John Huntingdon’s Charity Privacy Notice

At JHC we collect and use your personal information to help solve your problems and improve our services.

We only ask for the information we need. We always let you decide what you are comfortable telling us, explain why we need it and treat it as confidential.

When we record and use your personal information we:

  • only access it when we have a good reason
  • only share what is necessary and relevant
  • don’t sell it to anyone

We handle and store your personal information in line with the law.

Who’s responsible for keeping your personal information safe?

JHC is responsible for keeping your personal information safe and making sure we comply with data protection law. The data Controller is Jill Hayden the charity manager.

What we do with your information?

How we handle your personal information depends on how you interact with us.

We’ll get your permission by asking you to either:

  • sign a client registration form
  • give agreement over the phone – if you call our Support Workers

Before we ask for your permission, we’ll always explain how we use your information.

Before we ask for your permission, we’ll always explain how we use your information.

What information we ask for?

We’ll only ask for information that’s relevant to your problem. Depending on what you want help with, this might include:

  • your name and contact details – so we can keep in touch with you about your issues
  • personal information – for example about family, work, or financial circumstances
  • details about services you get that are causing you problems – like utilities
  • details of housing – for example who is your housing provider
  • information like your gender, ethnicity or sexual orientation

If you don’t want to give us certain information, you don’t have to. For example, if you want to stay anonymous we’ll only record information about your problem and make sure you’re not identified.

How we use your information

The main reason we ask for your information is to help solve your problem.

We only access your information for other reasons if we really need to – for example:

  • for training and quality purposes
  • to investigate complaints
  • to get feedback from you about our services

All advisers and staff accessing data have had data protection training to make sure your information is handled sensitively and securely.

Understanding people’s problems

We use some information to create statistics about who we’re helping and what problems are the most common. This information is always anonymised – you can’t be identified.

We may share this information with our trustees, to help them understand the issues facing our clients, and other agencies that may be able to help you.

When we share your information with other organisations

With your permission, we might share your information with other organisations so we can:

  • help solve your problem – for example, if you ask us to help with a housing problem we may contact SCDC and might need to share your name, address and other details with them
  • refer you quickly to another organisation for more advice, if relevant, for example CAB

Organisations we share your data with must store and use your data in line with data protection law.

There might be specific organisations we share your information with, depending on what advice you need.

If we’re concerned about yours or someone else’s safety.

If something you’ve told us makes us think you or someone you know might be at serious risk of harm, we could tell the police or social services – for example if we think you might hurt yourself or someone else.

Storing your information – if you contact us by phone or face to face.

Whether you get advice face to face, over the phone, or via e mail our support workers will log all your information, correspondence, and notes about your problem into our secure client database system.

Some of your information might also be kept within our secure email and IT systems.

We keep your information for 7 years. If your case has been subject to a serious complaint, insurance claim or other dispute we keep the data for 16 years.

Our client database system is hosted within the UK.

To the best of our knowledge all our trusted partners store their data securely within the European Economic Area (EEA) in line with data protection law.

Contact us about your information

You can contact us at any time and ask us:

  • what information we’ve stored about you
  • to change or update your details
  • to delete your details from our records

If you want to make a complaint

If you’re not happy with how we’ve handled your data, you can make a complaint. Please see our complaints policy.

If you have been granted an award through the Cambridgeshire Local Assistance Scheme (CLAS), we will share your data with the lead partner of the project, Cambridge Housing Society (CHS Group). CHS Group manages the CLAS project for the Cambridgeshire County Council (CCC), and is therefore the ‘data controller’ and ‘data processor’ for the data collected on the project. CHS Group stores the data in a secure GDPR compliant cloud based management information system.

As data controller and processor, CHS Group has access to the data in order to verify, monitor, and process awards granted under the CLAS scheme. They require this information to confirm that customers meet the eligibility criteria to access help, and to understand the factors that have contributed to their situation. CHS Group also store and process your data in order to complete monitoring and reporting requirements for the funders of the project, CCC. CHS Group will only share statistics and figures relating to the project with CCC, but will not share personal data of CLAS customers.

CHS Group will send you a customer satisfaction survey to ask for your feedback on the CLAS service you have received.

We have a data sharing agreement in place with CHS Group which ensures that the information is being shared and managed appropriately, and in line with best practice and legislative requirements.

If you have any questions about how CHS process your data, you can contact the CLAS Project Manager at gerry.cano@chsgroup.org.uk