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Please see our privacy policy below

Privacy Notice for Roshni Asian Women’s Resource Centre

Who we are

We are Roshni Sheffield Asian Women’s Resource Centre. We are a not-for-profit organisation that provides a wide range of culturally specific services and activities that enable vulnerable South Asian women in Sheffield to improve their wellbeing and achieve economic stability.

We are largely funded by the Big Lottery and Sheffield City Council.

What legislation affects our Data Protection Policies and Procedures?

Data Protection Act 1998

Human Rights Act 1998 (Article 8)

Access to Health Records Act 1990

Freedom of Information Act 2000

General Data Protection Regulations (GDPR) –post 25 May 2018

Who are we governed by?

We are a Registered Charity, registered with the Charity Commission, number and a company limited by guarantee registered on Companies House website, company no: 09737673. We have a Board of Trustees

Why we collect information and what information we collect

We may ask for or hold personal confidential information about you which will be used to deliver appropriate and high quality services to you, and to refer you to appropriate services.

These records may include:

  • Basic details, such as name, address & phone number
  • Date of birth
  • Dates of our appointments with you and what happened in them
  • Personal, sensitive information such as sexuality, race, your religion or beliefs, and whether you have a disability, allergies or health conditions

How we collect information

Information is collected in various ways directly from you or a close family member to a member of staff at Roshni. We will always ensure you see and understand a copy of our privacy notice before you give consent to your data being stored and processed.

How information is retained and kept safe?

Information is retained in secure electronic and paper records and access is restricted to Roshni staff who are bound by our Data Protection Policy, the Data Protection Act 1998 and other legal safeguards as listed above.

  • Paper copies are kept in filing cabinets
  • Digital (computerised) information is protected by secure passwords.
  • Staff are trained and bound to follow Data Protection Procedures according to the GDPR 2018 and Data Protection Act 1998 and as directed in Roshni’s Data Protection Policy updated regularly.

How we use your information

Information provided in confidence will only be used for the purposes to which you consent to, unless there are other circumstances covered by the law. These are:

  • If there is a legal requirement for us to disclose your data
  • If there is a risk to the safety either of yourself or of another person

Basic information about you, such as your name and parts of your address will only be shared if you give your explicit consent.

Anonymous information will be shared with our funders for monitoring purposes e.g. gender, age, ethnic background without names.

Reasons for sharing your information:

  • To help inform decisions that we make about which service we refer you to.
  • To ensure that services meet your needs
  • To work effectively with other organisations who may be involved in supporting you by providing appropriate services
  • To support your health and safety
  • To support the health and safety of the general public.
  • To monitor and review our services to ensure they can meet future needs. i.e. to plan and improve our services

How long do we keep your information?

We will retain records of clients and contacts for 7 years unless we contact you again to request consent. After this period we will destroy digital and paper copies of your data.

Can I access my information?

Under the GDPR 2018 and the Data Protection Act 1998 a person may request access to information that is held about them by an organisation. For more information on how to access the information we hold about you please contact our Data Protection Officer (see below).

If the information we hold about you is inaccurate or incomplete you can ask us to change it or complete it.

Can I refuse consent to have my information stored and processed at any time?

Yes, you can do ask this at any time and we will destroy paper and/or digital records. Please contact any Roshni staff member.

Can I make a complaint?

Yes, we can supply you with a copy of our complaints policy at any time. Please contact the Data Protection.