Domestic Violence Assist (DV ASSIST) – GDPR & Data Protection Policy

Last Reviewed: April 2025
Next Review Due: April 2026

 

1. Introduction

Domestic Violence Assist (“DV ASSIST”, “we”, “our”, or “us”) is committed to protecting the privacy and security of personal information.
This policy explains how we collect, store, use, and protect personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We understand that our clients, supporters, staff, and volunteers may share sensitive and personal information with us. We take this responsibility seriously and handle all personal data with care, confidentiality, and respect.

 

2. Who We Are

Domestic Violence Assist (DV ASSIST) is a UK-registered charity providing advice, support, and legal assistance to individuals affected by domestic abuse.
Registered Charity Number:  1169645

 

 

3. Purpose of This Policy

This policy sets out:

• The types of personal data DVA collects and processes

• The lawful bases for processing personal data

• How personal data is stored and protected

• Individuals’ rights under data protection law

• How to raise concerns or complaints

 

4. What Personal Data We Collect

Depending on your interaction with us, we may collect and process the following types of data:

A. Service Users

• Name, date of birth, and contact details

• Information about circumstances relating to domestic abuse

• Legal information (e.g., case details, court orders)

• Details of dependents or family members (where necessary)

• Health or safety-related information relevant to providing support

B. Staff and Volunteers

• Employment and training records

• Contact details and emergency contacts

• Disclosure and Barring Service (DBS) information

 

 

5. Lawful Basis for Processing

We process personal data under the following lawful bases:

• Consent: Where you have given clear consent for us to process your data for a specific purpose (e.g., to contact you about our services).

• Contract: Where processing is necessary to provide you with a service you have requested.

• Legal Obligation: Where we are required by law to process certain information (e.g., safeguarding reporting).

• Vital Interests: Where processing is necessary to protect someone’s life or safety.

• Legitimate Interests: Where processing is necessary for our legitimate charitable purposes, provided these do not override your rights.

 

6. How We Use Personal Data

We use personal data to:

• Provide advice, support, and legal assistance to service users

• Manage referrals and coordinate support with other agencies

• Administer staff, volunteers, and training programmes

• Process donations and manage supporter relationships

• Comply with legal and safeguarding obligations

• Improve our services and maintain accurate records

 

7. Data Sharing and Disclosure

We do not sell or share personal data with third parties for marketing purposes.
We may share personal data with:

• Partner agencies (e.g., police, legal aid providers, courts, or social services) where necessary to deliver support

• Regulators, funders, or auditors (under strict confidentiality agreements)

• IT or database service providers who support our operations

All third parties are required to respect the security of your data and comply with UK data protection law.

 

8. Data Security and Storage

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction.
These measures include:

• Secure password-protected systems

• Encrypted data storage

• Restricted access based on role and necessity

• Regular security reviews and staff training

Personal data is retained only as long as necessary for the purpose it was collected, after which it is securely deleted or anonymised.

 

9. Your Data Protection Rights

Under the UK GDPR, individuals have the following rights:

• Right to be informed – about how your data is used

• Right of access – to the personal data we hold about you

• Right to rectification – to correct inaccurate or incomplete data

• Right to erasure – to request deletion of your data (subject to legal limits)

• Right to restrict processing – to limit how we use your data

• Right to data portability – to request your data in a usable format

• Right to object – to certain types of processing, such as direct marketing

To exercise any of these rights, please contact our Data Protection Officer (see below).

 

10. Data Protection Officer

Name: Luis Labaton
Email: Support@dvassist.org.uk
 

 

11. Data Breaches

In the event of a data breach, DVA will:

• Take immediate steps to contain and assess the breach

• Notify the Information Commissioner’s Office (ICO) within 72 hours if required

• Inform affected individuals where there is a high risk to their rights and freedoms

 

12. Complaints

If you are concerned about how DVA has handled your personal data, please contact us directly.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: https://www.ico.org.uk
Phone: 0303 123 1113

 

13. Review and Updates

This policy will be reviewed annually or sooner if there are significant changes to UK data protection law or our operations.