Privacy policies

Privacy notice – for staff and volunteers

This privacy notice tells you what we do with your personal information. It explains what information we collect and use, and why we do this.

Recruitment, administration and management

We collect or use the following personal information as part of staff recruitment, administration and management:

  • Contact details (e.g. name, address, telephone number or personal email address)
  • Date of birth
  • National Insurance number
  • Photographs (e.g. staff ID card)
  • Copies of passports or other photo ID
  • Copies of proof of address documents (e.g. bank statements or bills)
  • Next of kin or emergency contact details
  • Employment history (e.g. job application, employment references or secondary employment)
  • Education history (e.g. qualifications)
  • Right to work information
  • Details of any criminal convictions (e.g. DBS checks)
  • Performance records (e.g. reviews, disciplinary records, complaints or disciplinary action)
  • Training history and development needs
  • Trade union membership
  • Health information
  • Salaries and pensions

Managing salaries and pensions

We collect or use the following personal information as part of managing salaries and pensions:

  • Job role and employment contract (e.g. start and leave dates, salary, changes to employment contract or working patterns)
  • Time spent working (e.g. timesheets or clocking in and out)
  • Leave (e.g. sick leave, holidays or special leave)
  • Maternity, paternity, shared parental and adoption leave and pay
  • Pension details
  • Bank account details
  • Payroll records
  • Tax status
  • Trade Union membership

Staff health and wellbeing

We collect or use the following personal information for managing staff health and wellbeing:

  • General health and wellbeing information
  • Sick leave forms or fit notes (e.g. Statement of Fitness for Work from a GP or hospital)
  • Accident at work records
  • Access needs or reasonable adjustments
  • Protected Characteristics (as defined by the Equality Act and s.75 of the Northern Ireland Act for the purpose of equal opportunities monitoring)
  • Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

  • Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
  • Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
  • Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
  • Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
  • Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the end of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We have a legitimate interest in collecting and using personal data to process recruitment applications, meet individual needs during recruitment, volunteering and employment processes and to keep people safe at work and in emergency situations.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
  • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • We have a legitimate interest in collecting and using personal data to process recruitment applications, meet individual needs during recruitment, volunteering and employment processes and to keep people safe at work and in emergency situations.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • We have a legitimate interest in collecting and using personal data to process recruitment applications, meet individual needs during recruitment, volunteering and employment processes and to keep people safe at work and in emergency situations.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Where we get personal information from

We collect your information from the following places:

  • Directly from you
  • Schools, colleges, universities or other education organisations
  • Referees (external or internal)
  • Occupational Health and other health providers
  • Trade Unions

How long we keep information

We keep your information for as long as it is needed for the reasons given in this leaflet. In general, we will delete your information two years after you last volunteered or worked with us. Your information is kept in restricted systems and files, and electronic data is encrypted. We delete or shred your data after it is no longer required.  

Who we share information with

In some circumstances, we may share information with the following organisations:

  • Training suppliers
  • HMRC
  • Employee benefit schemes
  • Professional consultants
  • Future employers for referencing purposes

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details below:

Telephone: 07957164619
Email: leigh.andrews@chgcomm.org

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

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

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Privacy notice for people who use our services

What is Change Communication?

We are a charity that provides speech and language therapy for people experiencing homelessness and the organisations that support them.

Why do you record my information?

To ensure:

  • We hold accurate information.
  • We work effectively with others who also support you.
  • You receive the best possible service.

We use the following reasons as the legal basis for recording your information.

  • We are protecting the vital interest of a person.
  • We need to use the law to protect our organisation.
  • We provide healthcare to people.
  • We help carry out an important public task such as ending homelessness.
  • There is a legitimate interest for us to record and process your information.

What information is recorded by Change Communication?

Information may include:

  • Personal details e.g. name, date of birth, and contact details.
  • Some sensitive data e.g. nationality, language, and information about your health and support needs relevant to our work.
  • Information about the services you use e.g. health and accommodation providers.

How is the information used?

We use your information to deliver services to you or support you in work or volunteering. We anonymize all information that is used to:

  • Raise funds to support our work.
  • Produce statistics and reports.
  • Carry out research to help others better understand communication.

Do you share this information?

We share information on a ‘need to know’ basis with organizations and staff that:

  • May provide you with help and support.
  • Work to keep you and others safe in emergency situations.

How long will my information be kept?

We keep your information for as long as it is needed for the reasons given in this leaflet. In general, we will delete your information two years after you last engaged with us. Your information is kept in restricted systems and files, and electronic data is encrypted. We delete or shred your data after it is no longer required.

What are my rights?

You have the right to:

  • Be informed about how we process your information.
  • See a copy of your information within one month of asking us provided we have confirmed who you are.
  • Correct information that is incorrect.
  • Object to your information being processed.
  • Request your information is deleted.

Who can I contact if I have questions?

You can contact Leigh Andrews at Change Communication on 07957 164 619 or by emailing leigh.andrews@chgcomm.org.

Who can I contact if I want to complain?

You can contact the Information Commissioner’s Office which regulates data protection in the UK. Their telephone number is 0303 123 1113 and the website can be found at: www.ioc.org.uk.