Visyon has a responsibility to keep all of your personal information safe. This page talks about how we handle your personal information.
If you have any questions about anything relating to Visyon’s use of data, please contact us by emailing firstname.lastname@example.org, by phoning 01260 290000, or by writing to Visyon, Fellowship House, Park Road, Congleton, Cheshire, CW12 1DP.
Please note that this page does not relate to the personal data of our supporters. Data we collect and store relating to Visyon’s supporters is subject to different legal obligations. You can find information about this here .
What is personal information?
Personal information is anything that would allow us to identify you in some way, like your name or address, or your Visyon account details.
Whenever you talk to Visyon it’s confidential. But sometimes we might need to tell someone outside Visyon. We may do this if:
- you agree to us talking to someone outside Visyon as part of our work together
- we believe your life or someone else’s may be in danger
- you or someone else is being hurt by another person
- you tell us that you're seriously harming another person.
- we are ordered to by a court of law
What information do Visyon collect and why?
Visyon collects personal information (such as your name, age, address, contact details) so that we can identify and communicate with you in order for us to work together. This may be to provide you with services, support or information that you have requested.
We also collect and record sensitive personal information (such as ethnicity, your personal circumstances). We do this to ensure that we are able to offer you safe and suitable services. We may also be given information about you from other sources, when they have your permission to share information about you.
When you work with Visyon, we will keep notes of our work so that we can provide you with the best service to meet your needs. We will only keep information that is relevant to the support we are providing to you.
Visyon also wants to ensure that we are offering the most effective services possible. In order to do this we measure our effectiveness, we require evaluations, reports or request feedback from you before, during and after your work with us.
From time to time we may ask you to check the accuracy of the information we keep about you. If you think we have got something wrong or some of your information has changed, please tell us and we will make corrections.
Visyon does not require your consent to keep information, we have a legal requirement to keep records of our work to fulfil our safeguarding obligations.
Keeping your records and information
We respect your privacy and will keep your information safe and secure on a database which is looked after for Visyon by an organisation called GMCVO. All of your information which Visyon keeps is stored on servers which are in the UK. None of your information is kept in other countries.
Sometimes in the course of our work we will need to make notes or other written records. This often happens if we see you at your school or outside of Visyon’s premises. We will always transport your information in a sealed container and transfer it to our database as soon as possible. Once the information has been transferred we will destroy the original.
We also use our database to collect anonymous information to help us improve Visyon. We might share this to help people understand what young people are saying. For example, to say how many young people are contacting us about being bullied.
Visyon is a charity and is given money by other organisations to do our work. Those organisations ask us to give them reports of our work. We will use some of your data in those reports but all of the information we give them is anonymous.
How long will Visyon keep my records?
If you contact us and decide that you don’t wish to come to Visyon or if it is the wrong service for you, we will keep your records for 6 months after which they will be destroyed( unless there is another reason to retain them such as if we are concerned for your safety.)
If you are under 25 when you work with Visyon: We’ll usually keep a record of your Visyon contact until you are 25 or for 7 years, whichever is longer. If you’ve had a care order or you have been adopted, we will keep this record for 75 years.
If you are a parent or legal guardian: We will keep your records for seven years unless they form a part of your child’s record, in which case they will be kept until your child is 25 or for 7 years, whichever is longer. If your child has had a care order or has been adopted, we will keep this record for 75 years.
Can I have a copy of my records?
Yes you can. You just need to ask us to get the process started. You do this by emailing our data protection officer who is named Brian Davey at Brian.Davey@visyon.org.uk . We will need to see proof of your identity and if you are under 13 we will need your parent’s consent.
If you are under 13 your parent or legal guardian may ask to see your records. We may require proof of their parental responsibility status before we release your information to them.
We will only release your information to a person other than yourself if it is safe to do so.
It’s also important to think about whether requesting your records is the right decision for you. And to get support if you do decide to read your notes. Reading over a conversation you had with us in the past could be upsetting. We will support you through the process if that is what you want.
The accuracy of your information is very important and you have a right to challenge any of the information we keep about you. We will correct information promptly or in some cases record your disagreement once we are aware of this.
We will give you copies of your records within 30 days and there is no charge.