Privacy & cookie policy
Who we are
We are Montgomeryshire Family Crisis Centre (MFCC), a specialist domestic abuse support provider based in Newtown, Powys.
We are a registered charity (1124411) and a company limited by guarantee (06553792).
If you have any questions about this Privacy Notice, please contact: Montgomeryshire Family Crisis Centre, Chapel Offices, Park Street, Newtown, Powys, SY16 1EE, email: enquiries@familycrisis.co.uk, tel: 01686 629114
What is ‘personal information’?
Personal information is information that MFCC holds about you which identifies you. This can include your name, date of birth and contact details and also things such as health details, or support needs if you are a client. For employees and suppliers it will also include bank details. MFCC may also record things such as religion or ethnic group if you are willing to share these with us. We may use photographs for publicity materials but only with specific consent.
How and why does MFCC collect and use personal information?
MFCC will only collect personal information that is absolutely necessary for the specific purpose. We collect, process and use personal information in different ways depending on who has provided it and for what purposes (see over page for more information).
MFCC is committed to protecting any personal information you provide to us. We have effective safeguards in place to protect against improper access, loss, misuse and alteration of personal data under our control.
We will never use any personal information for marketing purposes.
We do not use automated decision-making and no profiling is conducted by us by automated means.
We will not transfer any data out of the EU.
| Purpose of processing | Where we get the data from | Legal basis for processing | Who we will share your data with | How long your data will be held | |
|---|---|---|---|---|---|
| Clients | We use personal information to help us manage and perform our support duties, to keep you safe and to improve the services we offer. The nature of the data held will be fully explained. | From you;
From your parent / guardian (if under 16); From referring agencies; From other agencies involved with your family. |
Consent
Legal obligation (explicit consent2) |
Other agencies (but only with permission unless there is high risk of physical harm or a criminal act is about to take place). | 7 years from the date support ended |
| Current & former employees | Information will only be used for purposes directly relevant to your employment. | From you;
From referees; From DBS. |
Contract
Consent (employment2) |
Payroll provider, HMRC, pension provider, insurance provider. | 7 years from the date employment ended |
| Job applicants | Information will only be used to process your application and to monitor recruitment statistics. | From you. | Contract
(employment2) |
Referees, DBS (for successful applicants only). | 6 months after the recruitment exercise has been completed |
| People who contact us | We may record personal information provided to us by telephone, email, social media, in person or in writing. We will only use your information for the purposes you provided it for. | From you. | Legitimate interest1 | Dependent on the nature of the contact (and only with permission unless there is high risk of physical harm or a criminal act is about to take place). | No more than 2 years from the date the contact took place. |
| Supporters and Contacts | We will use your information to record and acknowledge your donation. We may also use it to keep you up to date about our work and to invite you to events. | From you. | Consent | Some information may be made public (e.g. via our website and annual report) but only with permission;
MyDonate (where used for electronic donations); HMRC (for gift aid). |
2 years from the date of the donation with no Gift Aid, or 6 years with Gift aid |
| Suppliers | We will only use information to enable us to carry out our obligations arising from the supply of products or services. | From you. | Contract | Information is stored on our sage accounting system and on-line banking system. | Our financial information is stored for 6 years. |
| Volunteers / Board members | Information will only be used for purposes directly relevant to your voluntary activities for MFCC. | From you;
From referees; From DBS. |
Legitimate Interest1
(explicit consent2) |
Companies House
Charities Commission (Board members only) |
7 years from the date the appointment ended. |
| Website visitors | We don’t use any third-party analytics services to monitor use of our website. The cookies we use are required for the site to function.
The web server obtains the IP addresses of all visitors, as is required for websites to function. The hosting platform stores access logs for three months. |
Web server | Legitimate Interest1 | Web server / your web browser | You are able to delete cookies at any time. |
1 this means that the processing of personal data is necessary for MFCC’s legitimate interests, except where the processing is unfair to you. Specifically, MFCC has a legitimate interest in running our organisation efficiently and planning for the future, and ensuring all of MFCC’s relevant legal obligations and responsibilities are met.
2 this is the additional legal basis required for processing special category data, e.g. race, religion, health, more sensitive data needing more protection.
Your rights
To be informed – you have the right to be fully informed about the processing of your personal data. All of the information you require should be here in this Privacy Notice but if you want to know anything else please ask.
Access – you can ask what information we hold about you and be provided with a copy. You may also ask where it came from, why we use it and who we have shared it with. Â We will respond to such requests within one month. There is no charge unless requests are particularly burdensome or excessive.
Rectification – if any of the information we hold about you is inaccurate or incomplete, you can ask us to correct it. We will respond to your request as soon as we possibly can and at least within a month of your request.
To object – if you wish to object to the way that we use, or have used, your personal data you may do so in certain circumstances. We will respond to your enquiry one month.
Erasure – you can ask for your personal data to be deleted in certain circumstances, for example if it is no longer needed, or consent has been withdrawn. We will respond to your request within one month of receiving it.
Restriction – you can ask us to restrict the use of your personal data in certain circumstances. This may be due to issues with the content of the information. We will respond to your request as soon as we can, and at least within one month.
Portability – you can ask us to send you, or another organisation, the information you have given to us in a format that can be read by computer.
To withdraw consent – where the processing of your data is based on your consent, you may withdraw this consent at any time.
What happens if you don’t provide your information?
If the legal basis for collecting your information is consent, you are under no obligation to provide the data. However, if you choose to withhold requested information, we may not be able to offer you certain services.
If the legal basis is contract then the individual is obliged to provide the data in order for the contract to be fulfilled.
Where the legal basis is legitimate interest it has been determined that the data is necessary in order to fulfil the particular purpose.
Complaints
Any complaints should be made to Montgomeryshire Family Crisis Centre, Chapel Offices, Park Street, Newtown, Powys, SY16 1EE.
Email – enquiries@familycrisis.co.uk  Tel – 01686 629114
If you want to complain about MFCC to a supervisory authority you can do so by contacting the Information Commissioner’s Office on 0303 123 1113.