Information Management and Privacy Policy

The General Data Protection Regulation (GDPR) is the European data protection framework.

The GDPR is based on the core principles of data protection. In adhering to these principles FFS is committed to:

• provide an individual with a copy of his or her personal data if they request it
• collect no more data than is necessary from an individual for the purpose for which it will be used
• obtain personal data fairly from the individual by giving them notice of the collection and its specific purpose
• retain the data for no longer than is necessary for that specified purpose
• keep data safe and secure; and
• provide an individual with a copy of his or her personal data if they request it

• We will only ask you for the relevant data required to run a course
• This data will then be processed in accordance with the law
• This data will be kept safe
• This data will be destroyed when it is no longer needed. 
• At any time, you can request that we destroy any data held on you.  We would make you aware if destroying this data could have a detrimental effect on you, for example the inability to send out information after a consultancy session.
• If we hold your details, we will contact you three or four times a year with information on forthcoming training opportunities.  You can opt out at any time.  Any marketing campaign follows the good practice guidance issued by the Information Commissioners Office. 
• Emails containing factual information needed to access a session are, in law, ‘service messages’ and are exempt from this policy and GDPR legislation.   We also retain the right to contact you if you owe FFS money 
• Very occasionally, we may need to pass your information onto someone else for your own welfare.  For example, if you are taken ill while working with us, or disclose something which makes us concerned that you are at risk or pose a risk to others.  When we can, we will advise you that we need to do this

The principles of this policy are embedded in the following Privacy Statement:

Families First Solutions is committed to protecting your personal data and privacy.  We recognise that ensuring the accuracy and security of your personal data is essential to retaining your confidence and trust.  The information you provide to us will only be used for the purposes that you provide it and will never be used for third party marketing.  Full details of how we manage any information we hold about you can be found in our Information Management and Privacy Policy.

When we collect your personal data we will normally tell you:

• what your information will be used for
• who it may be shared with
• where you have a choice about your data we will ask for your consent to use it

Your rights under the GDPR

Under the provisions of the GDPR, you have the right to:

• Request details about the information we hold on you
• Request that we rectify any mistakes
• ‘To be forgotten’ – to have your data completely deleted from our systems
• Prevent your personal data being processed

• Information is stored electronically on passworded computers.  Any back up systems ensure that data is stored securely and are also password protected.
• All computer systems are virus checked on an on-going basis
• Some information pertaining to individual projects is kept on shared Cloud services, such as Google Drive and DropBox. This data is subject to the same rigorous controls as all other data held by FFS.  Access is by password and is limited to personnel who have a reason to need to use these services.  Please be aware that service providers may hold this information outside the EU. 
• Occasionally we have to hold data in hard copy, eg if you have handed over your details at a face-to-face session, this is held until it is transferred to electronic storage which will be done as soon as possible. Care is taken at all times to keep this as securely as possible.  Hard copy records are destroyed by shredding, once they have been transferred to electronic storage in line with the permissions given by you.
• If you visit our website we only collect your information with your specific consent, our company policy is to not take any action with IP addresses.
• The secure service, Mailchimp, is used to manage our bulk mailings.  All protocols linked to this software are followed, and in line with best practice, individuals may unsubscribe at any time

• Families First Solutions is registered with the Information Commissioners Office.
• If security is breached, we will report this to the Information Commissioners Office within 48 hours.  We will inform clients as soon as possible about what has happened and what steps we have taken to rectify the situation.