Introduction 

This is Settle’s Privacy Notice for people who take part in our programme. In this Privacy Notice, we outline what data we collect, how we use data, the conditions under which we may disclose it to others and how we keep your data secure.

We may change this Privacy Notice from time to time and will provide you with fair notice if there are any changes.

If you have any questions you can contact us at hello@wearesettle.org and we will be happy to discuss our Privacy Notice in greater detail.

Who are we?

We are Settle Support, operating under the name Settle. Our registered charity number is 1162399. Our address is Tobacco Dock, Tobacco Quay, Wapping Lane, London, E1W 2SF.

Our data collection principles

• We will never sell or swap your data
• We work hard to safeguard your information through security policies and protocols
• We recognise that data protection is an ongoing commitment, not a one-off policy

We review our processes on a regular basis. Settle will respect and protect your privacy by handling any information that we collect from you or have about you from other sources in line with the UK GDPR and the Data Protection Act 2018.

What data will Settle process?

In order to deliver our support programme, we will need to process the following personal information:

• Name
• Date of birth
• Address
• Contact details
  

We may also process some sensitive data, for example:

• Details of the discussions in one-to-one sessions
• Information about your tenancy
• Next of kin details
• Areas of support need

We may also collect some information which counts as ‘special category data’, for example:

• Your ethnicity
• Your religion
• Sexuality

This is to help us monitor and improve our service delivery. We will always ask for consent before collecting and processing this type of information. Please ask to see our Equality and Diversity Data information sheet if you would like to know more about this.

How does Settle store my information? 

When members of staff receive or record information about you, they must follow our Data Protection Policy. This says where, when and how your data is stored and disposed of.  All members of staff are responsible for ensuring that all data is kept securely using our cloud-based database, Inform.

For more information on how your data is stored and disposed of, speak to your Settle Coach. 

Will what I tell Settle be kept private? 

Our programmes have the best impact when you trust who you’re working with and feel you can be open and honest about your life. We treat all of your information and everything discussed in with your Settle Coach as confidential. However, in order for us to run this programme, we may need to share some data with the organisation that referred you to Settle if they request it. This could include information around how you are engaging with the programme and whether progress is being made. If you have any concerns or questions about what information we share with your referrer, please speak to your Settle Coach.

Throughout the programme, we will always try to get your permission each time we need to share sensitive information about you in any other way.  This will usually be if: 

• We would like to signpost you to another service, or; 
• We wish to use your information in a case study to support our impact reports or funding applications. In this case, your data would be anonymised. 

If a member of staff would like to share this information, they will explain what they will share and explain which third parties it will be shared with and why.

You should know that in rare cases, consent will not be sought, such as: 

• if you disclose information which demonstrates you or another person are at risk of harm 
• if a legal request for information is made by the police 

How long will Settle keep my data for?

Within Settle’s Data Protection Policy, there are clear guidelines for data retention. We will hold on to your information for five years after you graduate from the programme, in case we want to get back in touch for future opportunities with Settle or conduct an evaluation project to measure the success of our work.

The Legal Stuff

Under the UK GDPR and Data Protection Act 2018, we can only process and store your data with legal justification. The legal bases that we rely on for processing your personal data are:

1. Legitimate interest

This means that we have a legitimate need to process your data, in order to deliver the programme.

1. Consent

In your first meeting with your Settle Coach, we will ask for your consent to store and process any sensitive information we collect from you.

Amongst your rights as data subject, you have the right to ask, at any time, to see all of the information which we hold about you, this is called a Subject Access Request. You also have the right to request that we delete all of your data from our system, this is called right to erasure. erasure. To exercise any of your rights as data subjects or for more information about this, please ask your Programme Officer.

You should be aware that you have the right to raise any concerns in relation to how we process your personal data to the Information Commissioner’s Office (ICO).

Where personal data is stored outside of the UK and the EEA, safeguards to protect personal data may include but are not limited to the UK Addendum used in conjunction with the EU Standard Contractual Clauses (SCCs), or UK International Data Transfer Agreement (IDTAs). Such safeguards will be subject to Transfer Risk Assessments (TRAs).