This policy applies to all the websites we operate, our use of emails and text messages for marketing purposes, and any other methods we use for collecting information. It covers what we collect and why, what we do with the information, what we won’t do with the information, and what rights you have.
Who we are.
DTV CRC is a Community Rehabilitation Company based in the North East of England providing probation services on behalf of the Secretary of State and processing personal data for the execution of criminal penalties. DTV CRC are responsible for supervising around 5000 participants on either a Community Order or Prison Licence throughout the Durham and Teesside area.
We work to reduce reoffending, protect the public and believe that by supporting participants our communities will be safer, that by developing participants we make a real, lasting and positive change to their lives and that by combining this we can provide successful, effective rehabilitation services.
What is Personal Data?
Under the EU’s General Data Protection Regulation:
Personal Data is defined as “any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
Information We collect
We will only ever collect the information We need – including data that will be useful to help improve Our services.
During the course of proving the services detailed previously within this notice, We may collect and process the following data about you:
- Name, Address, Date of Birth, Aliases, contact details, gender, religion, race and ethnic
- Personal Identifiers e.g. Police National Computer, Criminal Records Office,
- Communication Information, i.e. preferred language, hearing difficulties
- Accommodation status, education history, employment status and history, lifestyle information
- Thinking and Behavioural information
- Details of any Substance Misuse or Alcohol Misuse
- Offence details, sentence details, court orders we supervise or reports we write, records of your contact with your Responsible Officer
- Any risk issues
- Relationships including children’s details
- Medical Information/Mental Health information/Emotional Wellbeing
Details of your visits to Our website including but not limited to, IP addresses (the location of the computer on the internet), pages accessed, and files downloaded. This helps Us to determine how many people use Our sites, how many people visit on a regular basis, and what pages are visited most. This is statistical data about Our users’ browsing actions and patterns and does not identify any individual. It simply allows Us to monitor and improve Our service.
You are provided with an opportunity to opt out from receiving communications from us or our partners at the time that your details are submitted and, on each occasion, that you are contacted thereafter.
When you visit this website, logs are generated and kept for a period of time for the purposes of detecting and preventing fraud, unauthorised access and maintaining the security of our system. This statement only covers websites maintained by Us, DTV CRC and does not cover other web sites linked from our site.
How We use the information We collect
We only process your personal data under a lawful basis for processing. Personal data will be processed either under Our legitimate business interests (“Legitimate Interests” means the interests of our company in conducting and managing our business and providing you with the best services and products in the most secure way), under a legal contract or where we have a legal obligation under Law to do so. These interests include:
When we process your personal data for our legitimate business interests we always ensure that we consider and balance any potential impact on you and your rights under data protection laws.
This link provides further information on lawful basis:
If you have any concerns about the processing described above, you have the right to object to this processing. For more information on your rights please see “Your Right” section below.
Choice / opt-in and opt-out
Whenever the processing of your personal data requires your consent then you will be given the opportunity to opt-in or opt-out to having your contact details used as set out above, at the time your details are submitted.
For example, when you request product information, you can tell Us when you provide your details if you do not want to receive any other information from DTV CRC or Our partners, or you can let us know how best to get in touch with you with information that may be of interest.
If you do not wish Us to use your data as set out above, or to pass your details on to third parties for marketing purposes, please leave the relevant boxes, situated on the form which We used to collect your data, blank/unticked.
If you no longer wish to receive email or other promotional materials from Us, you may opt-out of receiving these communications at any time by one of the following methods:
- by replying to the email with ‘unsubscribe’ in the subject line;
- by using the opt out boxes on the response form and submitting it;
- by writing to Durham Tees Valley Community Rehabilitation Company, Wetherby House, Wetherby Close, Portrack Interchange Business Park, Stockton on Tees, TS18 2SL;
- by calling us on 0808 168 48 48.
Sharing your information
We may share your information for any of the purpose set out above with any relevant 3rd party, carefully chosen business partners who provide products or services to DTV CRC and Our service providers and agents who perform services on Our behalf, such as hosting companies and training providers.
We may also disclose your personal information to third parties, if We are under a duty to disclose or share your personal data for legal or regulatory purposes, in relation to existing or future legal proceedings, for the prevention of fraud/loss or to protect the rights, property, safety of DTV CRC, Our customers or others.
This includes but may not be limited to:
- To Her Majesty’s Prison and Probation Services (HMPPS) who monitor how we carry out our duties
- With Courts, Prisons, Police, Local Authorities, Housing providers, Health Professionals and interpreting services
- Courts or Parole Board regarding breaches of supervision
- Victims if they have asked to be kept informed of a related participant’s progress
- Other Community Rehabilitation Companies (CRCs)
Information is stored by Us electronically in secure environments located in the UK and secure computers operated by Our staff. Paper records are kept within designated secure locked areas until scanning and uploading to Our secure environments has taken place. We may transfer the information to other offices and to other reputable third-party organisations as explained above – they may be situated inside or outside the European Economic Area (EEA). We may also store information in paper files. Where they are outside of the EEA we will ensure that adequate safeguards are in place and, where applicable, your consent is given.
DTV CRC have security protocols and policies in place to manage and record your data privacy and preferences correctly and that your data is stored securely to protect against its loss, misuse and alteration. Documentation can be supplied on request from our Data Protection Officer on the contact details at the end of this notice or can be viewed here on our website, https://www.dtvcrc.co.uk.
DTV CRC take steps to ensure that any businesses that we share your data with will have security protocols and policies in place to manage and record your data privacy and preferences correctly and that your data is stored correctly.
Unfortunately, the transmission of data across the internet is not completely secure and whilst We do Our best to try to protect the security of your information We cannot ensure or guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred.
We will keep your information only for as long as We need it to provide you with the services or information you have required, to administer your relationship with Us, to comply with the law, or to ensure We do not communicate with people that have asked Us not to. When We no longer need information, We will always dispose of it securely, using specialist companies if necessary to do this work for Us.
When individuals apply to work for DTV CRC we will only use the information they supply to us to process their application and to monitor recruitment statistics. We will only process information in order to take steps to enter into a contract. Where we need to disclose information to a third party, for example where we need to take up a reference or obtain a ‘disclosure’ from the Disclosure and Barring Service (DBS), we will not do so without informing them beforehand.
Information relating to unsuccessful job applicants, including interview notes, will be kept for six months following notification after which time it will be deleted.
Once a person has taken up employment with DTV CRC we will create an electronic file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with DTV CRC has ended, we will retain information in accordance with the requirements of our retention schedule and relevant legislation, after which time it will be deleted.
Under the data protection legislation, you have the right to request copies of your data, request rectification of your data, request erasure of your data, object to Us processing your data, the right to prevent your data being used for direct marketing, request Us to restrict the process and where our systems allow, the right to access a copy of the information We hold about you (a subject access request) and the right to complain to the Information Commissioners Office (ICO) if you are not satisfied with data protection responses we provide or if you believe we are not processing your personal data in accordance with the law.
If you wish to exercise any of these rights please contact the DTV CRC Data Protection Officer in writing at DTV CRC, Durham Tees Valley Community Rehabilitation Company, Wetherby House, Wetherby Close, Portrack Interchange Business Park, Stockton on Tees, TS18 2SL or by emailing firstname.lastname@example.org
For more information about your rights under the Data Protection Act contact the Information Commissioner’s Office www.ico.org.uk
How to contact us
by email: email@example.com
Write to us at:
Durham Tees Valley Community Rehabilitation Company,
Wetherby Close, Portrack Interchange Business Park,
Stockton on Tees,