How we keep your data safe and who has access Here is how we keep your data safe and who has access Expand We keep your data in digital and/or paper version. Paper records: These are kept in secure locations within our offices or projects. Digital records: We will always ensure that we have technical controls in place. This includes making sure our network is protected and routinely monitored. We will store all of your personal information on our, secure password-protected and firewall protected servers. This may include data storage services provided in the Cloud, which also meet appropriate security measures. In some local authority areas, we are required by contract / commissioners / Local authorities to store your data on external databases for example; PARIS, Civica, Genesis, SPRINT. Llamau’s electronic case management system uses Microsoft’s Azure cloud platform. Military grade encryption is used on all data held in the cloud, and the Azure framework gives additional protection. We may have to disclose your data, if required, to the police, regulatory bodies or legal advisors.
Legal Basis for Processing Under the General Data Protection Regulations we must have a ‘legal basis’ for any processing of personal information. Expand Under the General Data Protection Regulations we must have a ‘legal basis’ for any processing of personal information. We may process your personal information without your knowledge or consent where this is required or permitted by law.
Keeping your information up to date Llamau will work hard to keep your information up to date. Expand Your information will be updated throughout your support.
Sensitive Personal Information We will use information about your physical or mental health, or disability status, to enable Llamau to support your health and well-being in the workplace. Expand We also process special categories of personal information such as race, disability, ethnicity, gender and sexuality. We will use information about your physical or mental health, or disability status, to enable Llamau to support your health and well-being in the workplace. as well as to assess your fitness for work, making reasonable adjustments where required and to monitor and manage sickness absence. We will use information about your ethnicity, religion, nationality and sexual orientation, to ensure meaningful equal opportunity monitoring and reporting. If you choose or have chosen to complete the Equal Opportunities Monitoring form at the end of your application form, you may have chosen to provide Llamau with special category data. We separate this information from your application (meaning you are not able to be identified from it) and use it for monitoring purposes only, after which we destroy it. There will be no consequences if you choose not to complete this form. We do not need your consent if we use special categories of data in order to carry out our legal obligations or exercise specific rights under employment law. However, we may ask your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reason for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent in withdrawn.
Your rights under GDPR Here are your rights under GDPR Expand Right of access: You have a right to ask for access to the information we hold on you. We will aim to give you this access as soon as possible but within a month maximum. We reserve the right to remove any Third Party information. Right of erasure: We will hold your data for 6 years after have finished supporting you. In some cases we are required by legislation or contract requirements to keep your data for longer. E.g. safeguarding information or for European Funded projects. Lawful basis for processing The General Data Protection Regulation (GDPR) requires Llamau to state the lawful basis for processing your personal data. Llamau processes your data under lawful processing conditions: ‘Processing is necessary … in the public interest…..and the data controller believes there is a need for the service’ ‘Processing is necessary ….. because of substantial public interest … and there are appropriate safeguards.’ ‘Processing is necessary for ….. ……the provision of health or social care systems and services ……’
Information About Criminal Convictions We may only use information relating to criminal convictions where the law allows us to do so. Expand We may only use information relating to criminal convictions where the law allows us to do so. This will be where such processing is necessary to carry out our legal obligations and provided we do so in line with our Data Protection Policy and DBS Policy.We will collect information about criminal convictions given the nature of Llamau’s work with vulnerable young people and women. We will collect information about criminal convictions as part of the recruitment process, two years after starting employment with us and then every three years thereafter as per the DBS Policy. Or we may be notified of such information directly by you in the course of you working for us. We will use information about criminal convictions and offences in the following ways: • On receipt of this information regarding convictions or cautions, we will conduct a risk assessment to investigate and identify the suitability for the role or continuous employment with Llamau
Change of Purpose We will only use your personal information for the purposes for which we collected it. Expand We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason. If we need to use your personal information for a different purpose, we will notify you and we will explain the legal basis which allows us to do so.
Data Sharing We may have to share your data with third parties, for example in the context of service delivery contracts, Consortia partners, TUPE transfer information, restructuring of the organisation, Disclosure and Barring Service, Charity Commissioners office. Expand We may have to share your data with third parties, for example in the context of service delivery contracts, Consortia partners, TUPE transfer information, restructuring of the organisation, Disclosure and Barring Service, Charity Commissioners office. We may at some point during your career with Llamau be contacted by other employers who have offered you employment and request an employment reference from us. We will share this information as you would have consented during the recruitment process for the employer to contact us in the event of a job offer. We require third parties to respect the security of your data and to treat it in accordance with the law.
How Secure is Your Information with Third-Party Service Providers? All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. Expand All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Complaints From People We Support If you have any concerns about how we are handling your data please let your support worker or another Llamau staff member know and we will investigate your concerns in line with our Complaints Policy. Expand If you have any concerns about how we are handling your data please let your support worker or another Llamau staff member know and we will investigate your concerns in line with our Complaints Policy. If you are not satisfied with the response to your complaint, you can contact the Information Commissioner’s Office: www.ico.org.uk
Data Retention Read about Llamau's data retention process here. Expand How Long Will You Use My Information For?We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for. If your application for employment is unsuccessful, your data will not be used for any other reason other than to provide you with feedback. Llamau will retain your application for 6 months after which time it will be destroyed end of the recruitment process. Unless there is a legal obligation to keep records for longer, records will be deleted or anonymised, six years after the end of employment / contract. In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.Your Duty to Inform Us of ChangesIt is important that the personal information we hold about you is accurate and current. You are required to keep us informed regarding changes to your personal information during the working relationship between yourself and Llamau. Data Protection OfficerIf you have any questions about this privacy notice or how we handle your personal information, please contact the DPO, [email protected]
Data Security We will always ensure that we have technical controls in place which protect any personal details which you provide. Expand We will always ensure that we have technical controls in place which protect any personal details which you provide. We will store all of your personal information on our password-protected and firewall protected servers.We have procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach.
Involvement & Engagement Expand Sarah Walker - Involvement and Engagement Coordinator Sarah has been working at Llamau for over 5 years and is passionate about the impact of engagement on young people and the sharing of opportunities and activities. Sarah loves festivals, music, the beach and spending time with her husband, two children and two cats. Sam Deere - Involvement and Engagement Coordinator Sam has had over 20 years' experience working with young people who have been through homelessness and are care experienced. Sam is keen to ensure all young people and women are felt listened to and are able to reach their full potential. Her interests include camping, laughing and food.
Complaints For Relief Workers If you are unhappy with the way we are processing your data, we would like you to get in touch to let us know. You can make a complaint by following our General Complaints Procedure Expand If you are unhappy with the way we are processing your data, we would like you to get in touch to let us know. You can make a complaint by following our General Complaints Procedure You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. You can also find more information about your rights as a data subject on the Information Commissioner’s Office website.
Joanna Morgan Joanna has a professional background in finance and banking with experience supporting organisations on an international level. Expand Joanna Morgan Joanna has a professional background in finance and banking with experience supporting organisations on an international level. Joanna has previously worked closely with a number of third sector organisations across Wales including a number of charities in particular that support children, young people and women, assisting them with various commercial efforts, strategic challenges and fundraising activities in the region. Joanna has also held roles in a risk management and governance capacity, with experience of designing and implementing risk review and mitigation practises.
Damian Bridgeman Damian Joseph Bridgeman is a businessman, angel investor, and current partner at Executive Coaching. 365. His company's mission statement is to improve society and innovate in technology, health, and accessibility. Expand Damian Bridgeman Damian Joseph Bridgeman is a businessman, angel investor, and current partner at Executive Coaching. 365. His company's mission statement is to improve society and innovate in technology, health, and accessibility. Damian also works with all sectors of government to advise them on disability and inclusion policy implementation as well as social care policy development. He works closely with social care Wales and has helped implement policies and complete various projects with them. Damian also sits on various boards within the healthcare sector and holds various non-executive positions
Claire Cotter A public health professional with over 25 years’ experience, Claire is currently the National Programme Lead for Suicide and Self Harm Prevention at NHS Wales. Expand Claire Cotter A public health professional with over 25 years’ experience, Claire is currently the National Programme Lead for Suicide and Self Harm Prevention at NHS Wales. She works closely with mental health services and the prevention of the worst possible outcomes for people for whom life becomes an overwhelming challenge. Claire has experience in local government, the National Health Service, as a freelance professional, and in the civil service; collaborating across boundaries and led by user needs and the evidence base.
Jon Belcher Jon is a consultant commercial lawyer and a partner at Excello Law, where he specialises in advising clients on all areas of data protection and information governance compliance. Expand Jon Belcher Jon is a consultant commercial lawyer and a partner at Excello Law, where he specialises in advising clients on all areas of data protection and information governance compliance. He joined the Llamau board in 2022. Jon has previously worked for Blake Morgan LLP, the Welsh Government and the Information Commissioner’s Office. He qualified as a solicitor in 2012.
Simon Williams Simon is a commercially and strategically focussed chartered accountant and has extensive advisory and investment experience in the IT, financial services, business services and leisure sectors. Expand Simon Williams Simon is a commercially and strategically focussed chartered accountant and has extensive advisory and investment experience in the IT, financial services, business services and leisure sectors. Simon has also spent time as a Co-opted Committee Member at Sports Wales and is currently a Governor and member of the finance committee at Ysgol Gyfun Gymraeg Glantaf secondary school in Cardiff.
Bex Kentfield Bex has significant experience across the housing and homelessness sector and in the prevention of VAWDASV. She is currently Project Manager for the Faith in Affordable Housing project, collaborating with Housing Associations to create truly affordable homes in Wales. Expand Bex has significant experience across the housing and homelessness sector and in the prevention of VAWDASV. She is currently Project Manager for the Faith in Affordable Housing project, collaborating with Housing Associations to create truly affordable homes in Wales. During her time at Welsh Women’s Aid, Bex worked on mapping diversity and reach of the Live Fear Free Helpline in Wales, to ascertain the gaps in service provision to minorities and propose solutions, and was also a community trainer on the prevention of VAWDASV. Bex has also been involved in numerous EDI and anti-racism projects and oversight groups.
Rachel Ford-Evans Rachel is a solicitor at Welsh commercial law firm Darwin Gray. Rachel specialises in employment law and has developed a particular expertise in, and passion for, equality and discrimination issues. Expand Rachel is a solicitor at Welsh commercial law firm Darwin Gray. Rachel specialises in employment law and has developed a particular expertise in, and passion for, equality and discrimination issues. She regularly trains employers, managers and HR teams on subjects such as equality, diversity and prevention of discrimination and harassment, as well as other issues ranging from GDPR to governance. Rachel regularly advises employers in the charity and third sectors on employment law issues. She also represents employees who have been dismissed or discriminated against at work.
Ranjit Ghoshal Ranjit is the Founder and CEO of One Million Steps, a Cardiff based social impact tech start up developing a digital toolkit for organisations to launch health and well-being challenges to drive social impact and change. Expand Ranjit is the Founder and CEO of One Million Steps, a Cardiff based social impact tech start up developing a digital toolkit for organisations to launch health and well-being challenges to drive social impact and change. Ranjit studied Law and Journalism at Cardiff University and found his first role as New Editor and Sub Editor of The Big Issue Cymru. He then joined Cardiff Council's Social Housing and Homelessness Prevention teams and worked for 14 years at frontline, strategic and board levels.
Amy Harmsworth Amy has experience working in the Criminal Justice system and Local Authorities. She is currently a consultant for the Institute of Public Care (IPC) at Oxford Brookes University. Expand Amy has experience working in the Criminal Justice system and Local Authorities. She is currently a consultant for the Institute of Public Care (IPC) at Oxford Brookes University, a non-for-profit knowledge exchange centre within the University whose aim is to use professional experience, complemented by the academic rigour of the university, to work with clients to improve health and wellbeing outcomes for local people and the communities they work with. Throughout her career, Amy has worked with population groups which Llamau seeks to support, including those experiencing homelessness and drug and alcohol challenges.