Interpretation and Definitions.

Interpretation

The words of which the initial letter is capitalised have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions 

Country refers to: United Kingdom

Company/Service (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to New Leaf Family Services, Grosvenor House 11 St Paul Square Birmingham B3 1RB.

Device means any device that can access the Service such as a computer, a mobile or a digital tablet.

Terms and Conditions (also referred as “Terms”) mean these Terms and Conditions that form the entire agreement between You and the Company regarding the use of the Service. 

Third-party (third parties) means any other professional/individual that requires access to your information for legitimate reasoning.

Third-party Social Media Service means any services or content (including data, information, products or services) provided by a third-party that may be displayed, included or made available by the Service.

Website refers to New Leaf Family Services, accessible from https://www.nlfs.org.uk

You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

  1. Information that we collect:

In order to provide our services and for the other purposes set out in Use of Information below, we collect and process Personal Data from the users of our Service. We may collect the following information:

    • Personal information such as, but not subject to, your name, email address, postal/mailing address, phone numbers, date of birth. 
    • Sensitive Personal Data
    • Attendance information such as how many sessions you have/not attended, how many times you have/not been late etc.
    • Safeguarding incidents/concerns 

1.1 From time to time and as permitted by applicable law(s), we may collect Personal Data about you and update any existing Personal Data that we currently hold from any other third-party sources. 

We collect information from

  • Self-referral forms
  • Referrals from organisations e.g., Cafcass, Solicitors, Courts
  • Pre-visit checklist

1.2 We also reserve the right to collect information from telephone conversations, emails and written and verbal communications and from records/reports of the contact sessions.

  1. How we use your information.

Your Personal Data may be used in the following ways:

  • To provide our services to you,
  • To respond to your requests and inquires,
  • To improve our services,
  • To request your participation in surveys, or any other initiatives which helps us to gather information used to develop and enhance our services, 
  • To comply with applicable law(s) (for example, to comply with a search warrant or court order) or to carry out professional ethics/conduct investigations,
  • To enable us to provide, to maintain our own accounts and records and to support and manage our staff.
  1. Consent and Lawful Processing of Data.

Our legitimate interests, which include processing such as Personal Data for the purposes of 

  • Providing and enhancing the provisions of our services. 
  • Administration and programme delivery.
  • For dealing with medical needs – any information that you provide must have had explicit consent to use.
  • All other cases: that is necessary for our legitimate interests which are to run the contact sessions.
  1. How long will we keep your information?

File Type

Retention Period

Staff files and staff references 

Six years after work ceases 

Disclosure and Barring Service Certificate (formerly known as Criminal Records Bureau disclosures certificates) obtained as part of the vetting process.

The actual disclosure form must be destroyed after six months. However, the service keeps a record of the date of the check, the reference number, the decision regarding vetting and the outcome. 

Contact- Referrals with court orders or CAFCASS involvement, pre-visit forms and attendance records.

Securely disposed of after three years unless there is or has been a safeguarding protection issue.

Contact- Self-referrals with pre visit forms, attendance records but NO court order or CAFCASS involvement.

Securely disposed of after one year unless there is or has been a safeguarding protection issue.

Accident books and paperwork relating to safeguarding or child protection issues regarding a specific child.

Should be kept indefinitely as children can request this information up to the age of 25 years.
  1. Sharing and Disclosure to Third Parties.

We may disclose your Personal Data to third parties from time-to-time under the following circumstances:

  • You request or authorise the disclosure of your personal details to a third party.
  • The information is disclosed as permitted by the applicable law(s) and/or in order to comply with applicable law(s) (for example to comply with a search warrant or court order).
  • The information is provided to service providers who preform functions on our behalf.
  • Hosting providers for the secure storage and transmission of your data
  • Legal and compliance consultants, such as external counsel external auditors.
  • Technology providers who assist in the development and management of our web properties. 
  1. Subject Access/User Rights.

As a user, you are subject to the following rights:

  • The right to be informed of the use of your Personal Data
  • The right to access and/or to require the correction or erasure of your Personal Data
  • The right to block and/or object to the processing of your Personal Data
  • The right to not be subject to any decision based solely on automated processing of your Personal Data
  • In limited circumstances, you may have the right to receive Personal Data in a format which may be transmitted to another entity.
    1. if you have a complaint in relation to the processing of your data carried out under this Privacy Policy, you have the right to lodge a complaint with the Information Commissioner’s Office. 
    2. You may seek the exercise any of these rights by updating your information by sending a written request to New Leaf Family Services.
  1. Information Security.

We are working to protect your personal information that we hold, its confidentiality, integrity and availability. 

  • We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to systems.
  • We restrict access to personal information to contact workers subject to strict confidentiality obligations and may be terminated if they fail to meet these obligations.
  • We have Security Information Policy in place which defines the measures we take to protect your personal information. We use a combination of technology and procedures to ensure that our paper and computer systems are protected, monitored and are recoverable.
  • We only use third party service providers where we are satisfied that they provide adequate security for your personal data.
  1. Compliance and cooperation with regulatory authorities.

We regularly review our compliance with our Privacy Policy. If we receive formal written complaints, we will contact the person who made the complaint to follow up. 

  1. Changes.

Our Privacy Policy will be reviewed annually and may change from time-to-time. We will not reduce your rights under this Privacy Policy without your explicit consent.