Free Legal Advice Group for Domestic Violence (FLAGDV) Privacy Notice

Here at FlagDV we take your privacy seriously and will only use your personal information to provide you with the service you have requested from us.  As the ‘Data Controller’ FlagDV are responsible for processing your personal information in compliance with current data protection legislation.

How we use your information and our lawful basis for doing so:
FlagDV offers free, confidential legal advice to people who have been victims of domestic abuse.  We receive client details from referring organisations who have obtained the client’s consent to do so.  These organisations include the police, Victims First, and other organisations such as specialist domestic abuse support agencies.  When we contact a client, we confirm consent.  We also receive self-referrals.

FlagDV collects and processes personal information about:

  • People who use our service, e.g. clients.
  • People who we notify under the Data Protection Act 1998, such as the emergency services in the event of a safeguarding concern.

We collect the following personal information:

  • Details of the referring agency
  • Client information (name, gender, sexual orientation, disability, pregnancy, ethnicity, religion, language, date of birth)
  • Your contact details
  • Perpetrator information (for conflict of interest check)
  • Information about the situation/incident you would like free legal advice on

Your information may be provided to the following recipients:

  • If you need further support, with your consent, we will share your details with specialist support services.
  • We share your contact details with our pro-bono lawyers who are bound by our Information Management Policy.
  • We use a 3rd party as a Data Processor to provide and support the IT system that we record your information on.  It is managed securely in the UK by Oasis.
  • When contacting you, we can offer a translation service for people when English is not their first language, this is provided by ClearVoice.  ClearVoice does not retain any information from the calls or record them.
  • If there are safeguarding concerns about children or vulnerable adults, we may need to make the appropriate safeguarding authorities aware.

We also collect:

  • The IP address of our website users which is aggregated to give statistical usage reports (website hit counts).
  • We also use “cookies” to help our site run effectively.  We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website.  To find out more about cookies visit www.aboutcookies.org. In addition to detailing extensive information on cookies this site also provides explanations on how to disable cookies on your computer.

At any time, you chose to withdraw your consent for FlagDV to process your information, we will delete your personal information immediately.

Where your information stored:
Your information is securely stored on the FlagDV electronic database (Oasis) and can only be seen by those who have access to the system.  Those with access to your information have been vetted and have received record management training.

We constantly work to make sure that your data is properly protected through encryption, firewalls and monitoring.

Cyber Security

Server: Servers containing personal data are situated in the cloud. Data is backed up frequently and tested regularly in line with the organisation’s standard backup procedures.

Deleting your information

Your information will be retained for 3 years from when we last contacted you.  In exceptional cases, where there is a domestic homicide review or serious case review, it may be necessary to retain your information for a further period, in the public interest, and only for purposes of the review.

Your information rights

  • Under the European Union General Data Protection Regulation and UK Data Protection Act 2018 you are entitled to data rights:
  • The right to be informed – you have the right to be informed about how we process your personal information.  This information is provided to you via this Privacy Notice.
  • The right of access – you have the right to request copies of your personal data.
  • The right to rectification – you have the right to request that FlagDV correct any information you believe is incorrect or incomplete.
  • The right to erasure – you have the right to request that FlagDV erase your personal data, under certain conditions.
  • The right to restrict processing – you have the right to request that FlagDV restrict the processing of your personal data, under certain conditions.
  • The right to data portability – you have the right to request that FlagDV transfer data that we have collected to another organisation, or directly to you under certain conditions.
  • The right to object – you have the right to object to the processing of your personal information.
  • Rights in relation to automated decision making and profiling – you have the right to obtain human intervention, express your viewpoint, and obtain an explanation of the decision and challenge it.

If you wish to exercise any of your rights above, please contact the Head of Operations:
Name  Laura Hunter
Email laura.hunter@flagdv.org.uk

Subject Access Requests
Under the Data Protection Act 1998 and the GDPR, individuals have the right to obtain:

  • Confirmation that their data is being processed;
  • Access to their personal data; and
  • Other supplementary information

The GDPR clarifies that the reason for allowing individuals to access their personal data is so that they are aware of and can verify the lawfulness of the processing.

If FLAGDV receives a subject access request from a client, the following considerations are to be considered:

  • FLAGDV must provide a copy of the information free of charge. However, under the GDPR, the organisation can charge a “reasonable fee” when a request is manifestly unfounded or excessive, particularly if it is repetitive.
  • Information must be provided without delay and at the latest within one month of receipt.
  • Information must include an explanation of the lawful basis for processing personal data.
  • Subject access requests should be made by email, addressed to enquiries@flagdv.org.uk
  • FLAGDV will always verify the identity of the person making a subject access request using “reasonable means” before handing over any information.

If you wish to make a complaint

If you have any complaints about how we handle your information you can contact FlagDV as below:
Email: enquiries@flagdv.org.uk

Address: FlagDV Broadway House, Newbury, Berkshire.

If you feel that we have not handled your information appropriately or in accordance with the current Data Protection legislation you can also make a complaint to the Information Commissioners Office (ICO).  You can contact the ICO on 0303 123 1113.