Privacy policy
GDPR: General Data Protection Regulations
Special Category data: Personal data that needs more protection because it is sensitive
Data Subject: A person providing data and information for Likewise to process.
Our attitude to GDPR and privacy
It is important to us that you feel safe with providing us with your information. Our privacy notices apply to anyone who shares personal information with us – for example our staff, volunteers, clients, community members and service users. As we have several services, we create different privacy policies for each one (you can find all of these below). Here is an overview of how we treat and look after personal information we collect.
What information do we collect?
This is a list of all of the information we collect from everyone:
- Your name
- Address
- Best phone number to contact you on
- Email address
- Emergency contact details: their name, number and address
We use your personal contact details for the purpose of keeping in touch with you. For some of our services, we may need to collect special category data, which in our case would be: ethnicity, religion, gender, sexual orientation and whether you consider yourself as disabled. You do not have to disclose any of this information if you do not wish to.
If you are a person who is applying to volunteer/applying for a job, then as well as the information we ask for, we may also require a copy of your CV and a cover letter explaining who you are and why you would like to apply to Likewise. For volunteers/students we may also ask for details about your university and the contact details for your supervisor. We will only keep this information if you are successfully recruited.
How do we use this information?
We use this information to provide our service. We may also use this information to evaluate and improve our services. If you are applying for a job or volunteering opportunity, we request information that enables us to manage the recruitment process, and assess and confirm your suitability for the role.
If you are seeking a service with us, we will collect your personal information and potentially some special category data (it will state in the privacy policies as and when we do collect special category data) in order to provide you with our service and so we can discuss with you what support might be useful. Some of our services require this special category data as we are required to collect your ethnicity and sexual orientation in order to deliver on statutory contracts from our Local Authority for their equalities monitoring. These categories are anonymised when provided to the Local Authority. In addition to this, Likewise also do equality monitoring so we may require your ethnic origin, sexual orientation and if you consider yourself as disabled to help us to fulfil our commitment to creating a diverse, non-discriminatory environment. Again, you do not have to provide us with this information and is not required for all services.
We have legitimate interest in processing your personal data to provide you with our services, which include safeguarding people who are a part of Likewise. In order to provide you with our service, there may be times when we need to share some of your information with our partner organisations or relevant members of your support network. This is the only time we will do so. We may share your personal information if required by law, or to protect against harmful or illegal activity. Here at Likewise we only operate within the UK so no information will ever get transferred to any other country.
How long do we keep your information for and how is it kept?
Likewise follows strict confidentiality practices. All staff and volunteers undertake a GDPR training that is held by Likewise. Likewise is a paperless organisation as much as possible. If we keep any paper copies of information, it is always stored in a locked cabinet with restricted access. We will only keep information securely on computer files and an online secure platform. Information we hold is all on restricted access and limited to those who are entitled to carry out their duties. We only keep information as long as is reasonable and required by social care guidelines. We have internal policies and controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed inappropriately. We also have procedures in place to deal with any suspected data security breach. If you have any questions or concerns on how we keep your data, please contact us using the details below.
Your rights
As a data subject, you have the rights to:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
If you ever wanted to exercise your rights or have any questions on your rights, please contact us using details below.
Making a complaint
If you have any concerns, you can raise any data protection concerns and issues with our Co-Directors Matt Shepheard and Hugo Reggiani via the contact details below. We hope that we will be able to resolve any query or concern you may raise about our processing of your information. If not, you can contact the Information Commissioner at https://ico.org.uk/concerns or phone 0303 123 1113.
How to contact us
Likewise Community, 8 Fairhazel Gardens, London, NW6 3SG
Phone: 020 7278 4437
Email: contactus@likewise.org.uk
Programme-specific privacy policies
Long-term one-to-one ("Floating Support")
We only collect information that is necessary to provide our service, and we promise to look after it.
1. The information we collect
As well as collecting the information in the referral form, we will also take notes relating to our work with you after each meeting. Over the course of our work with you we may also collect information from other services or individuals in your support network. Where relevant this may include details about your physical or mental health. During your support, we will also collect information from different wellbeing monitoring tools, evaluation forms, outcomes questionnaires, a terms of service letter stating the journey of the support you are provided with and a closing letter for when your support ends with us.
2. What we do with it
We use this information to provide our service. We may also use this information to evaluate and improve our services, take data from this information to help our service for contractual purposes and use this information for invoicing if you are a part of our paid for service. We have a legal requirement to keep a report after each meeting Likewise has with yourself including, action points, places visited and your wellbeing. We would never explicitly record anything that we do not share with yourself. This allows us to keep a record of our meetings we have with you. Likewise, will also use your address if we were to meet you at your home address. We also keep data onto a spreadsheet that is password protected. We keep information for as long as 8 years after your last involvement with Likewise, in line with the ‘Records Management Code of Practice for Health and Social Care 2016’.
3. Does anyone else see my information?
In order to provide you with our service, your support workers at Likewise will be the ones to have main access to your records. Your record may be shared with other employees if required such as a cover visit and other employees need to have access to your records in order to upload meeting notes. There may be times when we need to share some of your information with our partner organisations or relevant members of
your support network. This is the only time we will do so. We may share your personal information if required by law, or to protect against harmful or illegal activity. We keep all your personal data on a platform named ‘Substance Views’.
Here is Views’ privacy statement: https://www.substance.net/privacy-notice/
4) Your rights
Our organisation would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following: The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.
Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk
Short-term one-to-one (“6-8 session service”)
We only collect information that is necessary to provide our service, and we promise to look after it.
1. The information we collect
As well as collecting the information in the referral form, we will also take notes relating to our work with you after each meeting. Over the course of our work with you we may also collect information from other services or individuals in your support network. Where relevant this may include details about your physical or mental health. During your support, we will also collect information from different wellbeing monitoring tools, evaluation forms, outcomes questionnaires, a terms of service letter stating the journey of the support you are provided with and a closing letter for when your support with us ends.
2. What we do with it
We use this information to provide our service. We may also use this information to evaluate and improve our services or take data from this information to help our service for contractual purposes. We have a legal requirement to keep a report after each meeting Likewise has with you, including action points, places visited and your wellbeing. This allows us to keep a record of our meetings we have with you. We would never explicitly record anything that we do not share with you. Likewise will also use your address if we meet you at your home address. We also keep data on a spreadsheet that is password protected. We keep information for as long as 8 years after your last involvement with Likewise, in line with the ‘Records Management Code of Practice for Health and Social Care 2016’.
3. Does anyone else see my information?
In order to provide you with our service, your support workers at Likewise will be the ones to have main access to your records. Your record may be shared with other employees if required such as a cover visit and other employees need to have access to your records in order to upload meeting notes. There may be times when we need to share some of your information with our partner organisations or relevant members of your support network. This is the only time we will do so. We may share your personal information if required by law, or to protect against harmful or illegal activity. We keep all your personal data on a platform named ‘Substance Views’.
Here is Views’ privacy statement: https://www.substance.net/privacy-notice/
4) Your rights
Our organisation would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:
The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.
Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk.
Community activities
We only collect information that is necessary for us to offer you our Community Activities, and we promise to look after it.
1. The information we collect
We will collect your name, number, date of birth, emergency contact, group/s you are interested in joining and you may choose to share any other information you think we may need to know relating to the activity.
2. What we do with it
We use this information to know who you are and so we can monitor how many attendees are participating. We must also keep track of attendance for health and safety regulations. We also use this information to keep in contact with you about any updates for the group – any changes or if we need to contact your emergency next of kin. At the end of each activity session has completed, we record notes on how the group went along with attendance for the session. We record what took place during the activity and if there are any notes to pass on to any support workers. Once you make the referral to us to sign up to our activities, your details are then stored on a password protected spreadsheet.
We also monitor demographic information to help us gain insight into who is and isn’t accessing our services.
3. Does anyone else see my information?
In order to provide you with our updates, update notes on the sessions, your details are stored on a password protected spreadsheet that only our Community Team have access to. Notes after each session is uploaded on a secure online platform called ‘Views’.
Here is Views’ privacy statement: https://www.substance.net/privacy-notice/
Our Community Lead, Community Programme Coordinator and activity hosts will have access to this platform with your details on it and is monitored by the Community Lead. We store your data for 24 months after each entry.
4) Your rights
Likewise would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.
Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk
Creative therapy service
We only collect information that is necessary to provide our service, and we promise to look after it.
1. The information we collect
We will collect: Name, email and/or phone number, GP contact and emergency contact. We do not require your full address but will collect your borough of residence for evaluation and contractual purposes. Our trainee therapists will also take notes relating to their work with you after each meeting. Where relevant this may include details about your physical or mental health. During your therapy, we will also collect information from different wellbeing monitoring tools, evaluation forms and obtain your consent to our therapies agreement.
2. What we do with it
We use this information to provide our service. We may also use this information to evaluate and improve our services and take data from this information to help our service for contractual purposes. We have a legal requirement to keep a report after each meeting that Likewise staff and trainee therapists with Likewise have with you, including an account of your session and wellbeing. We would never explicitly record anything that we would not share with you. This allows us to keep a record of our meetings we have with you. We also keep data in a spreadsheet that is password protected. We keep information for as long as 8 years after your last involvement with Likewise, in line with the ‘Records Management Code of Practice for Health and Social Care 2016’. We will also use these details to submit your referral to the allocated trainee therapy in order for your sessions to start.
3. Does anyone else see my information?
In order to provide you with our service, your trainee therapist and Community Lead at Likewise will be the ones to have main access to your records. Our GDPR Lead may also require access to ensure your details are handled in line GDPR regulations. If you are currently accessing support through another Likewise service, your Pod Leader and support workers. also have access to your record. There may be times when we need to share some of your information with our partner organisations or relevant members of your support network. This would happen when we have a query or concern relating to our Duty of Care for you and this is the only time we would share information outside Likewise. We may share your personal information if required by law, or to protect against harmful or illegal activity. We keep all your personal data on a platform named ‘Substance Views’.
Here is Views’ privacy statement: https://www.substance.net/privacy-notice/
4) Your rights
Our organisation would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following: The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours. Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries, please do not hesitate to contact us by emailing creativetherapies@likewise.org.uk.
Please note this is an abridged version of the organisational policy which can be viewed here: https://likewise.org.uk/privacy/
Recruitment
We only collect information that is necessary in order to process you through our recruitment process, and we promise to look after it. By applying to our recruitment process, you are agreeing to our privacy policy.
- The information we collect
We collect information that you provide when you apply for a role. This includes information provided through an online job site, via email, in person at interviews and/or by any other method.
We process personal details that you provide to us such as name, email address, address, telephone number, date of birth, qualifications, experience, information relating to your employment history, skills, experience, as well as your video in case you conduct your interview over video call. And we have the possibility of recording you during the recruitment process in group work. If you contact us, we may keep a record of that correspondence. We collect a record of your progress through any hiring process that we may conduct.
- What we do with it
We use this information to monitor a candidate’s progress during our recruitment process. Once the process has been completed for all candidates, we will destroy the notes immediately. We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interests are the recruitment of staff for our business. We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal data to those who are involved in your recruitment process. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. As and when taking notes on your performance, all notes are then kept in a locked cabinet and/or computer server that only our directors and HR have access to. We also have procedures in place to deal with any suspected data security breach. Where you apply for a job opening through CharityJob and Timewise jobs platforms, we rely on your consent, which is freely given by you during the application process, to disclose your personal data to these platforms on the basis described below.
- Does anyone else see my information?
A selected number of staff members will see your personal information on your application to us via the online platforms. Current staff members will take notes during the recruitment process and may share notes or discuss verbally notes taken on candidates to help our decision in the recruitment. No one else other than these members of staff will have access to these notes or discussions.
4) Your rights
Our organisation would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following: the right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.
Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk.
- Once you have been recruited
Once it has been confirmed that you will be an employee of Likewise, we will continue to require more information from you for HMRC and payroll and will perform a right to work check in order for us to employ you under UK government law. This is the information we will collect:
Name, address, date of birth, mobile number, gender, national insurance number, tax code, emergency contact details, employment terms and conditions (e.g. pay, hours of work, holidays, benefits, absence), any accidents connected with work, any training taken, any disciplinary action, ethnicity
What we do with it?
In order to legally employ you as Likewise staff, we must check your identity and perform a right to work check to make sure all staff are eligible to work in the UK. We also collect this data to provide your details to HMRC and to place you into our payroll. If you fail a right to work check, Likewise may not continue with your recruitment but this will be discussed with the two co-directors for the next stages if this happens. We require your ethnicity to help us monitor our diversity and equality. You have the right to not provide this information if you do not wish to. We also require a next of kin for yourself in case of emergencies.
Who sees this information
All staff will have access to your name and address and emergency contact details. Staff will only be allowed to access this information only in emergencies. All other information we collect from you is only accessed by yourself, our finance manager Vino, our two Co-Directors Matt and Hugo and our external payroll company accounts manager.
Your rights
Our company would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:
The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.
Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk
Volunteer and placement
We only collect information that is necessary to enable you to volunteer or undergo a placement, and we promise to look after it.
1. The information we collect
As well as collecting the information in your application form and a brief summary of why you would like to join the team at Likewise, we will also take personal details of your name, address and emergency contact details. We will also require you to complete a DBS check with us which will provide Likewise with details of your criminal record carried out by the Disclosure and Barring Service. Over the course of our work with you we may also collect information that may include details about your physical or mental health such as the DIALOG scale, Likewise feedback and evaluation forms and documents that help improve our work.
2. What we do with it
We take this information for your health and safety as we have a legal responsibility for you whilst you are working with us here at Likewise so this may involve speaking to an emergency contact if any safety hazards occur. We will use some of this information to send you personal protective equipment for our services, if required. We may also use this information to evaluate and improve our services. Likewise will keep your personal data for 24 months after your placement/volunteer period has ended. We do require you to keep record of visit notes using our online platform ‘Views’ which requires your full name in order for us to track who is recording the notes. After you have left, we will keep these notes with your name on for 8 years as per health and social guidelines.
3. Does anyone else see my information?
In order to manage your volunteer period/placement, we store your information on Google Docs.
Here is google doc’s privacy policy: https://policies.google.com/privacy?hl=en
Our volunteer co-ordinator and volunteer admin will hold main access to this data spreadsheet. However, there may be times where other core staff will need access to this data for dates and planning for your time with us at Likewise. This document is secured with a password and any other staff other than our volunteer co-ordinator or admin who requires access will be passed through these two in order to maintain privacy and to ensure your data is protected.
4) Your rights
Likewise would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following: the right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.
Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk
Mailing list and newsletter
We only collect information that is necessary to provide you with our newsletter, and we promise to look after it.
- The information we collect
We will only collect your name and email address for our mailing list.
- What we do with it
We use this information to keep you updated on events, activities and information pertaining to Likewise. We may also recommend other organisations and programmes that are relevant within the Likewise network and send you the latest edition of our newsletter.
- Does anyone else see my information?
In order to provide you with our updates, we manage the mailing list via Mailchimp. Only our Community Lead, Programme Admin and Directors have access to this platform and it is secured with a password.
Here is a link to Mailchimp’s privacy policy: www.mailchimp.com/about/security/
We store your data for 24 months and you may unsubscribe at any time. By signing up to our Mailing list, you are agreeing to your information being used in this way.
- Your rights
Likewise would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.
Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk.