Privacy and Cookies

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Privacy Statement

This privacy notice sets out the data processing practices of Splitz Support Service. We are a charity (1064764) and company limited by guarantee, registered in England (3360057). Our registered office is at Oak House, Epsom Square, White Horse Business Park, Trowbridge BA14 0XG.

All data captured will be processed and held in accordance with the requirements of the Data Protection Act 2018.

Splitz is registered with the Information Commissioner’s Office (ICO) as a Data Controller - registration number Z8493529.

Splitz is also a Data Processor on behalf of other registered Data Controllers.

Data Controller Registration Number Purpose Valid until
Devon Country Council Z6475582 Provision of domestic abuse services 2023
Gloucestershire Councty Council Z7334901 Provision of domestic abuse perpetrator services 2019
Wiltshire Council Z1668953 Provision of domestic abuse and sexual violence services 2021

What we do

Splitz is a charity providing support to families and individuals affected by domestic abuse, separation or divorce. We operate in the southwest of England, with offices in Bristol, Devon, Gloucestershire and Wiltshire.

How to contact us about your personal data

If you have any requests about your personal data or queries with regard to how we handle your data you can write to us at Data Protection Officer, Splitz Support Service, Oak House, Epsom Square, White Horse Business Park, Trowbridge BA14 0XG.

Why we process personal data

Splitz collects and processes personal data in order to provide its services and manage its members, volunteers and staff. In order to provide these services, we collect data directly from individuals through online enquiry forms, print and online applications, in email, over the phone and in person.

The legal basis on which we processes personal data

Splitz relies upon different legal basis for processing personal data according to the relationship and purpose for which it is collected, as explained below.

Contractual

We need to process personal data about individuals in order to deliver and administer the services that we provide.

Consent

Consent is sought for:

Consent is sought each time we are asked to share your information. Consent may be sought by email, letter, phone, or in person. We will record your consent.

Compliance with a legal obligation

Splitz is required to maintain a register of members and directors in accordance with the Companies Act 2006.

Splitz is required to maintain details of our staff and volunteers for various elements of managing their employment, pay, pension or other related activity.

Recipients of personal data for processing on our behalf

In carrying out our business we use specialist sub-contractors who process, on our behalf, the personal data we hold. These are:

We will ensure that all the suppliers that we work with are required to respect your privacy and abide by all data protection laws.

Retention periods

Relationship Retention period
Service users Permanently
Forum members Lists reviewed annually
Charity members 10 years after leaving
Employees and volunteers Some data up to 40 years after leaving
Recruitment data 6 months after appointment of successful candidate

Data subject’s rights

You have the following rights in respect of your personal data.  In order for you to exercise these rights we will need to confirm your identity. This may be by you providing your membership, student or subscriber number, date of birth or a form of ID such as a passport or driving licence so that we can verify that you are the data subject before releasing information to you.

The right to be informed – you have the right to be told about the collection and use of the personal data you provide. This privacy notice sets out the purpose for which we process your personal data, how long we will keep your data and with whom we will share your data. If you have any questions on how and why we process your data, please contact us. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-be-informed/

Right of access – you have the right to know whether we are processing your personal data, and to a copy of that data. We would need as much information as possible to enable us to locate your data. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-of-access/

Right to rectification – you have the right to have any incorrect personal data corrected or completed if it is incomplete. You can make this request verbally or in writing. We will need as much information as possible to enable us to locate your data. We will look at any request and inform you of our decision within 28 days of receiving the request.  If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-rectification/ 

Right to erasure – this right, often referred to as the right to be forgotten, allows you to ask us to erase personal data where there is no valid reason for us to keep it. We will look at any request and inform you of our decision within 28 days of receiving the request.  If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/ 

Right to restrict processing – you have the right to ask us to restrict processing of your data. We will look at any request and inform you of our decision within 28 days of receiving the request.  If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-restrict-processing/ 

Right to data portability – you have the right to move, copy or transfer your personal data from one IT environment to another. This right applies to data that you have provided to us and that we are processing on the legal basis of consent or in the performance of a contract and where that processing is by automated means. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-data-portability/

Right to object – you have the right to object to our processing of your personal data based on (i) legitimate interests, or for the performance of a task in the public interests/exercise of official authority (including profiling); (ii) direct marketing (including profiling); and (iii) for purposes of scientific/historical research and statistics.

  1. Legitimate interests/legal task – your objection should be based on your particular situation. We can continue to process the data if we can demonstrate compelling legitimate grounds which override your interests.
  2. Direct marketing – you have an absolute right to ask us to stop processing for the purposes of direct marketing. We will action your request as soon as possible.
  3. Scientific/historical research and statistics - your objection should be based on your particular situation. If we are conducting research where the processing is necessary for the performance of a public task, we can refuse to comply with your objection.

If you want to exercise this right, please contact us. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-object/

Rights relating to automated decision making including profiling – you have rights in respect of automated decision making, including profiling. Splitz does not use automated decision making tools. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/rights-related-to-automated-decision-making-including-profiling/ 

Processing based on consent

Where we processes your personal data based on your consent you have the right to withdraw that consent at any time without reason. To opt out please contact us.

The right to lodge a complaint to a supervisory authority

If you are unhappy with any aspect of our handling of your data you can make a complaint to the Chair of the Board who will consider the matter for you. If you are still not satisfied, you can make a complaint to the Information Commissioner’s Office - https://ico.org.uk/concerns/

Cookies

A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser.  Find out more about cookies on http://www.allaboutcookies.org/  

We use cookies to identify you when you visit this website and to keep track of your browsing patterns and build up a demographic profile of our site users so that we can continue to improve it.

Our use of cookies also allows registered users to be presented with a personalised version of the site, carry out transactions and have access to information about their account.

Most browsers will allow you to turn off cookies.  If you want to know how to do this please look at the menu on your browser, or look at the instruction on http://www.allaboutcookies.org/. Please note, however, that turning off cookies will restrict your use of our website.

The table below demonstrates which cookies we use, what they do and what disabling them will mean for your continued use of our online services.

Cookie Purpose Expires
JSESSIONID This is a randomly generated number that identifies your browserThis cookie allows the service to remember selections and preferences that you’ve already made or information that you've already given. When you close the browser
fontSize This cookie remembers the font size used when viewing the browser. 1 year
cookieAcceptedCookie This cookie remembers whether you have accepted the use of cookies or not, and will display the warning message if you haven't. 2040


By continuing to use the Splitz website you agree to accept cookies on your device in accordance with this policy. This policy only relates to our website and does not cover links to third parties.

Third party websites

Our website may contain links to other websites that are outside our control and are not covered by this privacy notice. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.

Security of the your personal data

Splitz protects the personal data that it holds with technical and organisational security measures. Our cyber security arrangements and framework of data protection policies, procedures and training are kept under regular review to ensure that we keep the data we hold secure.

Changes to the privacy notice

This privacy notice was published on 25 May 2018. It is reviewed and updated when necessary.