People managed by KSS CRC following sentence by the courts, either directly or on behalf of the National Probation Service or Youth Offending Team. People who are not subject to a sentence of the Court but are in receipt of Interventions or Services provided through KSS CRC.
Information we collect about you
|How we use your personal data||Why we use your personal data|
|Referral||We use your personal and contact information to register you onto our client management database.||Necessary for the performance of a legal obligation between you and the Ministry of Justice (MOJ).|
|Verification of identity and address||We may require copies of documents to verify your identity and address.||Necessary for compliance with a legal or contractual obligation.|
|Communicating with you||We use the personal and contact information provided by you and copies of your communications with us to manage our relationship with you. For example:
· to notify you about appointments;
· to communicate with you in response to any query, request or complaint you may have including by email and telephone.
|Necessary for the performance of a contract with you and the MOJ.
Necessary to comply with a legal obligation.
Necessary for our legitimate interests (to keep our records updated and to evidence our interactions).
|Staff training||We may use copies of your communications with us (including voice recordings) in order to train our staff.||Necessary for our legitimate interests (to ensure that we are able to provide the best service to you).|
|Providing rehabilitation services||Whilst you are managed by KSS CRC, we will use your information, including information that is regarded as special categories of data such as health information to manage appointments, complete action plans and assessments, support your progression and to support evidence of our interactions.
|Necessary for a legal obligation between you and the MOJ.
In addition to having a lawful basis for processing, KSS CRC must also indicate which of the conditions it is relying on as set out in Article 9(2) in order to process special categories of data. For further guidance see: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/special-category-data/
How your information is shared
We sometimes share the data we collect from you with the following trusted third parties:
- Supply chain partners who are contractually linked with the delivery of the services on our behalf.
- The Ministry of Justice, NPS or health service or other such regulatory authority – for legal or regulatory purposes.
- Auditors – to audit our systems and processes for the purposes of ensuring efficiency, or regulatory or contractual compliance.
- UK law enforcement agencies or third-party security companies – as part of an investigation or for the purposes of ensuring that we comply with the law and have adequate security measures in place.
- Professional advisers including auditors and insurers and lawyers– for the purposes of providing consultancy, legal, insurance and accounting services.
- We will disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation or request.
How long do we keep your information?
- We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or contractual requirements.
- At the end of that retention period, your data will either be deleted or anonymised (so that it can no longer be associated with you) for research or statistical purposes.
- To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
- In some circumstances you may be entitled to ask us to delete your data: see ‘Your rights’ below for further information