Privacy, Data Protection and Your Records

Advocacy in Barnet is registered under the Data Protection Act 1998 (Registration No. Z8024318).

We aim to treat all information and data we receive in a way that shows respect for our clients and personnel and we adhere to operate under the Information Commissioners Office “Subject Access Code of Practice – dealing with requests from individuals for personal information”.

Under our Data Protection Policy, we agree that:

  • All information obtained will be relevant to the objective of the service.
  • No personal information will be revealed to a third party without gaining your consent in advance. The only grounds for revealing such information without your consent would be in criminal, national security or danger of harm situations.
  • All records and files will be secured in a safe place
  • All computerized records, emails and any other information will be protected by maximum strength passwords, anti-virus, anti-spyware and firewall software. Laptops used within the organisation are also password protected.

Retention Periods:

Retention policy on Clients: All evidence of your details will be destroyed 5 years after the case has commenced. We will keep all your electronic records in line with our retention policy. If you require your electronic records to be returned, a formal request must be made.

Retention policy on Volunteers: All evidence of your details will be destroyed 1 year after the last volunteering day. We will keep all your electronic records in line with our retention policy. If you require your electronic records to be returned, a formal request must be made.

Retention policy on Applicants: All evidence of your details will be destroyed 6 months after the date of receipt. We will keep all your electronic records in line with our retention policy. If you require your electronic records to be returned, a formal request must be made.

Requests for Information:

You have the right to request to see any information that we hold about you. We can refuse a request for information. If we do, the reason for this will be fully explained to you. If you wish to make a request, please email admin@advocacyinbarnet.org.uk to request a Data Access Subject Request Form. You may also phone our Main Telephone Number 02082013415 to request the form to be sent to you.

We will respond within 30 days to your request once we have received the completed Data Access Subject Request form. We may remove data relating to other people within your documents (this is known as redacting) to preserve their privacy.