Vineyard Fostering Privacy Policy

Vineyard Fostering Limited is a company incorporated in England and Wales. We are the Data Controller of the information you pass to us and process such information in compliance with the Data Protection Act 2018. 

This Privacy Policy sets out how we collect personal information from you and how this information is processed by us. 

Personal information is, ‘any information relating to an identified or identifiable natural person’. This could be your name, address or information of your circumstances. We are committed to protecting personal information passed to us through our website or other online or social media platforms. 

By visiting our website and submitting your personal information, you are accepting and consenting to the practices described in this Privacy Policy. 

How we obtain your information

We obtain personal information from numerous sources. 

You may give us information about yourself by completing our enquiry forms on the website or by contacting us to send you information. The information you give us may include your name, email address, address/location and phone number. We will retain this information while we are corresponding with you or providing services to you or to a service user you represent.

We may collect the following information about you when you visit our website:

• Technical information, including the Internet Protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and
• Information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from the website (including date and time), page response times, website errors, length of visits to certain pages, page interaction information, methods used to browse away from the page and any phone number used to call us.

Information we receive from other sources may include information we receive about you during your application process, from referees during a recruitment process, local authorities when sending out referrals, other websites or social media platforms etc. 

Categories of information we collect

We may process different categories of information including:

• Personal information such as your name, title, marital status, date of birth, gender, disability, sexual orientation, criminal convictions, racial or ethnic origin, religious or other beliefs. 
• Circumstantial and transactional data such as fostering records, supervision notes, assessment information, annual reviews, etc.
• Contact information such as telephone or mobile number, email address, home address.
• Family details such as contact details and relationship with the child.
• Financial information such as bank details.
• Information about safeguarding or special educational needs.
• Sensitive personal information such as information about your physical or mental health, alleged commission of, or conviction for, criminal offences, religious affiliation. We will process any such information with your consent or where the law permits us to.
• Technical data such as Internet Protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the device you use to access our website.

• Profile data such as your username and password, your interests, preferences, feedback and survey responses.
• Marketing and communications data such as your preferences in receiving marketing information from us and third parties.
• Aggregated data such as statistical or demographic data. 

Aggregated data may be derived from your personal data, however, it does not reveal your identity unless combined with personal information which can directly or indirectly identify you, in which case it becomes personal information and is processed in accordance with our Privacy Policy.

Please note that the above is not an exhaustive list.

Why we process your personal information

We will only use your personal information with your consent or when permitted by law. Typically, we will use your personal data in the following circumstances:

• In order to perform a contract we are about to or have entered into with you and to fulfil our obligations under the contract, for example, to undertake a foster carer assessment, to ensure that the children or young people are properly matched with foster carers who are able to support them to meet their educational, social and emotional needs and achieve their best outcomes.
  Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests.

To run promotions and surveys in order to improve our services.

To keep a record of any communications between us and you to help us fulfil your requests and offer communication relevant to you.

How we use your Information

Vineyard Fostering may use the information we receive from, and/or collect about you to:

• Fulfil our obligations under any contract that we have entered into with you and to provide you with information or services that you have requested.
• Send you newsletters and marketing information if you have consented to us doing so.
• Notify you of products and services that we feel may interest you or permit third parties to do so if you have provided the appropriate consent.
• Monitor website usage and provide statistics to third parties for the purposes of improving our website and our services.

Vineyard Fostering processes personal information for the purposes of its legitimate interests including the following:

• To identify and prevent fraud.
• To ensure the security of our network and information systems.
• To better understand how people interact with our website.
• To determine the effectiveness of promotional campaigns and advertising.

Your personal information is accessed on a ‘need to’ basis by relevant staff members.

We will not share, sell or distribute any of the information you provide to us (other than as set out in this policy) without your prior consent, unless required to do so by law.

Third party sites

Our website may contain links to third party websites where you may be able to purchase products and/or services.

These are provided for your convenience only and we do not check, endorse, approve or agree with such third-party websites nor their products and/or services. We have no responsibility for the content, product and/or services of those websites. 

Please ensure that you review all terms and conditions and the Privacy Policy of any such third-party websites before use and before you submit your personal information.

How safe is your information?

Protecting your privacy is important to us and we make every effort to secure your information and maintain your confidentiality in compliance with the Data Protection regulations. 

Our website is protected by security technology designed to protect your information from any unauthorised or unlawful access, processing, accidental loss, destruction and damage. 

Where you have a password which enables you to access certain parts of the website, you are responsible for keeping this confidential and not share with anyone.

Personal information held by us are stored on secure computer systems with access control. Our staff receive data protection training and have data protection policies and procedures in place which they are required to adhere to.

Where external companies process personal data on our behalf, we undertake checks to ensure these companies are operating in compliance with the Data Protection regulation and in line with our expectations and requirements.

Disclosure of your information

Information sharing with other stakeholders will be undertaken in accordance with the Data Protection Act 2018.

We may share your personal information where:

• We need to comply with a legal or regulatory obligation
• We are obliged to assist Ofsted with their inspections
• The law requires, for example, sharing information with Local Authorities in ensuring suitable placements for looked after children
• It is necessary for us to carry out a task in the public interest.
• We consider that a child or vulnerable person may be at risk of harm.
• We believe use of your information is necessary in order to protect the vital interests of a young person or another person.

Specifically, information may be shared with:

• Placing Local Authorities
• OFSTED
• Law enforcement agencies such as the Police and courts or tribunals
• Data processors who work on our behalf (e.g., database systems providers, security companies, training providers etc.)
• Other professionals such as Therapists, medical staff, education support etc. 
• independent persons working on our behalf (e.g., sessional support workers, panel members)
• independent agencies, who may or may not work on our behalf (e.g., Foster Talk, the Information Commissioner’s Office)
• Family and representatives of the person whose personal information we hold.

Where we store your personal information 

The information we collect is stored securely and not transferred to, or stored at, a destination outside the European Economic Area (“EEA”).  

Vineyard Fostering will take all steps reasonably necessary to ensure that your information is processed securely and in accordance with our Privacy Policy and that our suppliers do not transfer your personal information outside of the EEA or to regions which do not have adequate Data Protection legislation.

Your rights in respect of your information

The Data Protection regulation gives you the right to request access to information we hold about you. If you wish to access your information, please contact us via the ‘Contact Us’ form on our website or send us an email at dpo@vineyardfostering.co.uk.

Please note that we will ask for copies of your identity documents to prove your identity before we act on your request. Please make your request clear and specific to enable us to locate your information as quickly as possible. 

We will process your request within one month of receipt, or we will let you know within that time if we need more information from you. We will process your request free of charge.

Please note that the right of access is not absolute, and your information may fall within the exemptions under the law. 

If any of the information you provide to us changes, please let us know as soon as possible so that we can rectify your information on our database. If you wish to make any changes to your information, please contact us via the ‘Contact Us’ form on our webpage or by email to dpo@vineyardfostering.co.uk

Additional rights you have as a data subject under the law includes: 

• The right to be informed
• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling.

More information about these rights can be found on at www.ico.org.uk  

How long we will keep your information for

How long personal information will be retained for depends on the type of information it is and what it is being used for. 

We will only retain your personal information for as long as it is required in relation to the purposes for which it was originally obtained or based on regulatory requirements. 

To request that your information is deleted or if you wish to restrict, or object to the processing of your personal information, please contact us via the ‘Contact Us’ form on our webpage or at dpo@vineyardfostering.co.uk  

If you are unhappy

If you have any concerns or complaints about our use of your personal information, please contact us in the first instance at dpo@vineyardfostering.co.uk or write to us at Vineyard Fostering, Hart House, Kimpton Road, LU2 0LB.

If you are not satisfied with our resolution of your complaint, you also have the right to complain to the relevant supervisory authority in your jurisdiction. In the UK, the supervisory authority is the Information Commissioner’s Office (ICO). 

Contact details for the ICO can be found at https://ico.org.uk/.

If you have any further queries or comments on our Privacy Policy, please contact us via the ‘Contact Us’ form on our website or by email at dpo@vineyardfostering.co.uk  

Review

We will review this privacy policy periodically and update as required, therefore, we recommend that you revisit this information from time to time. 

This version was last updated February 2021.