Updated May 2018
We are committed to protecting your personal information
Phoenix Domestic Abuse Services is committed to respecting and keeping safe any personal information you share with us or that we get from other agencies/organisations. This privacy notice sets out the basis on which we will process personal information.
The contact details for Phoenix Domestic Abuse Services in relation to processing of personal information and for any questions regarding this privacy notice are:
Phoenix House
Surgery Road
Cwmcelyn
Blaina
NP13 3AY
Phoenix DAS’ Data Protection Officer can be contacted on info@phoneixdas.co.uk
This privacy notice provides an overview in relation to all personal information that Phoenix DAS processes.
When someone visits www.phoenixdas.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our websites. If we do want to collect personally identifiable information through our websites, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Who is Phoenix Domestic abuse Services?
Phoenix Domestic Abuse Services (Phoenix DAS) is an independent registered charity that uses a variety of methods to end all forms of domestic abuse. Since its inception in 2002 the service has received over 4500 referrals and currently works with more than 50 partner organisations.
The Service is forward thinking and adopts a restorative, person centred approach to all areas of its work. This is unusual within the field but is based on the strong belief that all people are capable of change given the right motivation, support and practical assistance. We consider recruitment critically, only selecting those who truly share in our passion, values and beliefs. We, and others who encounter our service, recognise our people make us distinctive, innovative and ground breaking within the field.
Why we will hold your information and what we would do with it
We process personal information to:
- Enable us to provide emotional support, practical assistance, advice, Restorative Justice Services and interventions which are for the specific function of improving the safety of you and others.
- Challenge and change the way other agencies /individuals work where this has a direct effect on families experiencing domestic abuse
- Conduct research into matters relating to domestic abuse
- Keep in contact, communicate and get the views and input of our supporters
- Fundraise in relation to services
- Support and manage our employees and volunteers
Whenever possible, Phoenix DAS processes the personal information of individuals in relation to delivering its services on the basis of consent of the person to whom the information relates, however this is not always possible and therefore information is processed under legitimate reasons. There may be times when we process personal information under a legal obligation and very occasionally the reason for processing information will be that it is in the vital interests of an individual.
You have a right to object to the processing of information about you. See the section on ‘Your rights in relation to your personal information’ below.
Phoenix DAS will always ensure that there is a legal basis for any processing of personal information it undertakes.
What information we would hold
In relation to delivering our services
The types of personal information that Phoenix DAS collects and processes in relation to services to individuals includes:
- Personal details, such as contact details, date of birth, and other personal information for identifying the individual
- Brief details of any incidents of abuse committed or alleged to have been committed against the individual
- Details of the perpetrator /alleged perpetrator of the abuse
- Details of any children within the family
- Details of individuals’ needs and the support provided to them
- Other details that the individual chooses to provide, including where applicable equality, diversity and inclusion data (so that Phoenix Das can look to ensure its services are open to all)
In relation to other functions
Our service delivery to victims and witnesses is supported by a variety of other functions. Types of personal information relating to other functions include:
- Personal details, such as contact details, date of birth, and other personal information for identifying the individual
Other personal information relating to
- Our supporters, such as what you want to hear from us about and how you want to hear from us
- Our donors/sponsors.
- Individuals who sign up to the Phoenix Flyer our monthly newsletter.
- Individuals who make donations to Phoenix das via third-party giving websites.
- Other personal information of employees for employee administration and general management purposes
- Other personal information of volunteers for general management purposes
- Other details individuals choose to provide, including where applicable equality, diversity and inclusion data (so that Phoenix DAS can monitor how inclusive we are as a charity)
Why we would share your information?
In relation to delivering our services
In delivering our services Phoenix Das will normally only share personal information with another agency/organisation with the consent of the individual concerned.
There are exceptional circumstances where we may have to disclose personal information without the individual’s consent. These are:
- If we believe that either you or someone else is at risk of significant harm; Phoenix DAS Staff have a duty to report any issues relating to child protection or adult safeguarding
- Where there is another legal reason or requirement to disclose your personal information
Agencies/organisations we may share your personal information with include:
- Criminal Justice agencies, such as the police and the Crown Prosecution Service
- Other statutory agencies, such as Local Authority agencies and National Health Service agencies
- Voluntary sector partner agencies, such as the Citizens Advice Bureau, Women’s Aid and Refuge
- Other agencies/organisations that can also help support you in relation to being a victim or perpetrator of domestic abuse
Phoenix Das may also share personal information with another organisation/agency that will process that information on Phoenix Das’ behalf in relation to services to victims and perpetrators, but this will only be in relation to a service that the individual the personal information is about has asked for, for example Phoenix Das arranging transport in certain circumstances.
In relation to other functions
Our service delivery to families is supported by a variety of other functions. Organisations/agencies we may share your personal information with in relation to other functions include:
- Third-party giving websites that provide a service to individuals who want to support Phoenix Das through these giving websites
- Her Majesty’s Revenue and Customs where individuals who give to Phoenix DAS have declared an amount eligible for Gift Aid
Phoenix DAS also shares personal information of individuals employed by or who volunteer with the charity.
Where we store your information
Phoenix Das has appropriate technical and organisational measures in place to protect the personal information of individuals. We use secure systems that permit the easy identification of the individual the personal information relates to. Phoenx DAS uses a web-based case recording system which is encrypted and can only be accessed by employees of
the organisation who need access to this to do their day-to-day work. Further information regarding our case recording system can be provided upon request.
Where an individual has opted to receive further updates from Phoenix DAS, from time to time we may use SurveyMonkey and similar tools for communicating with you and carrying out surveys that may collect personal data relating to you. Data entered on some of these tools may go outside the European Economic Area (EEA). Data provided through third-party giving websites may also be processed outside of the EEA. No other personal data is transferred outside of the EEA.
How long do we retain your personal information for?
At Phoenix DAS we ensure that personal information is not kept for longer than necessary. Full details of Phoenix DAS normal retention periods for personal information can be requested using the contact details provided towards the top of this document.
Your rights in relation to your personal information
Data protection requirements mean that you have specific rights in relation to your personal information held by Phoenix DAS.
How to exercise your rights
To access the personal information that we hold about you, please contact info@phoenixdas.co.uk
To make a request for your information to be corrected or deleted, to update your contact preferences, or to object to our processing of your personal information – or if you have
any questions about this privacy notice, please contact info@phoenixdas.co.uk
Please note that Phoenix DAS will process any requests about managing your information
on an individual basis. In some situations, we may be unable to completely delete your information from our records if it is needed for ‘vital’ and ‘legitimate’ reasons.
You can also contact Phoenix Das concerning your rights in relation to our processing of your personal information using the contact details provided towards the top of this document.
Where does personal information we hold about you come from?
In relation to delivering our services
People who have been affected by domestic abuse are referred to Phoenix Das by the police and by other agencies. Such agencies pass personal information to Phoenix Das on the basis of the consent of the individual the information is about or on the basis of legitimate interests, occasionally on the basis of vital interests. Some personal information of individuals may be passed by agencies to Phoenix Domestic abuse services on the basis of substantial public interest. Phoenix Domestic abuse Services ensures it receives written advice from the agency as to the legal basis for the transfer of personal information that the agency is relying on.
Phoenix Domestic abuse Services also receives self-referrals from individuals who want to use our services.
In relation to other functions
Our service delivery to families is supported by a variety of other functions.
In order to comply with legal obligations and/or to ensure Phoenix Das’ reputation is safeguarded, we must take reasonable and appropriate steps to gather information about our stakeholders, for example where a significant sum is to be or has been donated. This means that we may gather personal information on individuals, accessing information sources which are already publicly available. This will help to give assurance for example that a donation is not from an inappropriate source and is in compliance with our ethical policy. Any personal information that we do collect will only consist of what is necessary for us to meet these requirements and will be processed in line the rights of the individual the personal information is about. Other personal information that Phoenix DAS processes is received direct from the individual concerned.
Do we use your personal information for automated decision making?
None of the operations Phoenix Das performs on personal information constitutes “automated decisions”.
Changes to this policy
In line with internal procedures, changing providers, best practice, or changing legal requirements, Phoenix Das reserves the right to make changes to this privacy notice and other aspects of its websites at any time. Please check this page regularly for any changes.