Children’s Home Association (CHA) is committed to protecting and respecting your privacy.

This notification sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

For the purpose of data protection legislation, including the UK Data Protection Act 2018, the UK General Data Protection Regulation (UK GDPR), the UK Privacy and Electronic Communications Regulations 2003 (PECR), and other applicable legislation, ICHA, is a controller and our contact details are: PO Box 238 PENMAENMAWR LL30 9HD

Personal information is any information that can be used to identify a living individual. When contracting with us for our services (membership), we collect your name and contact details, job title. When logging into the member area we will process your email and password details. We collect your qualifications, name and contact details for the members handbook and for sharing with Local Authorities when looking for placements.

We may use WhatsApp to facilitate communications between member groups. Where WhatsApp is being used, we will ask for your explicit consent, which can be withdrawn by you at any time. ICHA acts as a joint controller for the use of WhatsApp, who are responsible for their own privacy notices, which can be found here - WhatsApp

We may receive and process information about you from:

• yourself (data you provide)
• ourselves (data we generate)

Our lawful basis for processing this data is:

• our contract with you for the provision of membership to ICHA, newsletters, updates or other related services
• our legal obligations (including our obligations under the Finances Act 2008).

The consequences for you if we are unable to process this data would be:
We would not be able to continue to provide membership services.

Any data related to payments between us will be retained for 7 years to conform with our legal obligations regarding record keeping under the Finance Act 2008.

Other data may be kept for up to 7 years from termination of the contract in case there are queries, unless you request that we delete the data beforehand.

At the conclusion of all relevant retention periods, physical documents containing your personal data will be shredded, and all personal data held electronically will be deleted or anonymised and or turned into statistical or analytical data.

To the extent that is necessary to meet our legal obligations and manage and satisfy our contract with you, your data may be shared with:

• our software and IT Solutions Partners
• bankers (sole traders, partnerships)
• other professional advisors or suppliers and sponsors (at your request)
• Local Authorities
• Regulatory bodies such as Ofsted, CMA in our legitimate Interest.

We use information held about you in the following ways:

• To communicate with you
• To provide membership services
• Introduce relevant professional services
• Assist with Local Authority placements
• To assist with Regulatory or Supervisory surveys or questions

Where we may occasionally be required to disclose certain information to additional third parties, we will disclose data only when and to the extent that we have a legal obligation to do so.

Such third parties may include:

• Law enforcement (by warrant or subpoena)
• Courts, tribunals or other judicial bodies
• Local Authorities
• Sponsors & Partners

We may transfer your data to cloud or software service providers, who may store or process your data outside the EEA.

Where we do this, we will only transfer personal data using lawful transfer mechanisms and if there are adequate protections in place to ensure that your rights and freedoms are protected, and UK data protection legislation is not undermined.

Data protection legislation states that you have the following qualified rights regarding your personal data:

• Access – you may request we provide you with the data we hold
• Rectification – you may request we correct any inaccurate data
• Erasure – you may request we erase your data
• Restriction – you may request we stop processing your data but retain it and you have the right to object to the use of your personal data
• Portability – you may request we provide you or a nominated party with your data in a commonly used, structured and machine-readable format

You can exercise your rights in relation to the personal data processed by us at any time by using the postal address above or by contacting us at admin@the-cha.org.uk

If you wish to object to the processing or make a complaint about how we have handled your personal data, please email admin@the-cha.org.uk and we will investigate the matter.

If you are not satisfied with our response or believe we are not processing your data in accordance with the law, you can contact a National Data Protection Authority which, in the UK is the Information Commissioner’s Office

In the future, we may revise this Privacy Policy and make changes, if necessary. If we do, we’ll let you know about any material changes, either by notifying you on this website or by sending you an email, if you have provided us with that.

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