Privacy notice

  • We collect your personal data from you, when you engage with us via our helpline, phone call, through email, engagement with our support services or if you visit our offices. We also receive your information in the form of referrals from third parties or individuals such as authorities ( police, courts, probation office etc) , charitable organisations etc.

    The information we collect includes the following: your name, contact details, health information race, ethnicity and gender). During the service, you may disclose information of other individuals such as family members, spouses and children which would also be recorded.

    How is the information used? 

    We use this information to:

    1. Provide advocacy and support services.

    2. Provide refuge and emergency accommodation

    3. Provide one-to-one support

    4. Effectively provide our services or programs to you

    5. Address any safeguarding concerns

    6. Facilitate your enquiries and help you use services

    What is our lawful basis for processing this information?

    1. To process your information when you use our services, or when we receive a referral from a professional, we rely on legitimate interest, read with substantial public interest and conditions from the Data Protection Act 2018 (DPA).

    2. Any information about any third parties that is shared with us when you use our services is processed on the basis of legitimate interest, read with substantial public interest and conditions from the Data Protection Act 2018.

    3. For any safeguarding information that we record, we rely on legitimate or vital interest, read with substantial public interest and conditions from the Data Protection Act 2018.

    4. For counselling (support and advocacy) information, we rely on substantial public interest and conditions from the Data Protection Act 2018 (DPA).

    5. For surveys or feedback forms, we rely on your explicit consent (if they are not anonymous).

    Who do we share your data with?

    1. We rely on your consent to share your personal data with third parties such as adult social care or other service providers that could support you. Each organisation acts as an individual data controller of your personal information.

    2. To comply with our duty of care and safeguarding, we may need to pass some information raising safeguarding concerns with the authorities. In such circumstances, we apply vital interest and legitimate interest as our lawful basis. Data subjects’ rights and other UK GDPR provisions may be restricted when concerning personal data processed in these circumstances. Exceptions and exemptions are applied on a case-by-case basis.

  • Staff and Volunteers privacy notice‍ ‍

    This privacy notice tells you what to expect us to do with your personal information when you work for us.

    Staff recruitment, administration and management‍ ‍

    We collect or use the following personal information as part of staff recruitment, administration and management:‍ ‍

    • Contact details (e.g name, address, telephone number or personal email address)‍ ‍

    • Date of birth‍ ‍

    • National Insurance number‍ ‍

    • Gender‍ ‍

    • Photographs (e.g staff ID card)‍ ‍

    • Copies of passports or other photo ID

    • Copies of proof of address documents (e.g bank statements or bills)

    • Marital status

    • Next of kin or emergency contact details.‍ ‍

    • Employment history (e.g job application, employment references or secondary employment)‍ ‍

    • Education history (e.g qualifications)‍

    • Right to work information‍ ‍

    • Details of any criminal convictions (e.g DBS checks)‍ ‍

    • Political, conflict of interest or gift declarations‍

    • Security clearance details (e.g basic checks and higher security clearance).‍ ‍

    • Performance records (e.g reviews, disciplinary records, complaints or disciplinary action)‍ ‍

    • Training history and development needs‍ ‍

    • Monitoring employees’ IT use.‍

    • CCTV footage or other recordings‍‍. ‍

    We also collect or use the following special category information for staff recruitment, administration and management. This information is subject to additional protection due to its sensitive nature:‍ ‍

    • Racial or ethnic origin‍ ‍

    • Health information‍ ‍

    • Sexual orientation information

    Salaries and pensions‍ ‍

    We collect or use the following personal information as part of managing salaries and pensions:‍

    • Job role and employment contract (e.g start and leave dates, salary, changes to employment contract or working patterns)‍ ‍

    • Time spent working (e.g timesheets or clocking in and out)‍ ‍

    • Expense, overtime or other payments claimed‍ ‍

    • Leave (eg sick leave, holidays or special leave)‍ ‍

    • Maternity, paternity, shared parental and adoption leave and pay.‍ ‍

    • Pension details.‍ ‍

    • Bank account details.‍ ‍

    • Payroll records.‍ ‍

    • Tax status.‍‍ ‍

    We also collect or use the following special category information for managing salaries and pensions. This information is subject to additional protection due to its sensitive nature:‍ ‍

    • Racial or ethnic origin.‍ ‍

    • Religious or philosophical beliefs.‍ ‍

    Staff health and wellbeing

    We collect or use the following personal information for managing staff health and wellbeing:‍ ‍

    • General health and wellbeing information.‍ ‍

    • Occupational health referrals and reports.‍ ‍

    • Sick leave forms or fit notes (e.g Statement of Fitness for Work from a GP or hospital)‍. ‍

    • Accident at work records.

    • A‍ccess needs or reasonable adjustments‍ ‍

    • Protected Characteristics (as defined by the Equality Act for the purpose of equal opportunities monitoring).‍ ‍

    We also collect or use the following special category information for managing staff health and wellbeing. This information is subject to additional protection due to its sensitive nature:‍

    • Racial or ethnic origin.‍ ‍

    • Religious or philosophical beliefs.‍ ‍

    • Trade union membership.‍ ‍

    • Health information.‍ ‍

    • Sexual orientation information.‍ ‍

    Lawful bases and data protection rights‍ ‍

    Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.‍ ‍

    Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:‍ ‍

    Your right of access - you have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

    If you make a request, we must respond to you without undue delay and in any event within one month.‍ ‍

    To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

    Our lawful bases for the collection and use of your data‍ ‍

    Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:‍ ‍

    • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.‍ ‍

    • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.‍ ‍

    • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.‍ ‍

    • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

    • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.‍ ‍

    Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:‍ ‍

    Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.‍ ‍

    • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.‍ ‍

    • Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

    Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

    Public task

    We have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.‍ ‍

    Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:‍ ‍

    • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.‍ ‍

    • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.‍ ‍

    • Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.‍ ‍

    • Vital interests - collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

    • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

    Where we get personal information from

    We collect your information from the following places:‍ ‍

    • Directly from you‍ ‍

    • Employment agencies‍ ‍

    • Schools, colleges, universities or other education organisations.‍ ‍

    • Referees (external or internal)‍ ‍

    • Security clearance providers‍ ‍

    • Occupational Health and other health providers‍ ‍

    • Pension administrators or government departments (e.g HMRC and DWP)

    • Staff benefit providers‍

    • Public sources (e.g LinkedIn or other websites)

    • CCTV footage or other recordings‍

  • Stop Domestic Abuse shall not keep personal data for any longer than is necessary in light of the purpose or purposes for which that personal data was originally collected, held, and processed. When personal data is no longer required, all reasonable steps will be taken to erase or otherwise dispose of it without delay.

    Stop Domestic Abuse’s approach to data retention, including retention periods for specific personal data types held by Stop Domestic Abuse is as follows: 

    Type of Data / Data Subject 

    • Client records  

    Retention Period 

    • 12 years from the last date of engagement with any of our services 

    Type of Data / Data Subject 

    • Staff & Volunteer HR records  

    Retention Period 

    • 6 years from their last date of employment/volunteering  

    Type of Data / Data Subject

    • Financial data and records 

    Retention Period 

    • 6 years from the last date of use 

    Type of Data / Data Subject

    • Subject Access Requests  

    Retention Period 

    • 2 years from the date of the request being fulfilled  

    Type of Data / Data Subject

    • Complaints  

    Retention Period 

    • 2 years from the date of the last correspondence  

    Type of Data / Data Subject

    • Job Applications (unsuccessful candidates only)  

    Retention Period 

    • 1 year from the date of appointment  

  • Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

    Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

    If you make a request, we must respond to you without undue delay and in any event within one month.

    To make a data protection rights request, please contact us using the contact details below.

  • Any questions relating to this policy or to Data Protection Law should be referred to the Data Protection Officer. In particular, the Data Protection Officer should always be consulted in the following cases:   

    if there is any uncertainty relating to the lawful basis on which personal data is to be collected, held, and/or processed;   

    • if consent is being relied upon in order to collect, hold, and/or process personal data;  

    • if there is any uncertainty relating to the retention period for any particular type(s) of personal data;   

    • if any new or amended privacy notices or similar privacy-related documentation are required;   

    • if any assistance is required in dealing with the exercise of a data subject’s rights (including, but not limited to, the handling of subject access requests);   

    • if a personal data breach (suspected or actual) has occurred;   

    • if there is any uncertainty relating to security measures (whether technical or organisational) required to protect personal data;   

    • if personal data is to be shared with third parties (whether such third parties are acting as data controllers or data processors);  

    • if personal data is to be transferred outside of the UK and there are questions relating to the legal basis on which to do so;   

    • when any significant new processing activity is to be carried out, or significant changes are to be made to existing processing activities, which will require a Data Protection Impact Assessment;   

    • when personal data is to be used for purposes different to those for which it was originally collected;   

    • if any automated processing, including profiling or automated decision making, is to be carried out; or   

    • if any assistance is required in complying with the law applicable to direct marketing.  

    ‍If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.‍ ‍

    The ICO’s address:           

    ‍ Information Commissioner’s Office
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire
    SK9 5AF

    ‍Helpline number: 0303 123 1113

    ‍Website: https://www.ico.org.uk/make-a-complaint

    Our Data Protection Officer is Justine Heeley, and she can be contacted via:

    Post: PO Box 53, Havant, PO9 1UA

    Email: dpo@stopdomesticabuse.uk

    Telephone: 0330 0533 630

  • 2.2.2026

  • Introduction

    This Cookie Policy outlines how we use cookies and similar technologies on our websites to deliver a secure, efficient, and user-centred experience. It explains what cookies are, why we use them, and how you can manage your preferences. By continuing to browse our websites, you agree to our use of cookies in accordance with this policy, unless you have disabled them.

    What Are Cookies?

    Cookies are small text files placed on your device when you access a website. These files collect and store information about your visit, which is then communicated back to our website or third-party service providers upon subsequent visits. Cookies support website functionality, enhance user experience, and help us understand how our site is being used.

    Types of Cookies We Use

    We use the following categories of cookies:

    Strictly Necessary Cookies

    These cookies are essential for the operation of our websites. They enable core functions such as security, network management, and accessibility. You cannot opt out of these cookies.

    Example:

    • Remembering your cookie consent preferences

    • Enabling secure log-in sessions

    Performance and Analytics Cookies

    These cookies collect aggregated data to help us understand how visitors interact with our site. This includes metrics such as page views, bounce rates, and navigation patterns. All data is anonymised.

    Example Tools:

    • Google Analytics

    Functionality Cookies

    These cookies remember choices you make (such as language preferences or form inputs) to provide enhanced, personalised features.

    Some of these cookies may be set by third-party platforms when you interact with embedded content such as YouTube videos or social media feeds.

    Data Collected via Cookies

    Through cookies, we may collect:

    • IP address and device type

    • Browser type and operating system

    • Pages visited, time spent, and actions taken

    • Referral URLs and geographic location (at a city/region level)

    This information does not identify you personally and is used solely for statistical, functional, and service improvement purposes.

    Legal Basis for Processing

    Under the UK GDPR and similar frameworks, we rely on:

    • Consent for all non-essential cookies (e.g., analytics).

    • Legitimate interests for essential operational cookies.

    Managing Your Cookie Preferences

    You have full control over how cookies are used:

    You can update your preferences at any time via our [Cookie Settings Pop Up].

    You can disable cookies by adjusting your browser settings. However, doing so may impact your ability to access certain parts of our site or experience reduced functionality.

    To opt out of Google Analytics tracking, you may install the Google Analytics Opt-out Browser Add-on.

    Third-Party Cookies

    Some features on our website rely on third-party providers who may place cookies on your device. These providers are responsible for their own cookie and privacy policies. We recommend reviewing them directly to understand how your data is processed.

    Data Security

    We are committed to safeguarding your data. We use a combination of encryption, firewalls, access controls, and real-time monitoring to protect information collected via cookies. While no system is infallible, we maintain industry best practices to mitigate risks.

    Policy Updates

    We may update this Cookie Policy periodically to reflect changes in legal requirements or our data practices. The most recent version will always be accessible on our website, and material changes will be clearly communicated.

    For more information on how we collect, use, and protect your personal data, please refer to our [Privacy Policy].ion

Purpose

This Privacy Notice applies to Southern Domestic Abuse Service, T/A Stop Domestic Abuse.

The safety of your personal information is something that we take very seriously and we are committed to protecting and respecting your privacy.

It explains how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It also sets out the lawful bases on which we rely when processing your information, the periods for which we retain it, and the rights you hold as a data subject.

Stop Domestic Abuse will, wherever possible, collect, process, and store only the personal data that you choose to provide to us. We are committed to ensuring that our data processing is fair, transparent, and lawful, and to clearly informing you about the purposes for which your information will be used.

Personal data is any information which would then make you as an individual identifiable, or any information combined with other information which would then make you identifiable. 

These privacy statements tells you what to expect when Stop Domestic Abuse collects personal information. It applies to information we collect about groups of people.

Stop Domestic Abuse will only collect, process and store information where we have a lawful basis to do so. We want to be open about collecting this information and clear about what we will use it for.

For some of the groups of people listed below we have different statements which explain in more detail how we process your information, the lawful bases for this, our responsibilities and your rights. You can read those statements by clicking on the sections below: