|
1. Why do we collect your personal data? Gothard Rowe is an independent, confidential service. To enable us to offer the best advice and support to you, we will need to collect personal data, and sometimes special categories (sensitive) of personal data, about you. 2. What data do we collect about you? • Your personal contact details, including date of birth, email address, phone number and details of your income and expenditure. • Information provided by you when requesting advice. This could include information about personal matters such as your personal finances, nationality, and health. 3. How do we collect data about you? We collect data about you in three ways: i. Directly from you (either via email, over the phone, budget sheets and in the course of advising you). ii. Directly from a third party whom you have given consent to share information with us. 4. How do we use your data? Your personal data will be used to: • Contact you in respect of an active case. • Act on your behalf, with the appropriate permission. • Manage your case record. • Provide reasonable advice services to you and support in progressing your case. • Carry out legal duties (including providing information to others where necessary – see Disclosures section below). We may also use your data anonymously (where your individual details cannot be identified) for monitoring and statistical analysis purposes. For example to enable us to identify key trends and patterns that will help us either plan enhancements to our service or undertake lobbying work to make recommendations for change with a third party (i.e. DWP, local council Landlord or letting Agent). 5. How long will we retain your data for? We will retain your personal data for a period of 1 year following the closure of your case, some high level data can be held for 6 years. In line with anti-money laundering rules (The Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017) set out in Regulation 40 (5) which require us to keep records for five years after the relationship ends 6. How will we ensure your data is kept securely? We will collect and securely store personal and special categories of data made available to the Advisors through reasonable application of our services. We use encrypted files and documents as well as a secure online storage system. Only staff of Gothard Rowe who need to access relevant personal data with be authorised and able to do so. Any emails or hand written notes relating to you will be securely destroyed once uploaded 7. Disclosure of your data Gothard Rowe may share your relevant personal data with the following bodies where we have a lawful basis to do so: Disclosure to: Details: Other Advisory Services, police, social services, local council 8. Your rights in relation to the data we hold You have the right to object to us processing your data in the way we have described in this policy. If you object to us processing your data, please be advised that we may only be able to offer general advice and we may not be able to undertake ongoing casework on your behalf. 9. Complaints If you are unhappy with how we have used your data, or if you've had a problem accessing your personal information or how we have handled your data. Please in the first instance contact Julie Ford who is the data protection office, if you are still unhappy with the process, please contact Information Commissioner Office on 0303 123 1113. Or visit the ICO website https://ico.org.uk/make-a-complaint/data-protection-complaints/ Quoting our registration number ZA562090 |