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The law is changing from 25.05.18 about how we handle your personal information

The law is changing from 25.05.18 about how we handle your personal information

From Friday 25.05.18, changes to data protection laws across Europe mean that any organisation that handles your data, including Venus, have to make sure they follow strict rules about how they store and use your information.

To help you understand how Venus will manage your personal and sensitive information, please see here our Privacy Notice.

What is personal data?

Personal data relates to a living individual who can be identified from that data.  Identification may be via the data alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.  The processing of personal data is governed by the General Data Protection Regulations 2018.


Who are Venus and what do we do?

Venus Working Creatively With Young Women (known as Venus) is a registered charity and company limited by guarantee.  Venus is the Data Controller.  This means we process and hold your personal data.


Venus’ vision

Well, happy and fulfilling lives that offer justice and safety for women, children, young people and families


Venus’ mission statement

To empower, promote and support women, their families, young people and children in developing their potential, recognising their choices, achieving their goals and challenging injustice


Our Values Statement

We will not give up on those who come to us for support no matter how multiple and complex their needs are.  We are tenacious, resilient and strive to challenge the inequality and injustice faced by the most vulnerable and disadvantaged people in society.


Why we collect and keep information about you

Venus trustees, staff and volunteers (defined as “workers”) aim to provide the highest quality of services and support to the people we support, those who are referred to us and other stakeholders.  In order to do this, we use personal data for the following purposes,

  • To enable us to provide a voluntary service for the benefit of the public as specified in our memorandum and articles.
  • To fundraise, promote the interests of the charity and process gift aid applications
  • To manage our workers
  • To maintain our own accounts and records, our processing also includes the use of CCTV systems to maintain the safety of residents and for the prevention of crime.
  • To operate the Venus website and deliver the services that individuals have requested


To do this, we keep relevant records about you and the services and support we have provided or plan to provide for you.  These records will be specific to the type of service(s) you are accessing and may include,

  • Basic details about you, like address, date of birth, telephone number etc
  • Contact we have had with you, such as meetings, visits
  • Notes and reports about your circumstances (eg your health, family, financial, housing information, offending history, etc)
  • Details and records about your interaction with the service (ie case notes)
  • Relevant information from other people who hold information about you, such as relevant professionals, relatives etc.


It’s good practice for Venus workers to,

  • Agree with you what they are going to record about you
  • Agree with you what information they will collect from other specified people
  • Show you what they have recorded about you, if you ask.  Usually, information is collected directly from you, (known as “the data subject”), however, in some cases we receive personal information about you as part of a referral from a partner agency or from other services that are or have previously been providing you with services.  Whatever the source, we are committed to holding your records in strict confidence.


Confidential Information

All personal information held by Venus is kept safe.  Everyone looking at your records, whether on paper or computer, is obliged to keep the information confidential.  We will never share your personal data with third parties for marketing purposes.  Other information, that does not include your personal details, may be used for planning, training, research, evaluation and funding applications.


How your records are used

Workers at Venus involved in providing your service will use your records to:

  • Provide a good basis for decisions made by you and them in your regard
  • Allow you to work with those providing your support
  • Make sure your support is delivered safely and effectively
  • Work effectively with others providing you with services


Others may need to use records about you to;

  • Protect you or others from harm
  • Check the quality of support provided
  • Help investigate any concerns or complaints you or your family have about the service you receive
  • Manage the organisation
  • Help with planning and research.


In all of these instances, we take strict measures to ensure that individual clients cannot be identified.  We use anonymous information, wherever possible, however we may use personally identifiable information for essential purposes.  This information will only be used with your consent, unless we have to do so by law.


How we share your information

When we provide you with a service, we will share your record with the people providing you with support or checking the quality of our services (unless you have asked that we limit how we share your record).  We will not share information that identifies you for any reason other than providing your services, unless,

  • You ask us to do so
  • We ask and you give us specific permission
  • We have to do this by law
  • We have special permission because the public good is thought to be of greater importance than your confidentiality


We may, on occasion, share your information with partner agencies who deliver additional services that are likely to be beneficial to you, we will usually seek your specific permission to do this.  If we share information without your permission, we will make sure that we keep to the Data Protection Act 1998, Common Law Duty of Confidentiality and national guidelines on best practice.


When we destroy your information

The length of time we keep your records is dependent upon the nature of the service provided.  We will remove your information from all Venus sources in line with our Data Retention Schedule, which is available on request.


We keep your personal data for no longer than reasonably necessary in order to comply with any possible or future reporting, legal claims, complaints or safeguarding concerns.


Your rights

You have the right to confidentiality under the Data Protection Act 1998 (DPA), the Human Rights Act 1998, the General Data Protection Regulations 2018 (GDPR) and the common law duty of confidence.  The Disability Discrimination and Race Relations Acts may also apply.


You have the right to ask for a copy of all records we hold about you.  Your request must be made in writing (including email) and you will need to give adequate information, for example full name, address date of birth etc.  We will generally provide this information free of charge, however if we believe the request is unfounded excessive or repetitive, we may apply a reasonable fee based on the administrative cost of providing the information.  We are required to respond to you within one month.


You will be required to provide identification before any information is released to you.  You have the right to rectify your information.  If you think anything in your record is inaccurate, please let us know.  You can contact any Venus worker in the first instance who will progress this issue for you.


You have the right to restrict how we process your information and you can also request that we remove your information altogether.


Who to contact with queries

Venus is the Data Controller for your personal information.  Queries should be directed to Jo Kenyon (Venus Independence Support Manager) as follows,


Telephone:    0151 474 4744

Email:            jo.kenyon@venuscharity.org

Website:        www.venuscharity.org

Address:        The Venus Centre

215 Linacre Lane



L20 6AD


Supervisory Authority and Notification

Data Protection is regulated in the UK by the Information Commissioners Office (ICO).  You have the right to lodge a complaint with the ICO if you are unhappy with the way Venus has treated your information.


The Information Commissioner

Wycliffe House

Water Lane





Telephone 01625 545 745

Website www.informationcommissioner.gov.uk