Privacy Policy 

Our contact details

Name: Eastbourne Wellbeing Ltd

Address: 69 Baldwin Avenue, Eastbourne, East Sussex, BN21 1UL

Phone Number: 07709 206382

E-mail: eastbournewellbeing@gmail.com

Data Protection Officer: Vicky Ripley

What type of information we have

We currently collect and process the following information using a personal information form, a mental health questionnaire (RCADS), and an evaluation form at the end of the wellbeing treatment:

  • Child/young person’s name, gender, date of birth, ethnicity, home address, school and year.

  • Child/young person’s preferred contact number and method of contact (can be a parent/guardian’s).

  • Child/young person’s e mail address (can be a parent/guardian’s).

  • The name and phone number of an emergency contact and their relationship to the child/young person, plus the number of a second emergency contact.

  • Whether the child/young person receives any other support, and if they do, what it is.

  • Whether the child/young person currently has a diagnosis.

  • Where the child/young person/parent/carer heard about Eastbourne Wellbeing.

  • If referred by the school, the school completes a referral form which has the information above, including the child/young person’s parent or carer’s name and email address, plus the name, phone number and e mail address of the person in school referring the child/young person to Eastbourne Wellbeing, the name of the person or organisation funding the wellbeing sessions and contact details for invoicing.

  • The school also indicates on the referral form the names of other agencies the child/young person currently receives help from, if they are on a waiting list for other support, the reason the school is making the referral, the impact the current difficulty is having on the child/young person’s life and what they hope the child/young person will gain from wellbeing sessions.

How we obtainthe information and why we have it

Most of the personal information we process is provided to us directly by the child/young person/parent/carer/school for one of the following reasons:

  • So that the information we hold is accurate and up to date

  • So that we can communicate with clients, their parent/carer and where agreed, with their school, throughout the course of the wellbeing treatment by phone, post or e mail.

  • So that we have emergency contact details of two people in case of emergency arising in the community, for example during a ‘wellbeing walk’

  • So that we are aware of other agency involvement, to ensure that Eastbourne Wellbeing can work effectively alongside other agencies for the benefit of the child/young person.

  • So that Eastbourne Wellbeing can make informed decisions about whether it is appropriate to accept a referral.

  • So that Eastbourne Wellbeing is aware of the reach within the local community and where people hear about the service.

  • So that Eastbourne Wellbeing can be aware of equality of opportunity across the service with regard to gender, ethnicity and age.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Consent. Clients are able to remove their consent at any time. They can do this by contacting: Vicky Ripley, Data Protection Officer.

(b) We have a legal obligation to keep records for 10 years, under the terms of our insurance.

What we do with the information we have

We use and store information in order to keep up-to-date records and to meet the terms of our insurance.

Information is shared only with named parties with the explicit agreement of the child/young person, their parent/carer or school, unless there is a legal or safeguarding exclusion. We reserve the right to disclose data to any third party with a legal right to request such information.

We comply with Data Protection laws in the UK and take all reasonable care to prevent any unauthorised access to and use of client data.  Data is kept confidential and is only used for the services agreed.

We do not operate mailing lists and client information is not be passed to any third-party organisation for marketing purposes.

Anonymised data, such as RCADS graphs, may be used to illustrate how this service measures client progress.

Anonymised comments from evaluation forms may be used for marketing purposes (e.g. at www.eastbournewellbeing.co.uk or on Facebook), but only by explicit agreement.

Website Privacy: We hold no responsibility for search engine tracking.  Individuals are able to contact us via our website direct to our webmail/phone and by doing so they consent to us using their information to contact them as appropriate for the service required.

How we store your information

Client information is securely stored on a password protected desktop computer/laptop computer and a backup is stored on an encrypted external hard drive. Paper-based notes are stored in a locked filing cabinet.

We keep notes and records for 10 years. We will then dispose of client information by permanent deletion of computerised records, and by shredding paper files.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at eastbournewellbeing@gmail.com; 07709 206382; 69 Baldwin Avenue, Eastbourne, East Sussex, BN21 1UL if you wish to make a request.

How to complain

You can complain via:

The Data Protection Officer, 69 Baldwin Avenue, Eastbourne, East Sussex, BN21 1UL

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113