Privacy Information and Consent
The Relate Federation is formed by Relate Federated Centres and Relate National, working together to further our common Vision, Mission, Aims and Charitable Objects.
The Practitioner Directory is a quality assurance tool, which enables Relate to ensure all clinical staff are meeting the requirements set out in policy and procedure to protect clients, clinical staff and the Relate brand. It also allows for production of in-depth evidence to aid in the process of bidding for contracts It allows for cross-departmental working. As importantly, Relate wishes to maintain good communications with its clinical workforce and to facilitate the sharing of best practice and ideas.
The Practitioner Directory will enable practitioners and clinical staff to take ownership of their own record, keeping documents in a safe place, enabling verification by managers and supervisors to take place online. It will eliminate the need for the paper forms and the associated meetings with managers and supervisors to gain sign off, making the process of registration and re-registration a more streamlined and efficient procedure. The system will send out notifications and reminders so that records are up to date and relevant. Once the re-registration process or query notification is completed and moderated, further notifications will cease.
The General Data Protection Regulation (GDPR) has been brought into UK law through the Data Protection Act 2018 and we therefore need to be clear on how we will comply with its requirements.
Privacy Information
What is the Personal Data being collected?
Relate uses the data contained in the Practitioner Directory to quality assure and to undertake analysis, research and for workforce planning. This is why we have asked you to provide information on your Date of Birth, Ethnicity, Gender & languages spoken. We further collect evidence of qualifications, CPD, casework, supervision, DBS, complaints, memberships, Insurance and ICO registration in order to ensure that all of Relate’s QA policies are fully met.
Why are we collecting this data?
- In order to work with Relate it is a mandated requirement that this information is collected and updated as requested to quality assure the services provided to our clients.
- We will use this data so that Relate is able to communicate with clinical staff and managers to contact them with regards to the following:
- Training - we would like to inform you of new training opportunities and updates to the Virtual Learning Environment.
- Invitations to future national events - we would like to invite you to relevant conferences, celebration events and other gatherings.
- Potential job opportunities - we would like to inform relevant staff of job opportunities, these may be temporary or permanent.
- Requests on behalf of Relate National and local Relate Centres for support with skills or time – Relate may from time to time receive requests for support and assistance from Relate Centres, which members of the wider Relate community might be able to help with.
- Cross centre Information – in the event of you applying for a position in a different centre and upon request from a new centre, we will pass on details of qualifications, CPD and DBS.
- Supervisor Bank - the system will ask if supervisors wish to be a member of the supervisors bank, by agreeing to this and upon request, your details will be passed to centres so that they can contact you directly to arrange for supervision.
- Clinical Updates and Policy Revisions - so as to keep you up to date with any clinical or policy updates, we may inform you of any clinical updates or policy revisions.
- Complaint Investigations - to provide part of the checking and cross referencing of information related to a complaint investigation
- Consultation and research – so that we can find out what people think and improve our services and operations
Personal Data
- As long as you work for Relate, you will be able to view and update your own record.
- If we have made an error, you can request that we correct the Personal Data that we have in our systems at any time.
- If you are unhappy about how we have processed your personal data please follow the Compliments, Concerns and Complaints policy
- You can, if you wish, make a complaint to the Information Commissioner’s Office https://ico.org.uk
Who can see this data?
- The data can be seen and processed by the Relate Registration Team, viewers, such as trustees, the IT team, CEO, Executive Leadership Team (ELT) and other authorised members of staff as designated by the Executive Leadership Team.
- Your manager and supervisor will be able to view sections of your registration.
- If you are a multi-centre worker, managers and supervisors at all your centres will be able to view your record in its entirety.
- Relate will not provide information to anyone not mentioned within the agreement unless required to do so by law or if we believe it is necessary to do so to protect public safety, e.g. informing an accrediting body to which you are affiliated that a serious complaint against you has been upheld.
How long do we retain this data?
- Relate will retain your identifiable information for a period of 7 years following the confirmation that you have left Relate. It is therefore important that you inform the Practitioner Directory should you leave the organisation. Following this period, your information will be anonymised so that workforce research could take place without identifying you as the individual.
What is the legal basis for obtaining this data?
Consent given by the individual providing the Personal Data.
Consent Form
By providing your details on the Practitioner Directory you are agreeing to Relate using your data as outlined.
By submitting your information you agree to Relate Limited holding the information supplied and to sharing this information with the stakeholders mentioned if necessary
I confirm that
- The information I have provided is an accurate account of my personal information and qualifications as a Relate Trainee/Practitioner/Supervisor/Mediator/Trainer
- I have read, understood and agree to uphold and abide by the Relate Code of Ethics & Practice when delivering Relate counselling services to clients, as appropriate to the service(s) being delivered. I will keep abreast of any updates made to the Code of Ethics & Practice.
- As an affiliated counsellor I use this declaration to annually agree my compliance with clause 3.10 of my contract. I shall provide such supporting evidence of compliance as Relate may reasonably request. I will additionally agree to meet all of the criteria within my contract.
- As a Relate Licensed counsellor I will additionally agree to meeting all the criteria within my contract. As a Trainee/Practitioner I will adhere to the policies and procedures set out by Relate and will keep my record up to date at all times. I understand that there are consequences to not fully adhering to the Practitioner Directory Requirements. As a Therapeutic Support Worker I will adhere to the policies and procedures set out by Relate and will keep my record up to date at all times. I understand that there are consequences to not fully adhering to the Practitioner Directory Requirements.
- As a person working on a Relate Contract I will adhere to the policies and procedures set out by Relate and will keep my record up to date at all times. I understand that there are consequences to not fully adhering to the Practitioner Directory Requirements.
- As a supervisor, I will undertake supervision only in the services for which I have been approved, ensuring that I hold the correct level of DBS. I will not share information on any of my supervisees.
- As a manager, I will only share any information given within these records in line with the consents given.
- As a viewer I will not share any information viewed within the Practitioner Directory system.
- As a moderator, I will only share information as set out in this agreement.
- As a Designated Person/SPC, I will only share this information as set out within this agreement.
- It may be that your work with Relate covers more than one role. By agreeing to these terms and conditions, you are stating that you will follow the requirements for each of these roles, and any subsequent roles you may undertake.