Who we are
For the purpose of the Data Protection Act 2018 (The Act) and the EU General Data Protection Regulation 2016/679 (“Data Protection Law”) we are a “data controller”. This means we are responsible for, and control the processing of, your personal information.

What we collect
We collect information you provide, such as your name, postal address, telephone number, e-mail address, date of birth, gender and reason for referral in the following ways:

When you give them to us directly
This happens when you register your interest in accessing one of our services, through our website, on the phone or in person.

When you email a query, send feedback or make a complaint.

When you give permission to a third party
This happens when you give permission to someone to pass your details on to us to access our service, this could be someone from NHS, Social Services or other third sector services.

Why we collect and what we do with the data
We collect this information to contact you with appointment information, and to contact you with information of any groups you have shown an interest in.

To ensure our funding criteria is met we need to ensure clients are in the correct age group and geographical location.

To keep a record of your engagement with the organisation.

Monitor and evaluate performance and effectiveness of services and to fulfil funder requirements, in these circumstances your name and anything else that may identify you will be removed.

Sensitive data held by our organisation
Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health and ethnic origin. We collect this data to produce anonymised reports to fulfill our funding commitments.

When can we share your information?
When Break the Silence has to comply with Local Authority Guidelines for Child Protection.

If we receive specific information concerning a child at risk of physical, sexual or emotional abuse.

We believe you are a risk to yourself or others.

We would advise you of any action required to be taken at the point of disclosure. Copies of our confidentiality agreements are available on request.

Storage of data and data protection
All information we collect, whether paper or electronic records is private and confidential, including referral forms, assessments, client records and outcome forms. You have the absolute right to expect any information collected that contains data on you must be kept private and stored securely. Access to client data is restricted to authorised staff.

How long do we keep your data?
Break the Silence will destroy all data except name, address, date of birth and appointment details of clients 2 years after their last appointment. Names, addresses and date of birth are kept on record to ensure we can identify ex-clients who give consent to police to access their data after 2 years in event of a police investigation and enable us to provide details of appointments given.

Your rights
You have the right to access and control your information and ask us to stop processing your personal data. We will respond to requests for information and, where applicable will correct, amend or delete your personal information.

If you wish to exercise any of these rights or to make a complaint, you can do so by contacting Data Protection Officer, Break the Silence, 11 Portland Road, Kilmarnock KA1 2BT, by e-mailing: info@breakthesilence.org.uk or by telephone at 01563 559558

In order to amend or delete any of your personal information, we will need to carry out checks to ensure you are who you say you are.

It is sometimes not possible for us to delete all of the information we have for you. If you ask for us to delete your data we will let you know if it has not been possible to delete everything we hold for you.

You can make a complaint to the data protection supervisory authority, the Information Commissioner’s Office at www.ico.org.uk