Bradford Nightstop Privacy Notice - Young People

Bradford Nightstop (BNS) takes its responsibilities under the Data Protection Act 2018 seriously and we will process all personal data lawfully, fairly and in a transparent manner. 

What is this information?

We may collect some or all of the following information about young people in connection with the provision of emergency overnight accommodation. 

• Full name 
• Email, Landline and Mobile telephone numbers 
• Date of birth and age 
• Risk assessment information including a police check, which may include criminal records, to assess if Bradford Nightstop is the right service for you. 
• Medical information and disabilities so we can manage your stay. 
• Next of kin details

Monitoring information as recorded on the referral form.
Last school

We cannot operate without collecting, holding, and managing personal information or provide young people with a service.

We will collect the minimum of personal data from you that is needed to operate safely and effectively.  

What is ‘person identifiable data’?

Some of the data we collect is known as 'person identifiable data' ie it is data that could identify a specific individual.  The following are classified as person identifiable: Name, age, address, postcode, place of birth, date of birth, gender, or any information about an individual that can be used directly, or in connection with other data, to identify, contact or locate that person.  

At the first point of referral young people are asked to sign the following:- 

To make sure Nightstop is right and safe for you and our volunteers we collect, share and store personal and sensitive information about you. This information is reviewed regularly. We store this information securely in our office and electronically. I understand and give Nightstop permission to manage my information. This is in accordance with the Bradford Nightstop Privacy Notice which is available at referring agencies and on the Bradford Nightstop website. 

SIGNED:                           NAME:                                                     Date ____________  (electronic signature is fine)

This Privacy Notice provides details of how we collect and use information about young people.

What is the lawful basis under which BNS collects and uses this information? 
Under Article 6 of the GDPR (General Data Protection Regulations), BNS collects and uses this information under powers of Consent, whereby individuals give clear consent for us to process their personal data for a specific purpose.  

Why do we use this information? 
We use this information to help us safely operate and ensure that you benefit from our service.  

Who are we likely to share this information with?

• All the information we hold on young people will be accessible to BNS office staff, our referral team, out of hours support team and volunteer hosts as necessary to help them perform their duties.  Staff and volunteers agree to ensure personal data is respected and handled sensitively.  The safe waiting place and taxi are given the young person’s name (and if necessary, their DOB) to ensure the right young person is picked up/given a meal (if the young person wants/consents to this service).
• Telephone Contact Persons (TCPs) and the Out of Office Support Team manage more detailed information.  
• Partner agencies are given all the  information necessary for a young person to move on but not police check information.
• Some personal data is entered onto the DePaul database (National Nightstop Charity).  This information is used to create anonymised reports which helps manage National Nightstop delivery. National Nightstop will not use this data to contact young people.
• Apart from the above we will not share young person’s data with anyone outside BNS unless they demonstrate a valid legal reason. Where information is necessary to protect someone’s life, the regulations allow ‘vital interest’ to be claimed as a reason for disclosing personal data.

How do we keep this information secure?

• Paper records are stored in the BNS office in secure locked cabinets.  The office is always locked when unoccupied .
• Electronic information held in the office is also kept on staff computers secured by an access code.  It is regularly backed up onto a secure uk based data centre.
• Some information will be held on the BNS secure website.  This is a VPN (Virtual Private Network) and is safe. 

How long do we keep this information? 

• Information is retained no longer than necessary and will be destroyed as soon as is practicable, although for financial and safeguarding reasons we may be obliged to hold on to some information longer and this could be for life.
• When the information is no longer required: 
• BNS staff and volunteers will permanently delete all relevant electronic records. 
• BNS staff and volunteers will destroy all paper records by burning, using a cross-cut shredder to the relevant BS standards, or returning to the office by hand for secure shredding.

What are your rights?

YP can choose not to share information with BNS but this may mean that they won't be able to use the service. After using BNS, an individual can ask for their personal data to be destroyed; this will be done unless we are obliged to keep the information for safeguarding, financial or legal reasons.  

Young people have eight rights under data processing legislation - the four most important are:

• The right to be informed (ie to be told that we are holding information about you)
• The right of access (to see the information we are holding)
• The right to rectification (information must be corrected if it is wrong)
• The right to erasure (information to be destroyed when it is no longer needed).

You also have:

• The right to restrict processing in certain circumstances
• The right to data portability, which allows you to obtain and reuse your personal data across different services
• The right to object to processing in certain circumstances
• Rights in relation to automated decision making and profiling

 Subject Access Requests (SAR)

You have a right to access the information we keep about you.  You can ask us to share the information with you and we will do this, free of charge, within a month of your request. 

Questions and Complaints

If you have any questions about our use of your data or wish to discuss your rights in relation to opting out from these processes or report a data breach, please contact the Data Protection Officer (DPO). The DPO can be contacted by email at Turn on Javascript! or by post to Culture Fusion Building, 125 Thornton Road, Bradford, West Yorkshire.  BD1 2EP.   

You also have the right to complain to the Information Commissioners Office (ICO) by visiting their website: https://ico.org.uk/concerns/ and registering a complaint or calling the ICO on 0303 123 1113