Privacy Policy

Privacy Policy

Community360 is committed to protecting your privacy when you use our services.

The Privacy Notice below explains how we use information about you and the ways in which we protect your privacy.

Why we use personal information?

We may need to use some information about you to:

  • Deliver frontline services and support to you;
  • manage services;
  • train workers;
  • help investigate any worries or complaints you have about your services;
  • keep track of spending on services;
  • check the quality of services; and
  • help with research and planning of new services.

How can you access the information we hold about you?

We would normally expect to share what we record about you with you whenever we assess your needs or provide you with services.

However, you also have the right to ask for all the information we have about you and your services. When we receive a request from you in writing, we must normally give you access to everything we have recorded about you. However, we will not let you see any parts of your record which contain:

  • Confidential information about other people; or
  • Information a care professional thinks will cause serious harm to your or someone else’s physical or mental wellbeing; or
  • If we think that a crime may be prevented or found out by disclosing information to you.

This applies to paper and electronic records. If you ask us, we will also let others see your records (except if one of the points above applies).  If you cannot ask for your records in writing, we will make sure there are other ways you can apply.  We may make a small charge for this service. Community360 will respond to your request within 40 calendar days starting from the day we receive both the fee and the information we require to identify you and the information you need.   

How can you request correction of inaccurate information?
You should let us know if you disagree with something written on your file. You may not always be able to change or remove the information. However, we will correct factual inaccuracies and may include your comments in the records. 

How do we keep information secure?

We will take appropriate steps to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them. Our security includes:

  • Encryption
  • Access controls on systems
  • Security training for all staff

How long do we keep your personal information?
We record this information on a Retention Schedule.  If you would like further information, please contact us using the details below.

Who will we share your personal information with?

We use a number of commercial companies and partners to either store personal information or to manage it on our behalf. Where we have these arrangements there is always a contract, memorandum of understanding or information sharing protocol in place to ensure that the organisation complies with data protection law. Arrangements involving sensitive personal data will have been formally assessed in more detail for their compliance with the law.

We may also share your personal information when we feel there is a good reason that is more important than protecting your confidentiality. This does not happen often, but we may share your information:

  • For the detection and prevention of crime/fraudulent activity; or
  • if there are serious risks to the public, our staff or to other professionals;
  • to protect a child; or
  • to protect adults who are thought to be at risk, for example if they are frail, confused or cannot understand what is happening to them.

The law does not allow us to share your information without your permission, unless there is proof that someone is at risk. 

This risk must be identified as being serious before we can go against your right to confidentiality.  When we are worried about your physical safety or we feel that we need to take action to protect you from being harmed in other ways, we will discuss this with you and, if possible, get your permission to tell others about your situation.

We may still share your information if we believe the risk to others is serious enough to do so. 

There may also be rare occasions when the risk to others is so great that we need to share the information straight away. If this is the case, we will make sure that we record the information we share and our reasons for doing so. 

We will let you know what we have done and why as soon as or if we think it is safe to do so.

Wherever possible we will only use anonymised, pseudonymised or de-personalised information. 

When using personal data for research purposes, the data will be anonymised to avoid the identification of an individual, unless consent has been given for the use of the personal data.

We do not sell personal information to any other organisation for the purposes of direct marketing.

Measuring website usage (Google Analytics)

We use Google Analytics to collect information about how people use the Community360 website. We do this to make sure it’s meeting its users’ needs and to understand how we could do it better. 

Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. We do not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are.

We also collect information on the number of times particular search terms are used and the number of failed searches. We use this information to improve access to the site and to identify gaps in the information content so we can plan appropriate expansion of the system.

Unless the law allows us to, we do not:

  • share any of the information we collect about you with others
  • use this information to identify individuals.

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information.  This information is used to track visitor use of the website and to compile statistical reports on website activity.

For further information visit www.aboutcookies.org or www.allaboutcookies.org

Other websites

Our website contains links to other websites.  This privacy policy only applies to our organisation so when you link to other websites you should read their own privacy policies.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on our website.  

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you:

Email: information@community360.org.uk

Tel: 01206 505250

Or write to us at Winsley’s House, High Street, Colchester, Essex CO1 1UG