We are mindful that 2 pieces of data that do not identify a client may do so when pieced together: eg if a client’s postcode is shared together with details of their medical condition. The data controller checks report formats to ensure that client confidentiality will not be breached by reporting and that data cannot be pieced together in this way. Sources of Data Most data is provided directly by clients. Some data is provided at the point of referral by a third party. We ask referrers to satisfy themselves that they have gained consent to share data with us. Data Transfers Personal data is never transferred from Money Advice Plus without explicit consent for information sharing from a client, and as is necessary to do work (eg with your permission we might send information required to make a referral to another agency) or in specific circumstances without consent (eg safeguarding: see our confidentiality policy). Data is never transferred outside the EU. On occasion we may contract outside agencies to process data on our behalf. We may also share data with our database support service, for the purpose of identifying systemic faults in the database. We follow our confidentiality policy and before data is shared for either of these purposes we must be satisfied that the outside agency has arrangements to securely store the data and dispose of it properly as soon as the work is completed. Retention of Data In accordance with recommended advice industry best practice all data is stored for 7 years after the end of our work with a client, except those kept longer: see below. The following are stored for 14 years: All at closure where there has been a complaint, or a case involving significant corrective action During the 7 year storage period, when a client or representative contacts us with a significant question or complaint When cases are identified by casework supervisors as concerning unusual or novel points of law, at the point of closure, or when checking closed files When a client dies and we have been unable to contact any next of kin, and we are left holding a residual estate. Clients are advised of the storage period and how to access their closed files during that time in the closing letter.
We are mindful that 2 pieces of data that do not identify a client may do so when pieced together: eg if a client’s postcode is shared together with details of their medical condition. The data controller checks report formats to ensure that client confidentiality will not be breached by reporting and that data cannot be pieced together in this way. Sources of Data Most data is provided directly by clients. Some data is provided at the point of referral by a third party. We ask referrers to satisfy themselves that they have gained consent to share data with us. Data Transfers Personal data is never transferred from Money Advice Plus without explicit consent for information sharing from a client, and as is necessary to do work (eg with your permission we might send information required to make a referral to another agency) or in specific circumstances without consent (eg safeguarding: see our confidentiality policy). Data is never transferred outside the EU. On occasion we may contract outside agencies to process data on our behalf. We may also share data with our database support service, for the purpose of identifying systemic faults in the database. We follow our confidentiality policy and before data is shared for either of these purposes we must be satisfied that the outside agency has arrangements to securely store the data and dispose of it properly as soon as the work is completed. Retention of Data In accordance with recommended advice industry best practice all data is stored for 7 years after the end of our work with a client, except those kept longer: see below. The following are stored for 14 years: All at closure where there has been a complaint, or a case involving significant corrective action During the 7 year storage period, when a client or representative contacts us with a significant question or complaint When cases are identified by casework supervisors as concerning unusual or novel points of law, at the point of closure, or when checking closed files When a client dies and we have been unable to contact any next of kin, and we are left holding a residual estate. Clients are advised of the storage period and how to access their closed files during that time in the closing letter.
Money-Advice-Plus-Client-Privacy-Notice.docx