Privacy notice for those accessing our services and tenants

We collect and use personal information so we can provide you with the right support and keep people safe.

This may include information about your situation; your needs and the support you receive from us.

We understand that some of this information can be sensitive. We will always treat your information with care, respect and confidentiality.

We only collect what we need to:

• Provide support and services
• Manage housing and accommodation (where relevant to the services or activities you are accessing)
• Keep you and others safe
• Work with other organisations involved in your support
• To monitor and report on the impact of our services
• To comply with legal and regulatory requirements

The type of information we collect

The information we collect will depend on the service you access, but will usually include:

• Personal details – such as your name, date of birth, contact details and next of kin
• Support information – details about your needs, circumstances and support plans
• Health and wellbeing information – including physical and mental health where relevant
• Safeguarding and risk information – including information needed to keep you or others safe
• Housing information – including where you are currently staying, tenancy details and risk assessments
• Equality and diversity information – such as ethnicity or background, to help us improve our services

Where relevant (for example in our Play 3 or RPT Homework Club settings), we may also collect:

• Dietary requirements
• Emergency contact details, including authorised persons
• Special educational needs (SEN) information

We may also receive information about you from other organisations involved in your support.

Sharing your information

We only share your information where it is necessary to provide support or keep people safe. This may include sharing with:

• Organisations involved in your care or support (such as local authorities, health services or partner organisations)
• Emergency services or law enforcement where required
• Regulators or commissioners where we have a legal obligation

P3 will always ensure that there is the appropriate legal basis for sharing your information. We will never share your personal information for marketing or commercial purposes.

Where possible, we only share the minimum information needed.

Legal basis for using your information

Data protection law requires organisations to have a valid reason to use your personal data, known as a legal basis. We rely on different legal bases depending on the situation, including:

• Legitimate interests – to provide and manage our services effectively
• Legal obligations – to comply with the law, including safeguarding and housing responsibilities
• Public task – where we deliver services commissioned by public bodies such as the NHS or local authorities
• Vital interests – in emergency situations where it is necessary to protect someone’s life

Where we use more sensitive information (such as health or safeguarding data), we do so in line with data protection law, including for:

• Providing health or social care
• Safeguarding children or adults at risk
• Equality monitoring
• Legal claims, where necessary

How long we keep your information

We only keep your information for as long as it is needed for support, legal or safeguarding purposes.

Retention periods vary depending on the service you receive. We regularly review and securely delete information that is no longer required, as outlined in our Retention policy which can be made available upon request.

Working with children and young people

If you are a young person (or supporting one), we may collect and use additional information to make sure the right support and safeguarding arrangements are in place.

We may work with and share information with:

• Parents or guardians (where appropriate)
• Schools or education providers
• Social care or other support services

This is always done in line with safeguarding responsibilities and data protection law.

You can view our safeguarding policies here for more information.

Safeguarding

In some situations, we may need to share information without your consent if we are concerned about your safety or the safety of others.

We will always do this in line with our safeguarding responsibilities and relevant laws. We will always try to be open with you about this, unless doing so would put someone at risk.

More information can be found in our safeguarding policies here.