Privacy Policy

Who we are

Our website address is: https://seansplace.org.uk.

Sean’s Place Full Privacy Notice

What information we collect

Depending on how you engage with Sean’s Place, we may collect and process personal information including:

Your name, contact details and other identifying information.
Referral information and information about how you were referred to us.
Information about your physical or mental health, wellbeing and support needs.
Information about disabilities or reasonable adjustments you may require.
Risk, safeguarding and safety information where appropriate.
Records of contact and communication with Sean’s Place.
Information about your attendance, engagement and the support or activities you access.
Wellbeing and outcome information where relevant to the support we provide.
Emergency contact or next-of-kin information where this is provided to us.
Complaints, feedback and correspondence with Sean’s Place.

We only collect and use information that is relevant and necessary for the purposes for which it is being processed.

How we use your information

We use your information to:

Process and manage referrals.
Assess whether Sean’s Place is the right service for you.
Deliver appropriate support and interventions.
Develop safety plans and manage identified risks.
Safeguard you, our staff, volunteers and other service users.
Maintain accurate records of the support we provide.
Meet our legal, regulatory and contractual obligations.
Monitor and improve the quality of our services.

Our lawful basis for using your information

Under UK data protection law, Sean’s Place must have a lawful basis for processing personal information. The lawful basis we rely upon will depend on the circumstances and the reason the information is being processed.

These may include:

Your consent, where consent is appropriate.
Processing that is necessary for us to meet a legal obligation.
Processing that is necessary to protect someone’s vital interests.
Processing that is necessary for our legitimate interests or those of another person, where those interests are not overridden by your rights and interests.

Some of the information we process, particularly information concerning physical or mental health, is special category personal data. Where we process this information, we will only do so where an appropriate condition under UK data protection law applies. This may include processing necessary for the provision or management of health or social care, protecting vital interests, establishing or defending legal claims, or where you have given explicit consent where this is the appropriate basis.

Information we may receive from other organisations

Where appropriate and necessary for the safe delivery of our services, Sean’s Place may receive or review relevant information from partner organisations, including NHS services, GPs, local authorities and other health or social care providers. This information will only be accessed or shared where there is a lawful basis to do so, in accordance with applicable data protection legislation and any relevant information sharing agreements.

This may include information that helps us:

Assess suitability for support.
Understand any reasonable adjustments that may be required.
Manage risks relating to an individual’s safety or the safety of others.
Coordinate care with other professionals where appropriate.

Sharing your information

We treat your information confidentially and will not share it unnecessarily.

However, we may need to share information with appropriate agencies where:

You have given us permission to do so.
There are safeguarding concerns.
There is a risk of serious harm to yourself or another person.
We are required to do so by law.
It is necessary for the provision and coordination of care

Who we may share information with

Where it is necessary and lawful to do so, personal information may be shared with relevant organisations or professionals involved in providing or coordinating support, safeguarding individuals or meeting our legal responsibilities. Depending on the circumstances, this may include NHS services, GPs, health or social care professionals, local authorities, emergency services, safeguarding organisations, professional advisers, regulators or other organisations where there is an appropriate lawful basis for sharing the information.

We will only share information that is necessary and relevant for the purpose for which it is being shared.

Research, evaluation and service improvement

Sean’s Place is committed to understanding the impact of our services and continually improving the support we provide. We may use information about the use and outcomes of our services for monitoring, evaluation, research and service development purposes. This may include information such as referral routes, demographic information, attendance and engagement, types of support accessed and wellbeing or outcome measures. Where information is shared with external research or evaluation partners, such as universities, we will anonymise the information wherever possible so that individuals cannot be identified from the information provided. We will only share the minimum information necessary for the agreed purpose and appropriate data protection, confidentiality and information-sharing arrangements will be in place. Where identifiable personal information is required for research or evaluation purposes, we will ensure that there is an appropriate lawful basis and obtain consent where this is required.

How we keep your information safe

We take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, misuse or disclosure.

Access to personal information is restricted to staff and authorised volunteers who require it to carry out their role.

How long we keep your information

We will only keep your information for as long as necessary to provide our services and to meet our legal, regulatory and contractual responsibilities. Records are securely disposed of when they are no longer required.

International transfers

Where Sean’s Place uses organisations or systems that process personal information outside the UK, we will ensure that appropriate safeguards are in place as required by UK data protection law.

Automated decision-making

Sean’s Place does not use solely automated decision-making or profiling to make decisions about whether an individual can access or receive support from our service. Decisions about referrals, suitability and support are made with human involvement.

Your rights

Under UK data protection law, you have the right to:

Request access to the personal information we hold about you.
Request correction of inaccurate or incomplete information.
Request that we restrict or object to certain types of processing where applicable.
Request deletion of your information where there is no legal reason for us to retain it.
Make a complaint if you believe your information has not been handled appropriately.

Please note that information originating from another organisation (for example NHS clinical records) remains the responsibility of that organisation, and requests for copies of those records should be directed to the relevant organisation.

Where your information comes from

Most personal information we process is provided directly by you or through a referral made to Sean’s Place. We may also receive relevant information from organisations or professionals involved in your care or support, including NHS services, GPs, local authorities and other health or social care providers, where there is an appropriate lawful basis for doing so.

Where you make a Subject Access Request, you are also entitled to certain supplementary information about how your personal information is processed. The information contained within this Privacy Notice is intended to provide information about the purposes of processing, categories of personal information, potential recipients, retention, sources of information, your rights, automated decision-making and relevant international transfers.

Contact us

If you have any questions about this Privacy Notice or how your information is used, please contact:

Sean’s Place
Email: info@seansplace.org.uk

If you remain unhappy with how your information has been handled, you have the right to contact the Information Commissioner’s Office (ICO).

Website: www.ico.org.uk
Helpline: 0303 123 111

The cookies we use

We use the categorisation set out by the International Chamber of Commerce in their UK Cookie Guide. We use all four categories of cookies:

Strictly necessary cookies are essential for you to move around our website and to use its features, like our donation page and your account.

Performance cookies collect anonymous information about how you use our site, like which pages are visited most.

Functionality cookies collect anonymous information that remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.

Targeting or advertising cookies collect information about your browsing habits in order to make advertising relevant to you and your interests. As such if you visit the Sean’s Place website you may then be more likely to see adverts about Sean’ Place work on other websites as your browsing suggests that this is an area of interest.

No cookies, please

You can opt out of all our cookies (except the strictly necessary ones). But, if you choose to refuse all cookies, our website may not function for you as we would like it to. If you have any questions about how we use cookies, please contact us.