Privacy Notice

YJLC’s Privacy Notice

INTRODUCTION

This is the Youth Justice Legal Centre’s (YJLC) data privacy notice, which covers the data we either collect or process from our service users and individuals connected to our clients, users of YJLC’s Advice Line, staff, supporters or other partners. ‘We’ and ‘our’ in this notice refers to YJLC. We will also explain how to contact us about the data we process which relates to you personally. YJLC is committed to protecting the personal data of our service users, supporters, staff and other partners and respecting their privacy. 

Where YJLC processes and stores any personal information, we do so in adherence with applicable data protection legislation, including the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). 

YJLC is committed to protecting the personal data of our service users, supporters, staff and other partners and respecting their privacy. Privacy and confidentiality are very important to YJLC.  Because most of our team are solicitors, we observe a professional duty of confidentiality to our service users. 

This notice is about how we treat your personal data as a data controller. 

LAWFUL BASIS FOR PROCESSING

Under the UK GDPR, the legal bases we rely on for processing the personal data we process are:

  • Legitimate interests: (for all) we may process your personal data where it is in our legitimate interests, your legitimate interests or the legitimate interests of a third party to do so, for example, to manage your support or (for service users or connected individuals) to provide you or a connected person with advice via the YJLC Advice Line;
  • Necessary for legal claims or advice: (for service users) where we process special category personal data or criminal offence data and we have not requested your consent, we may process your personal data where it is necessary for the purpose of, or in connection with, any legal proceedings (including prospective legal proceedings), the purpose of obtaining legal advice, or the establishment, exercise or defence of legal claims.
  • Consent: we may ask for your consent to process your personal data, for example, for direct marketing or (for service users) we may rely on consent depending upon the circumstances (such consent may be provided by your parents or guardian). Consent is always affirmative or ‘opt-in’. You are able to remove your consent at any time. You can do this by contacting [email protected].
  • Compliance with law: we may process your personal data where it is necessary for us to carry out our obligations under applicable law.

PERSONAL DATA WE COLLECT

Depending upon your relationship with us, we may collect personal data including:

  • names, nationalities, postal addresses, telephone numbers, job titles and email contacts;
  • personal data related to your membership or employer’s membership, for example details of your attendance at annual training events or other events;
  • information related to your Enquiry with the YJLC Advice Line;
  • information related to your use of our website, such as (for service users) special categories of personal data and criminal offence data (see further information below) and any other personal data that is provided to us, including through the YJLC Advice Line.

Special categories of personal data (sometimes referred to as sensitive personal data) are identified by the UK GDPR and includes the health, sex life, racial or ethnic origin, political opinion, religious or philosophical beliefs and trade union membership of an individual. Criminal offence data is personal data relating to criminal convictions or offences.  We do not collect either of this data about our supporters.  However, we may collect this sensitive personal data in relation to our service users. We may sometimes anonymise your personal data and use that anonymised data so that it can be analysed and our work properly evaluated.  This anonymised data might be shared with our funders or other evaluators.

HOW WE COLLECT YOUR PERSONAL DATA

  • Your personal data may be collected directly from you, for example, when you contact us directly (e.g. through our advice line), donate through CAF or by PayPal or sign up to our mailing lists via Mailchimp.
  • We may collect your personal data from connected individuals who have a personal relationship with you, for example, when a parent or guardian contacts us through our advice line to discuss your case.
  • We may collect your personal data from other third parties such as governmental authorities or law enforcement, education providers, or legal professionals who hold information about you. We will only collect your personal data from these third parties where you have authorised this. 

PURPOSES OF PROCESSING

Depending upon your relationship with us, we process your personal data for the following purposes:

  • (for service users or connected individuals) to provide you or a third party connected to you with advice following an enquiry to YJLC Advice Line;
  • (for service users or connected individuals) to provide other service users with similar cases with advice following that service users enquiry to the YJLC Advice Line;
  • to administer your or your employer’s membership with YJLC or otherwise manage your support;
  • to send you newsletters or other communications;
  • to administer your donation;
  • to manage our events and training;
  • to keep a record of your relationship with us;
  • to administer our website;
  • to meet our legal obligations;
  • to establish, defend or enforce legal claims; and
  • to report to our funders.

SHARING YOUR PERSONAL DATA

We may share your personal data with the following categories of third party recipients:

  • Our funders.
  • Professional advisors, such as accountants, lawyers or auditors.
  • Regulators or other authorities or third parties to comply with the law or assist in a criminal or regulatory investigation, or to protect us (for example, to protect or enforce our rights).
  • Third parties as part of a corporate transaction, for example if it is proposed that we are to merge with or be acquired by another business in the future.

Sharing your personal data in connection with our Advice Line

We may also share service user and/or connected individuals’ personal data with third parties that we partner with to provide the YJLC Advice Line, including the law firms listed below who assist YJLC with responding to queries in a pro bono capacity. Where we share your data for this purpose, those third parties will process your personal data as independent data controllers pursuant to their own privacy notices. Each of YJLC and those third parties are independently responsible for their own processing of your personal data respectively. 

As stated, we observe a policy of confidentiality in line with our professional duties as solicitors.  The only exception to this is if we become aware that a service user or someone else is at immediate risk of serious harm.  If this situation arises, we might have to breach confidentiality in order to ensure that no one is harmed.  Otherwise, if we think that it is a good idea to disclose information given to us in confidence (ie, it is in the best interests of a child) to another party, then we will discuss it with the service user in question first and obtain their permission before sharing the information.

Personal information and confidential case details will sometimes be shared between staff and volunteers as part of supervision and consultation unless a service user has expressly asked us not to share their information with other staff members. 

The law firms we partner with are listed below, with links to their privacy notices:

  • Weil Gotshal & Manges (London) LLP 

Weil Gotshal & Manges (London) LLP - Privacy Policy (EU and UK) 

https://www.ropesgray.com/en/footer-pages/privacy-notice 

In addition to the information set out in these privacy notices, those independent controllers process your personal data for the same purposes under the same lawful basis for processing as set out in this privacy notice as it specifically relates to service users and connected individuals.

Where the law firms listed above process your special category data they do so on the basis that you have provided your explicit consent, or that the processing is necessary for the establishment, exercise or defence of legal claims. Where consent is relied upon, you have the right to withdraw your consent to the processing at any time, which does not affect the lawfulness of processing based on consent before that consent was withdrawn. If you withdraw your consent, then YJLC may not be able to assist you further with your Advice Line query, or there may be a delay in responding.

RETENTION OF PERSONAL DATA

We will only keep your personal data for as long as it is required for the purposes for which it was collected as set out in this Privacy Notice or as required to comply with applicable legal, regulatory, tax, accounting or other requirements.  We may retain case files containing personal data, including sensitive personal data, for reference in similar cases. In such cases, we will only keep the information necessary for this purpose. 

YOUR RIGHTS

Under data protection law, you have the right to:

  • Request a copy of the personal information we hold about you;
  • Update or amend the personal information we hold about you if it is wrong or incomplete;
  • to restrict processing of your personal data, in certain circumstances;
  • to withdraw consent., including changing your communication preferences at any time
  • Ask us to remove your personal information from our records, in certain circumstances, in these circumstances, we would retain your name on a ‘suppression list’ of individuals with whom we will not make any future contact
  • Ask that we transfer the personal information you gave us to another organisation or to you, in certain circumstances; and
  • Object to the processing of your personal information in certain circumstances.

We will respond to any such requests within the statutory timeframe permitted, which is a month subject to any extensions to which we are lawfully entitled.

CONTACT US

If you wish to do any of the above or find out more information, you can contact us at:

2 Fulbrook Mews
London 
United Kingdom
N19 5EN

Email: [email protected] 

RIGHT TO COMPLAIN

You also have the right to complain to the applicable data protection regulator, which in the UK is the Information Commissioner’s Office (ICO). To raise a concern or complaint about the way in which your information is being held or used by us, you can contact the ICO. 

ICO’s address:           

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

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

CHANGES TO THIS PRIVACY NOTICE

Any changes we make to this Privacy Notice in the future will be posted on https://yjlc.uk/privacy-policy. We strongly encourage users to check our Privacy Notice each time they use our website.