PRIVACY POLICY

Our Privacy Policy explains:

What information we collect and how we collect it

Why and how we use your information.

How long we keep your information

How we may share your information

Your rights on the information we hold about you

Security- how we keep your information safe

Changes to this Privacy Policy

How to contact us

The Data Controller is Milli’s Separated Family Centre.

INTRODUCTION

Please take the time to read this agreement which forms part of the conditions that you agree to whilst using the services of Milli’s Separated Family Centre. Milli’s offers a safe and comfortable environment for children to maintain contact with family members. Our service is there to support all those involved and help achieve a positive outcome for all concerned. If you have any questions or concerns in regards to this policy please contact the data protection officer (DPO) directly to discuss this. The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a regulation by which the European Parliament, the Council of the European Union and the European Commission intend to strengthen and unify data protection for all individuals within the European Union (EU) includes rights for individuals which we acknowledge.

What information do we collect?

In order to provide our services and for the other purposes set out in Use of Information below, we collect and process Personal Data from the users of Milli’s. We may collect the following information:

Personal information (for example, your name, email address, mailing address, phone numbers, date of birth)

  • Sensitive Personal Data

  • Attendance information (such as dates and times of attendance)

  • Safeguarding incidents

  • Accident information

  • Relevant medical information

From time to time and as permitted by applicable law(s), we may collect personal data about you and update any existing personal data that we currently hold from other third-party sources

We collect your information from:

  • Referral Forms

  • Attendance records

  • Pre-visit checklist

  • We may also collect information from telephone conversations, emails and written and verbal communications and from records of sessions at Milli’s.

How we use the information

Your personal data may be used in the following ways:

  • To provide our services to you,

  • To respond to your requests and inquiries

  • To improve our services, for example feedback/comments forms

  • To request your participation in surveys, or other initiatives which help us to gather information used to develop and enhance our services,

  • To comply with applicable law(s) (for example, to comply with a search warrant or court order) or to carry out professional ethics/conduct investigations,

  • To enable us to provide, to maintain our own accounts and records and to support and manage our employees and volunteers.

Consent and lawful processing of data.

Our legitimate interests, which include processing such personal data for the purposes of providing and enhancing the provision of our services.

  • Administration and delivery of services

  • For dealing with medical needs – any information you provide we must have had explicit consent to use.

All other cases: that it is necessary for our legitimate interests which are to run Milli’s

How long will we keep your information?

  • Retention period

    6 years after employment/volunteering ceases

  • 6 years – from the end of the last company financial year they relate to and then securely disposed of.

  • Information relating to paid/unpaid staff not covered above that are not used for three years should be treated as confidential waste and disposed of as such.

    6 Years – securely disposed of.

  • The actual disclosure form must be destroyed after 6 months. However it is advisable that organisations keep a record of the date of the check, the reference number, the decision about vetting and the outcome.

  • Self-referrals with NO court order or JFCAS involvement, pre- visit forms, attendance records and notes.

    Referrals, with court orders or JFCAS involvement, pre- visit forms, attendance records and notes.

    3 years – securely disposed of unless a safeguarding or child protection issue.

  • Accident books and paperwork relating to safeguarding or child protection issues about a specific child.

    Must be kept indefinitely as children can request this information up to the age of 25 years.

Sharing and Disclosure to Third Parties

We may disclose your personal data to third parties from time-to-time under the following circumstances:

  • You request or authorise the disclosure of your personal details to a third party.

  • The information is disclosed as permitted by applicable law(s) and/or in order to comply with applicable law(s) (for example, to comply with a search warrant or court order).

  • The information is provided to service providers who perform functions on our behalf.

  • Legal and compliance consultants, such as external counsel, external auditors

  • Technology providers who assist in the development and management of our web properties

    Subject Access/User Rights
    As a user, you are subject to the following rights:

  • The right to be informed of the use of your personal data

  • The right to access and/or to require the correction or erasure of your personal data

  • The right to block and/or object to the processing of your personal data

  • The right to not be subject to any decision based solely on automated processing of your personal data

  • In limited circumstances, you may have the right to receive personal data in a format which may be transmitted to another entity.

If you have a complaint in relation to the processing of your data carried out under this privacy policy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) One Liberty Wharf, La Route De La Liberation, St Helier, JE2 3NY or Telephone 01534-716530.

You may seek to exercise any of these rights by updating your information online (where possible) or by sending a written request to Milli’s Separated Family Centre.

Information security

We are working to protect your personal information that we hold, its confidentially, integrity and availability.

  • We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to systems.

  • We restrict access to personal information to contact centre staff and volunteers subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations.

We only use third party service providers where we are satisfied that they provide adequate security for your personal data.

Compliance and cooperation with regulatory authorities
We regularly review our compliance with our privacy policy. If we receive formal written complaints, we will contact the person who made the complaint to follow up. We work with the ICO to resolve any complaints regarding the transfer of personal data that we cannot resolve with our users directly.

Milli’s Separated Family Centre will not reduce your rights under this privacy policy without your explicit consent.

This Privacy Policy will be reviewed and updated as necessary annually.

How to Contact Us

Milli’s Separated Family Centre
9 The Parade
St Helier
JE2 3QP

Tel: 07797 798 192

Email: info@millis.je