Rising Ohana’s CIC Privacy Notice
Last updated: September 2026
Rising Ohana’s CIC is committed to protecting your privacy and handling your personal information safely, fairly and responsibly.
This privacy notice explains what information we collect, why we collect it, how we use it, how long we keep it, when we may share it, and the rights you have under UK data protection law.
For most of the personal information covered by this notice, Rising Ohana’s CIC is responsible for deciding how and why the information is used.
Contact details
Rising Ohana’s CIC
Telephone: 07934 196772
Email: info@rising-ohanas-cic.co.uk
If you have any questions about how we use your personal information, or you wish to exercise your data protection rights, please contact us using the details above.
What information we may collect
The information we collect will depend on the service you are accessing or the reason you contact us.
This may include:
- your name;
- address;
- telephone number and email address;
- date of birth or age;
- emergency contact or parent/carer details where appropriate;
- information provided on a referral or assessment form;
- information about your family or household circumstances;
- information about your support needs;
- information about disability, SEND or additional needs;
- health, emotional wellbeing or mental health information where relevant to the support requested;
- information about medication, allergies, dietary requirements or other health and safety needs where relevant;
- information about housing, education, employment or social circumstances where relevant to the service;
- attendance and engagement information;
- notes relating to assessments, sessions, welfare checks and support provided;
- safeguarding information;
- correspondence, complaints or enquiries you send to us; and
- any other information you choose to provide that is relevant to the service or support you are requesting.
We will only collect information that is reasonably necessary for the purpose for which it is being used.
Referral forms and assessments
When you complete one of our referral or assessment forms, we use the information provided to:
- review and assess the referral;
- understand the needs of the individual or family;
- decide whether our service is appropriate;
- contact you or the family;
- arrange services, appointments, workshops or support;
- make reasonable adjustments;
- develop appropriate support;
- monitor the support we provide; and
- protect children, young people and adults who may be at risk of harm.
Providing information on a referral form does not mean that Rising Ohana’s has unrestricted permission to use the information for any purpose.
We will only use it for the purposes explained when it is collected, for providing or administering our services, or where there is another lawful reason for us to use it.
Where we ask for your consent, we will explain what you are agreeing to. You can withdraw your consent at any time. However, there may be circumstances where we are legally permitted or required to continue using or retaining certain information, particularly where safeguarding, legal obligations or legal claims are involved.
Website contact forms and enquiries
If you contact us through our website, by email, telephone or another enquiry form, we will use the information you provide to:
- respond to your enquiry;
- provide information you have requested;
- arrange further contact where appropriate; and
- keep a reasonable record of our communication.
We normally keep general enquiries for up to 12 months from our last meaningful contact with you.
If your enquiry results in a referral, service, complaint, safeguarding matter or other ongoing involvement with Rising Ohana’s CIC, the information may become part of the relevant record and will be retained in accordance with the appropriate retention period.
We do not use information submitted through our general contact form for unrelated marketing unless you have separately chosen to receive marketing communications from us.
When you access one of our services
Where you register for or receive a service from Rising Ohana’s CIC, we use your information to provide, administer and review that service.
This may include communicating with you, completing assessments, arranging appointments or sessions, recording work carried out, providing support, monitoring outcomes, making reasonable adjustments and working with relevant professionals where appropriate.
We do not sell your personal information.
We will not share your information with organisations for unrelated purposes.
Our lawful reasons for using personal information
UK data protection law requires us to have a lawful reason for using personal information.
Depending on the circumstances, Rising Ohana’s CIC may rely on:
Legitimate interests
We may use personal information where it is reasonably necessary for us to operate our services, respond to enquiries, assess referrals, communicate with families, administer support and maintain appropriate records, provided that our interests do not override your rights and freedoms.
Consent
We may rely on your consent where you have been given a genuine choice about how particular information is used.
Where consent is used, it must be freely given, specific and informed.
You can withdraw your consent at any time by contacting us.
Recognised legitimate interest – safeguarding
We may use personal information where it is necessary to safeguard a child or vulnerable individual, including protecting someone from neglect or physical, mental or emotional harm or protecting their wellbeing.
Where safeguarding requires us to act, we may not always require consent before using or sharing relevant information.
Legal obligation
We may use or disclose information where we are required to do so by law, regulation, a court order or another applicable legal requirement.
Legal claims
We may retain or use relevant information where this is necessary to establish, exercise or defend legal claims.
Health, disability and other sensitive information
Some of the information we may receive is classed as special category personal data under UK data protection law.
This can include information about:
- physical health;
- mental health;
- disabilities;
- racial or ethnic origin;
- religious beliefs; or
- other particularly sensitive personal circumstances.
We will only use this type of information where both a lawful basis for using personal information and an appropriate additional condition for processing special category information apply.
For voluntary support services, this may include your explicit consent where appropriate.
Where information needs to be used for safeguarding a child or individual at risk, we may rely on applicable safeguarding and substantial public interest provisions under UK data protection law rather than consent.
We will only use sensitive information where it is necessary and relevant.
Safeguarding
Rising Ohana’s CIC works with children, young people, parents and families, including people who may be vulnerable or at risk.
Confidentiality is important to us, but it is not absolute.
If we have reasonable concerns that:
- a child may be at risk of abuse, neglect or significant harm;
- an adult at risk may be experiencing or at risk of abuse or neglect;
- someone may be at serious risk of harming themselves or another person; or
- there is another serious safeguarding concern,
we may share relevant information with appropriate safeguarding organisations or professionals.
Depending on the circumstances, this may include:
- Children’s Social Care;
- Adult Social Care;
- the police;
- health or emergency services;
- local safeguarding services; or
- another organisation that has a lawful safeguarding responsibility.
Where it is safe and appropriate to do so, we will normally explain that information is being shared.
However, there may be circumstances where informing someone before sharing information could increase the risk of harm, interfere with an investigation or otherwise be inappropriate.
We will only share information that is relevant and necessary.