THE PARENT HOUSE

Privacy Notice

Privacy Notice

In this notice, we will tell you how we use and share your personal information and explain your rights

regarding how we do this. This applies to everyone with whom we work or interact.

Who are we?

We are The Parent House Trust, 55 Calshot Street, London N1 9AS.

What do “personal data” and other terms mean?

“data controller” means a person or organisation, who determines the purposes for which data is

processed and the manner in which it is processed: in this case, the Parent House.

“data privacy manager” means the person who manages data privacy procedures for the Parent House.

This is our Director, Gina Camputaro. For contact details, see “Contact us” below.

“data subject” means the person to whom the personal data relates.

“Parent House” means The Parent House Trust.

“personal data” means information or facts which are recorded about you, which directly or indirectly

identify you.

“processing” data or information means doing almost anything to it or with it, including obtaining,

recording or storing it or altering, transferring, consulting or destroying it.

“service-users” means the parents and carers who use or receive the services of the Parent House.

“staff” means everyone working with or for the Parent House who is remunerated, including students on

placement, whether or not they are remunerated.

"trustees" means everyone who sits upon the board of trustees to meet and oversee the Parent House.

“volunteers” means everyone working with or for the Parent House who is not remunerated: Volunteers

other than Trustees.

What kinds of personal data about you do we process?

The items of personal data about you that we process will depend on which of our services you use, or

how we work with or interact with you. They might include any of the following:

  • Contact information (such as name, address, email address, telephone number)

  • Biographical information (such as date of birth or family status)

  • Sensitive Data (such as ethnicity, gender*, health information*)

  • Status in the UK

  • Criminal Records (such as DBS checks)

  • Employment details (such as work history, education history, national insurance number, ID details eg passport)

  • Financial Information (such as benefit status, bank account details)

  • Emergency details (such as emergency contact, health care provider)

  • Miscellaneous details (such as photo, information on use of our services, information on role in Parent House)

 

What do we use your personal data for?

We use your personal data, where it is relevant, for the following purposes:

• To support our service-users, e.g. to put together a group for a course.

• To develop our work, e.g. to check whether a proposed course might be desirable.

• To promote our work, e.g. to improve our website (data will be anonymised unless we have your

specific consent beforehand to showing your photograph or name).

• To show impact of our work to funders/stakeholders (always anonymised).

• For safeguarding (protecting children and vulnerable adults).

• To ensure we are meeting our legal and regulatory obligations.

• For management and audit of our operations including accounting and payroll.

 

What are the lawful grounds for our processing of your personal data?

We will only use your personal data fairly and where we have lawful reason to do so. These are the lawful

grounds for our use of your personal data:

• Where you have consented, such as agreeing to the processing for the use of our services, or

agreeing to the use of your photograph or name in our publicity.

• Where it is needed to provide you with our services and to properly perform any contract with

you, including in relation to donations and sponsorship.

• To comply with our legal and regulatory obligations.

• For a task in the public interest.

• Where it is in our legitimate interest (and also fair and reasonable) to do so, such as:

o For management and audit of our operations including accounting and payroll

o To carry out monitoring and to show the impact of our work.

Occasionally we will collect sensitive personal data. We will normally only record this data where we have

your explicit consent, unless we are permitted to do so in other circumstances under data protection law.

 

Where do we get this personal data about you from?

We will collect personal data that you give us directly, through for example:

• Various registration forms you complete, such as our own forms or qualification forms.

• Parent House volunteers who meet you in the community.ARENT HOUSE

• Your emails, including any sent via our website.

• Your telephone calls.

• Your joining our mailing list.

• Your applying to us for a job.

• Photographs (any which you give us, such as for our publicity or for lanyards for volunteers).

• Catalysts Applications and petty cash payments when paid direct to you.

• Vouchers for Volunteering.

 

Third parties that we may collect your personal data from

We collect personal data about you from the following external sources, where applicable:

• UK Disclosure & Barring Service (DBS), often via Islington Borough Council.

• Healthcare professionals including social prescribers.

• Our payroll provider.

• localgiving.org for donors through our website.

• Job recruitment providers Which external organisations do we share your personal information with?

We may share information with the following for the purposes listed above:

• Qualifications providers – to register service-users to obtain accredited certificates if attending

training.

• UK Disclosure & Barring Service (DBS) application.

• Islington Borough Council – for some DBS checks, Children’s Services, and some employee

processes.

• Our accountants – for example where we pay you direct.

• Our payroll providers – for staff.

• Our IT support consultants - whilst we do not share your information with our IT provider, they

have access to our computers to support our IT needs.

• Our technology vendors – services such as Microsoft Office 365.

• Statutory authorities, such as HMRC (tax authority) for staff.

• National Health Service or Public Health England.

 

We use Microsoft Office 365 products, which are multi-tenant cloud services, for our internal

administrative and work use. Accordingly, internal documents and information generated by us are stored

in cloud services hosted within the European Economic Area (EEA). However, in some limited cases this

may change or we may need to use data processors that process and/or store data outside of the EEA.

Where data is transferred outside of the EEA, we will take reasonable steps to ensure that the recipient

protects your information through measures such as entering into a contract that includes clauses about

the adequate protection and use of data. Generally, we do not expect that your personal data will be

transferred outside of the EEA.

 

How and when can you withdraw your consent?

Where we are relying upon your consent to process personal data, you can withdraw this at any time by

contacting us: see “Contact us” below.

 

What should you do if your personal data changes?

You should tell us so that we can update our records. Are you obliged to give us your personal data?

No, but we won’t be able to provide you with a service or employ you if you don’t give us certain data.

However, there are some cases where providing some personal data is optional, and where that applies

we will make this clear.

 

For how long do we keep your personal data?

Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:

• For as long as we have reasonable need, such as during the time we are working with you or you

wish us to keep you informed of projects/services.

• For periods in line with legal and regulatory requirements or guidance.

 

What are your rights under data protection laws?

Under data protection laws and where applicable, you have the right:

• to request access to your personal data and to obtain information about how we process it;

• to have your personal data corrected if it is inaccurate and to have incomplete personal data

completed;

• to have your personal data erased (the “right to be forgotten”);

• to object to processing of your personal data;

• to restrict processing of your personal data; and

• to move, copy or transfer your personal data.

You have the right to complain to the Information Commissioner’s Office which enforces data protection

laws: https://ico.org.uk/make-a-complaint/.

 

Contact Us

If you have any questions about this privacy notice, or if you are dissatisfied with our treatment of your

personal data, or if you wish to exercise your rights or contact our data privacy manager you can:

come to see us at The Parent House, 55 Calshot Street, London N1 9AS; or write to us there; or telephone us on 020 7837 1383; or email us at info@theparenthouse.co.uk

Change Record

Date of Change 19 May 2025

Changed by Trustees/DP manager

Date approved by data privacy manager 19 May 2025