Work Support West London Triage Privacy Notice

This notice tells you about:

  • the information Shaw Trust (the Trust) may hold about you,
  • how we will protect your information,
  • how we may share or use this, and
  • the rights you have.

As a ‘Joint Controller with West London Alliance (WLA)’, Shaw Trust must comply with Data Protection laws. We will protect the information we hold about you to ensure your right to privacy.
If you have any questions, want further information, or want to exercise your rights as listed in this notice, please contact our Data Protection Officer by emailing data.protectionmailbox@shaw-trust.org.uk.

Your personal information

We may collect personal information directly from you or from a third party who refers to our Work Support West London Programme. This information is collected via our expression of interest form and may include:

  • name
  • contact details (e.g. telephone number or email address)
  • employment status
  • non-sensitive information relevant to assessing eligibility

We only collect the minimum information required to process your referral. We do not request sensitive information (e.g. health or ethnicity) unless it is essential, and you explicitly consent.

Information Provided About You by a Third Party (Referrals)

We may receive your personal data from an individual or organisation that has referred you to the Work Support West London programme. This may include:

  • your name,
  • contact details (e.g. telephone number or email address), and basic context to help us assess your eligibility or contact you.
  • The individual making the referral is required to confirm that they have your consent to share your personal data with Shaw Trust.

We use this information to:

  • contact you about the services for which you’ve been referred;
  • assess your needs and eligibility for support;
  • deliver appropriate services if you choose to engage.

This referral-specific processing reflects Shaw Trust’s Article 14 UK GDPR obligations.

Legal Basis for Processing

We rely on the following legal bases under the UK GDPR:

  • Consent – when you or the referrer give explicit permission
  • Legitimate interests – to assess eligibility and contact you where consent is not available.
  • Legal obligation – where required by funding, safeguarding, or legal frameworks.

Protecting Your Information

Your data will be stored on secure databases and accessed only by authorised personnel. Data will not be processed outside the UK/EEA without your written consent.

Information may be shared with third parties for service delivery, referral validation, or support coordination, using secure methods such as encrypted email or secure portals.

How long we keep your data

We retain your personal data for as long as necessary to fulfil the purposes we collected it for, including to meet contractual, legal and regulatory requirements.

  • If you are referred to us, or you express an interest in joining the service but do not go on to access services, we will keep your data for no more than 6 months from the date of the referral, after which it will be securely deleted.
  • If you go on to participate in the programme, we are required to retain your data for up to 6 years. After the end of your involvement, in accordance with funding conditions and audit requirements set by our funders or Lead Authority.

All personal data is securely deleted once the retention period expires.

Sharing Your Information

To support your journey into employment, we may share your data with:

  • partner organisations involved in Work Support West London;
  • training providers or employers (if relevant);
  • healthcare professionals (if needed and with consent);
  • funders and statutory bodies, where legally required.

The referrer’s details may also be recorded, but your personal data will not be shared beyond those with a need-to-know.

Your Rights

You have the right to:

  • access and correct your personal data;
  • request erasure, restriction, or objection;
  • be informed of how we got your data (if from a third party);
  • withdraw consent at any time;
  • complain to the Information Commissioner’s Office (ICO).

To exercise your rights, contact:

Data Protection Officer

Email: data.protectionmailbox@shaw-trust.org.uk

Address: Shaw Trust, Black Country House, Rounds Green Road, Oldbury B69 2DG

When we Contact You (Referrals)

If you are referred to us by someone else, we will inform you promptly:

  • where your data came from;
  • why we are contacting you;
  • your rights (e.g. opt-out, object, request deletion).