection law, you have rights including:
•	Your right of access - You have the right to ask us for copies of your personal information. 
•	Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
•	Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 
•	Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances. 
•	Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
•	Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
•	You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact louise.clarke@briarsbarn.co.uk if you wish to make a request.

How to complain:

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113