Your privacy matters to us. This policy explains clearly how Vines Support Services Ltd handles personal information, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Vines Support Services Ltd ("Vines", "we", "us", or "our") is a registered children's homes and supported accommodation provider based in England. We are the data controller for the personal information we collect and process.
Registered Address: C/O Quantum UK Business Solutions Ltd, The Imex Building, 575–599 Maxted Road, Hemel Hempstead, Hertfordshire, United Kingdom, HP2 7DX
Contact: info@vinessupportservices.co.uk | +44 7958 200190
2. What Information We Collect
We may collect the following types of personal information depending on how you interact with us:
From website visitors and enquirers:
- Name, email address, and phone number (via our contact and referral forms)
- Organisation or local authority name
- Details provided about a young person's needs (for referral purposes)
- IP address and browser information (collected automatically)
From job applicants:
- Name, contact details, and employment history
- Qualifications and professional references
- Right to work documentation
- DBS check information (where required by law)
From young people in our care:
- Personal, family, and background information
- Health, educational, and care records
- Risk assessments and care plans
- Incident and progress records
3. How We Use Your Information
We use personal information for the following purposes:
- To respond to referral enquiries and assess placement suitability
- To provide and manage care services for young people placed with us
- To communicate with placing authorities, families, and professionals
- To process job applications and manage employment relationships
- To comply with our legal and regulatory obligations, including Ofsted requirements
- To improve our website and services
- To protect the safety and wellbeing of young people in our care
4. Our Legal Basis for Processing
We process personal data on the following legal bases under UK GDPR:
- Contract — to fulfil our contractual obligations to placing authorities and service users
- Legal obligation — to comply with children's social care legislation, Ofsted regulations, and employment law
- Legitimate interests — to respond to enquiries and improve our services
- Consent — where you have given us explicit permission to process your data
- Vital interests — where processing is necessary to protect the life of a young person
5. Who We Share Your Information With
We may share personal information with the following parties where necessary:
- Local authorities and placing organisations
- Schools, colleges, and educational providers
- NHS and healthcare providers
- Ofsted and other regulatory bodies
- Police and safeguarding agencies (where legally required)
- Our professional advisors (solicitors, accountants, insurers)
- IT and software service providers who process data on our behalf
We never sell personal data to third parties or use it for marketing purposes without your explicit consent.
6. How Long We Keep Your Information
- Referral enquiries (unsuccessful): 6 months
- Young people's care records: 75 years from date of birth, in line with statutory guidance
- Employee records: 6 years after employment ends
- Job applications (unsuccessful): 6 months
- Website enquiry forms: 12 months
7. Cookies and Website Data
Our website uses essential cookies only to ensure it functions correctly. We do not use tracking, advertising, or analytics cookies without your consent. You can control cookie settings through your browser at any time.
8. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
- Right of access — to request a copy of the data we hold about you
- Right to rectification — to have inaccurate data corrected
- Right to erasure — to request deletion of your data in certain circumstances
- Right to restrict processing — to limit how we use your data
- Right to data portability — to receive your data in a portable format
- Right to object — to object to processing based on legitimate interests
To exercise any of these rights, please contact us at info@vinessupportservices.co.uk. We will respond within 30 days.
9. Data Security
We take data security seriously and implement appropriate technical and organisational measures to protect personal information against unauthorised access, loss, or disclosure. All staff who handle personal data receive data protection training.
10. Children's Data
Given the nature of our work, we process significant amounts of data relating to children and young people. This data is treated with the highest level of care and confidentiality, in line with our safeguarding obligations and the Children Act 1989 and 2004.
11. Changes to This Policy
We review this Privacy Policy regularly and will update it when necessary. The date at the top of this page shows when it was last revised. Significant changes will be communicated directly to affected individuals where possible.
12. Complaints
If you have concerns about how we handle your personal data, please contact us first at info@vinessupportservices.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):