This privacy notice tells you what to expect us to do with your personal information.
Contact details
Post: Renaissance UK Ltd 102 Dickson Road, BLACKPOOL, FY1 2BU, GB
Telephone: 01253 311431
Email: enquiries@ren-uk.com
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery and third party referrals:
- Names and contact details
- Gender
- Pronoun preferences
- Addresses
- Date of birth
- Service use history
- Health information (including medical conditions, test results, allergies, medical requirements and medical history)
- Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
- Information about work, home and living conditions
- Information about support requirements
- Criminal offence data
- Records of meetings and decisions
- Information about income and financial needs for funding or personal budget support
- Website user information (including user journeys and cookie tracking)
- Information relating to compliments or complaints
We also collect or use the following information to provide services and goods, including delivery and third party referrals:
- Racial or ethnic origin
- Religious or philosophical beliefs
- Health information
- Sex life information
- Sexual orientation information
We collect or use the following information to receive donations or funding and organise fundraising activities:
- Names and contact details
- Addresses
- Payment or banking details
- Donation history
- Tax payer information (for Gift Aid purposes)
We collect or use the following personal information for research or archiving purposes:
- Names and contact details Addresses
- Donation history
- Records of consent, where appropriate
We also collect or use the following information for research or archiving purposes:
- Racial or ethnic origin
- Religious or philosophical beliefs
- Health information
- Sex life information
- Sexual orientation information
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Health and safety information
- Criminal offence data
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Purchase or service history
- Witness statements and contact details
- Relevant information from previous investigations
- Customer or client accounts and records
- Information relating to health and safety (including incident investigation details and reports and accident book records)
- Correspondence
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 in brief set out 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.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
- Your right to erasure – You have the right to ask us to delete your personal information.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information.
- Your right to object to processing – You have the right to object to the processing of your personal data.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
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 to provide services and goods, including delivery and third party referrals 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.
- 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.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities 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.
Our lawful bases for collecting or using personal information for research or archiving purposes 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.
Our lawful bases for collecting or using personal information to comply with legal requirements 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.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims 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.
Where we get personal information from:
- Directly from you
- Regulatory authorities
- Other health and care providers
- Social services
- Councils and other public sector organisations
| Data Held | How is this processed? | How long will we keep it? | How will it be destroyed? | What is our legal basis for processing the data? |
|---|---|---|---|---|
| Client demographics and personal details including the 9 equity strands | Written in case notes, saved onto case management system and used on monitoring sheets | 3 years after the client is closed | Deleted or Shredded | To provide the appropriate service to the service user and to provide the level of care required, together with referral on to other services as necessary/appropriate and for safeguarding and for auditing purposes |
| Client information on housing, physical health, mental health, sexual health, social networking, sleep, self care, self confidence, employment, future plans, risk assessment plus updates | Written in case notes, saved onto case management system and used on monitoring sheets | 3 years after the client is closed | Deleted or Shredded | To provide the appropriate service to the service user and to provide the level of care required, together with referral on to other services as necessary/appropriate and for safeguarding and for auditing purposes |
| Contact notes of face to face, telephone, text, Whatsapp, email and postal contacts with clients | Written in case notes, saved onto case management system and used on monitoring sheets | 3 years after the client is closed | Deleted or Shredded | To provide the appropriate service to the service user and to provide the level of care required, together with referral on to other services as necessary/appropriate and for safeguarding and for auditing purposes |
| Dry Blood Spot Test Results | Results are input onto a spreadsheet and/or uploaded onto the case management system | 3 years after the client is closed | Deleted | To provide the appropriate service to the service user and to provide the level of care required, together with referral on to other services as necessary/appropriate and for safeguarding and for auditing purposes |
| Point of Care Test Results for HIV/Syphilis/Gonorrhoea/Chlamydia | Results are input onto a spreadsheet and/or uploaded onto the case management system | 3 years after the client is closed | Deleted | To provide the appropriate service to the service user and to provide the level of care required, together with referral on to other services as necessary/appropriate and for safeguarding and for auditing purposes |
Who we share information with
Others we share personal information with
- Other health providers (eg GPs and consultants)
- Organisations we need to share information with for safeguarding reasons Emergency services
- Local authorities or councils
- Organisations we’re legally obliged to share personal information with
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
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
Author: Senior Information Officer | Date: January 2025 | Next Review Date: January 2026 | This Notice replaces the original Notice dated 2018
