Privacy policy

1. Business details

This is the privacy notice of The Clubhouse Project Day Service Ltd

2. Aims of the notice

The Clubhouse Project Day Service Ltd is required by law to tell you about your rights and our obligation in collecting and processing your personal information.  We have a range of policies and procedures to ensure that any personal information you supply is only with your active consent, has a legal basis, is held securely and treated confidentially in line with applicable regulations.

3. What personal information we collect about: a) service users; b) employees; c) third parties

a. Clients – as a service provider, we must collect information on clients, including:-

  • Individual Support Plans
  • Medical and Medication Reports
  • Risk Assessments
  • EHCP

to provide safe and effective care and support.  This information is contained in hard copies and electronic copies all of which are subject to strict security and authorised access policies.  The legal basis for processing this information is in the public interest (performance of task carried out by a public authority or private organisation acting in the public interest).

Clients are informed of their right to access information and any restrictions to the information provided.

b. Employees (volunteers) – the service operates a safe recruitment policy and all information obtained such as:-

  • Medical Forms
  • References
  • DBS required paperwork
  • Personal documents pertaining to their recruitment

are kept securely in files in a locked cupboard.  The legal basis for processing this information is compliance with legal obligations.  Employees are aware of their right to access information.

c. Third Parties – personal information is obtained about others associated with the delivery of care services, including contractors, visitors etc, which will be protected in the same way as information on clients and employees.

4. How we collect information

  • Via Email – Staff Meetings
  • Daily Contact Sheets – Any local authority
  • Reviews – Third Party Agreements
  • Parents and past schools and organisations – Evaluation Forms
  • Medical Updates – Risk Assessments
  • Support Plans

5. What we do with your personal information

We will only use clients, employee and third party information in the provision of  services to our clients,and to meet regulatory requirements. We will not share information for any other purpose.

6. How we keep your information safe

All client and staff personal information is kept locked away with limited access.  All IT equipment and storage files are password protected and all information send to third parties is password encrypted.

7. With whom we might share information

Client – information is shared with other health and social care professionals in order to provide safe and effective care in the pursuit of the public interest.  We will share information to families based on consent, legal basis, lasting power of attorney.

Employee – information will be shared as above in the public interest or with consent (references).

Third parties – information will only be shared with your consent.

The only exception will be when we are required by law to provide information e.g. criminal investigation, or overriding legitimate interest, which overrides your rights and freedoms.

8. How can personal information held by The Clubhouse Project Day Service Ltd be accessed

There are procedures in place to enable clients, employees and third parties to access their information.  The right to access includes both the information and any uses which we might have made of the information.

9. How long we keep information

We have a record retention policy that is strictly adhered to, that meets regulatory, statutory and good practice requirements.

10. How we keep our privacy policies up to date.

The staff appointed to control the process of personal information (e.g. DPO) is designated to assess all privacy risks continuously and to carry out periodic review of the policies annually.

Contact details

The Clubhouse Project Limited
St George’s College
Old Georgians’ Clubhouse
Weybridge Road
KT15 2QS

Phone: 01932 988 708