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Privacy Notice

Introduction

This notice is issued by Relationships Coventry & Warwickshire to comply with UK data protection law and applies to Relationships Coventry and Warwickshire website, service delivery and all other aspects of business.

We are committed to protecting your personal data and being clear about how we collect your data, how we store it and what we do with it.

This notice explains what information we intend to use, how we use it, the legal reasons for using your information, and your rights under the law.

When we refer to “we,” “our,” or “us” in this policy, we are referring to Relationships Coventry & Warwickshire.

We are registered with the Information Commissioner’s Office in England as a data controller within meaning of the UK General Data Protection Regulation (UK GDPR) tailored by the Data Protection Act 2018. Charity Registration number: 1103470

We do not typically expect people under the age of 13 to use our website without guidance from an adult who has parental responsibility for them.

Anyone under the age of 13 years using our website please refer to the privacy notice specific to this age group.

Our role when we collect your personal information

Relationships Coventry & Warwickshire are registered under the General Data Protection Regulation (UK GDPR) 2016/679 as a data controller for the personal data collected during your participation in any of our services.

1. The type of personal information we collect

Depending on your interaction with us, we may collect and store the following types of personal information:

  • Personal identification information such as your name, date of birth and contact details
  • Special category data related to health, criminal convictions, and offences
  • Relationship status
  • Financial details including credit/debit card information
  • Details about your education and career

2. How we get your personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • To assess your eligibility and suitability for participation
  • To provide the relevant counselling programme and/or support service
  • To ensure your safety and well-being during the programme
  • To monitor and evaluate the effectiveness of the programme

We also receive personal information indirectly, from the following sources when we deliver services to you either on behalf of a funding organisation or in partnership with another service provider.

Choose-2-Change/Make a Change

We deliver the Choose-2-Change programme on behalf of Coventry City Council and in partnership with Coventry Haven Women’s Aid and Panahghar Safehouse. We may receive relevant information from any of these organisations which we may process to comply with legal obligations and any contractual arrangements.

Male Victims of Domestic Abuse

We deliver an adult male victim domestic abuse support service funded by The National Lottery Fund. We may receive relevant information from the partner organisations and professionals which we may process to comply with legal obligations and any contractual arrangements.

Wish Project

The Wish Project is a free and confidential support service in Coventry for children and young people affected by domestic violence and abuse who have an allocated social Worker. We may receive relevant information from the allocated social worker which we may process to comply with legal obligations and any contractual arrangements.

The Rise Service

Rise is a family of NHS-led services providing emotional wellbeing and mental health services for children and young people in Coventry and Warwickshire. It is made up of a number of different services, each led by mental health specialists. We may receive relevant information from the partner organisations and professionals which we may process to comply with legal obligations and any contractual arrangements.

Time 4 You schools

Time 4 You is a school counselling provision for children  and young people attending schools in Coventry and Warwickshire. We receive relevant information from School staff which we may process to comply with legal obligations and any contractual arrangements.

Other Ways

The other ways we collect your information will depend on your interactions with us, such as when you:

  • visit our websites. For example, we may store your location data or IP address
  • contact us directly by completing an enquiry form
  • give other professionals or organisations permission to share with us, the personal information they hold about you
  • apply for a job or work with us
  • register as a volunteer
  • enter into a contract with us
  • are photographed or filmed (for example, at a Relationships Coventry & Warwickshire event or group work)
  • register for an event, workshop, course, or training
  • make an enquiry
  • sign up to support a campaign
  • support our work through a donation
  • fundraise on our behalf
  • give us feedback or make a complaint
  • tell us your story (for example, as a media case study) or from other sources (such as through social media or information about you that is available in the public domain)
  • give permission for someone else to contact us on your behalf, such as when they make a query or a complaint on your behalf

Managing Client Payments

Relationships Coventry and Warwickshire is Payment Card Industry(PCI) compliant and uses a PCI compliant provider to collect payment data on our behalf; we do not store this data on our own systems.

If we ever need to collect your information in any other way than what we have told you in this Privacy Notice, we will tell you before we collect it.

3. Our lawful bases for processing your personal information

Under the UK GDPR, we must have a lawful basis for processing your personal information. Sometimes there may be more than one lawful basis depending on the information we process. Our lawful bases for processing your information when we deliver our services to you include:

  • You have given us your explicit consent. You can decide at any time that you no longer want to give us your consent. You can do this by contacting our Data Compliance Officer on info@relationshipscw.org
  • We have a contractual obligation.
  • We have a legal obligation.
  • We have a vital interest, which involves us processing your information to preserve someone’s life.
  • We need to process your information to perform a public task.

Special Category Data

Special category data is information about you that needs extra protection because it is sensitive.

The UK GDPR defines special category data as:

  • personal data revealing racial or ethnic origin
  • personal data revealing political opinions
  • personal data revealing religious or philosophical beliefs
  • personal data revealing trade union membership
  • genetic data
  • biometric data (where used for identification purposes)
  • data concerning health
  • data concerning a person’s sex life; and
  • data concerning a person’s sexual orientation

This does not include personal data about criminal allegations, proceedings, or convictions, as separate rules apply.

Whenever we process special category data, we implement appropriate safeguards to protect this information, including access to authorised personnel, using encryption, and ensuring data minimisation and retention policies are followed. We only collect sensitive data like this where it informs the provision of the service to you.

Where required we will ask for your explicit consent to process this data and clearly explain the purpose for which it is being collected and used.

4. Instances when we may share your personal information with others

We may share your personal data with the following parties for the purposes mentioned above:

  • Local authority
  • Other organisations with which we work in partnership to deliver the relevant counselling/support programmes
  • Third-party service providers who assist in programme administration and/or  service delivery (only on a need-to-know basis)
  • We are legally bound to disclose your personal information, for example, to further criminal investigation or to keep you safe if we believe you or someone else is at risk of serious harm or abuse.

5. How long we hold your data for

We will retain your personal data for no longer than necessary to fulfil the purposes outlined in this privacy notice, in accordance with applicable laws and regulations as set out in our retention policy.

6. Your Rights

As a data controller we must ensure that the rights you are granted under UK data protection law are protected and we must allow you to exercise them at any time. So, we must:

  • Remove from our records any of your personal information whenever you ask that we do so. This is known as the right to erasure. It is also commonly called ‘the right to be forgotten.’ There are exceptions to this right, such as where we are required buy another UK law to keep that information.
  • Stop processing or reduce how we process some of your personal information if you ask us to. When you exercise this right, we are required to keep sufficient information about you so that we can tell that you have asked to exercise this right. This is known as the right to restrict processing.
  • Make your personal information available to you if you ask us to and we must provide it in a format that makes it easy for you to give it to another organisation if you so wish. This is known as the right to data portability.
  • Not process your personal information at all if you ask us not to, especially when we use that information for direct marketing processing. However, in some cases, we may be able to continue processing your information if we have compelling reasons to do so. This is known as the right to object.
  • Always make sure that a human being is involved anytime we make decisions that have a legal or significant impact on you. We are also not allowed to use profiling to make such decisions, except in certain circumstances. This is known as the right not to be subject to automated decision-making including profiling.

We will not charge you for either considering or complying with a request unless it is deemed excessive in nature. We will ask for proof of identity and upon this being successfully verified you are entitled to obtain the following information about your personal data:

  • The purposes of the collection, processing, use and storage of your personal  data
  • The sources of the personal information if it was not obtained from you.
  • The categories of personal data stored about you.

WITHDRAWAL OF CONSENT

You have the right to decide at any time that you no longer give us your consent to process your personal information. If you do so, we must stop processing your information unless there is one or more compelling reasons, imposed by law or the specific circumstances, for us to continue to process your information. In such situations, we will explain what those compelling reasons are.

7. Data Security

We implement appropriate technical and organisational measures to ensure the security of your personal data and protect it against unauthorised access or disclosure.

8. Contact Information

If you have any enquiries, concerns, or wish to exercise your rights related to your personal data, please contact our Data Protection Officer at tracy.murphy@relationshipscw.org

By Post: Data Protection Officer, 1110a Elliott Court, Coventry Business Park, Herald Avenue, Coventry. CV5 6UB

If you ever feel that we have not granted you any of these rights when you ask for them, or you are unhappy about how we handled your request, you are entitled to complain to the Information Commissioner's Office (ICO). Information Commissioner's Office

We will update this Privacy Notice if any of the circumstances described above changes, and we will publish any changes on our website. We recommend reviewing this Privacy Notice regularly to stay informed about any changes.

Date of last update: 30/06/2025

 

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