Privacy Policy – The Rhema Projects

The Rhema Projects is committed to safeguarding privacy for everyone. We understand that providing personal and sensitive information is an act of trust and we treat your information with respect and integrity.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Information we may collect from you

Information that you provide by filling in forms or by any correspondence that you have with us, which includes information provided at the time you move in, liaising with professional involved in your care, emailing/posting any information or material and keeping an up to date file with your personal information
Information we ask for during the move in process to facilitate meeting the safeguarding standards requisite for Local Authority care and compliance
Information requested from time to time to maintain up to date records and information to ensure we are providing a suitable service to meet the young person’s needs using accurate information
Information that you provide when you report any problem with our services

Personal information may include the following

General identification and contact information: Name, address, email, telephone numbers, gender, marital status, date of birth, nationality, next of kin and emergency contact information
Copies of identity and right to work documentation, education information, finance information and all correspondence with professionals involved in your care
Other sensitive information: racial or ethnic origin, criminal record, health and disability information relevant to you, such as any medical condition and health/sickness records

Where we store your personal data

All information you provide to us is stored on our secure servers in the United Kingdom. We adopt appropriate data collection, storage, processing practices and security measures to protect against un-authorised access, alternation and disclosure or destruction of your personal information, transactional information and data stored on our UK site.

Any personal information in hard copy form is kept securely in lockable, non-portable storage systems that are accessible only to named individuals.

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Uses made of the information

We use information held about you in the following ways:

To provide you with information, support, advice and guidance and that you request from us
To carry out our duty of care to meet your needs and provide you with a good service
To carry out our obligations arising from social work requests, Local Authority requests and to provide with you with accommodation and support
To notify you about any changes which may affect your care
To ensure that content from our Service is provided in the most effective manner for you

Disclosure of your information

We may disclose your personal information to other parties:

With your prior agreement
If we are under a duty to disclose or share your personal data: (i) in order to comply with any legal obligation; or (ii) in order to protect the rights, property or safety of The Rhema Projects Ltd, our service users or others. This includes exchanging information with other organisations for the purposes of promoting safeguarding, good practice working together to meet your needs

Your rights

We do not intend to process personal data collected from you for any other purposes. If we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes, we will obtain your prior agreement.

You have the right to lodge a complaint with the supervisory authority, which in the United Kingdom is the Information Commissioner’s Office (the ICO). The ICO can be contacted through this link: https://ico.org.uk/concerns/

How long your data is held

We do not keep personal information for any longer than is necessary. Documents you have provided will be kept whilst you reside with The Rhema Projects and for two years after we have stopped providing a service.

During the retention period, all data is stored on our secure servers in the United Kingdom, or in securely locked, non-portable storage systems. Once the retention period has elapsed, personal information is immediately destroyed in a secure manner; we will not retain an electronic or hard copy of personal information.

The Companies Act 2006 states that private limited companies must keep accounting records for 3 years from the date they are made. In addition, UK tax law requires private companies to retain any records that are used for the purposes of completing tax returns for 6 years from the end of the accounting period to which the records relate. We will keep the relevant financial records for 6 years.

The rights of Data Subjects

The Act gives data subjects wider rights of access and control of their personal data. Data subjects have the right for their data to be removed if the data is no longer required, where consent is withdrawn or if the processing is unlawful. You have the right to access all of the personal information held about you. Your right of access can be exercised in accordance with the Act. The Rhema Projects will provide access to your data within 30 days of the request being made.

We do not intend to process personal data collected from you for any other purposes. If we intend to disclose your information to any third party if it is necessary to meet your needs, we will obtain your prior agreement.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be notified to you by discussion with the Director.

Modern Day Slavery Statement

Modern slavery is a heinous crime and a morally reprehensible act that deprives a person’s liberty and dignity for another person’s gain. It is a real problem for millions of people around the world, including many in developed countries, who are being kept and exploited in various forms of slavery. Every company is at risk of being involved in this crime through its own operations and its supply chain.

At The Rhema Projects, we have a zero-tolerance approach to modern slavery and are fully committed to preventing slavery and human trafficking in our operation and supply chain. We have taken concrete steps to tackle modern slavery, as outlined in our statement. This statement sets out the actions that we have taken to understand all potential modern slavery risks related to our business, and to implement steps to prevent slavery and human trafficking during the financial year 2022.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to enquiries@therhema.co.uk