Privacy, Data Protection and Your Records Data Protection Statement POhWER is registered under the Data Protection Act 1998 (Registration No. Z8575018). We aim to treat all information and data we receive in a way that shows respect for our clients and we operate under the Information Commissioner’s Office “Subject Access Code of Practice – dealing with requests from individuals for personal information”. Under our Data Protection Policy, we agree that: All information obtained will be relevant to the objective of the service. No personal information will be revealed to a third party without gaining your consent in advance. The only grounds for revealing such information without your consent would be in criminal, national security or danger of harm situations. All records and files will be secured in a safe place. All computerised records, emails and any other information will be protected by minimum strength passwords, anti-virus, anti-spyware, firewall software. Laptops used within the organisation are also password protected. Retention periods Retention policy on clients over 18 years of age: All evidence of your details will be destroyed 14 months after the case has closed (or as determined by individual contracts, if different). We will keep all of your electronic records in line with our retention policy. If you require your electronic records to be returned, a formal request must be made. Requests for information You have the right to request to see any information that we hold about you. We can refuse a request for information. If we do, the reasons for this will be fully explained to you. If you wish to make a request, please email [email protected] to request a Data Access Subject Request form. You may also phone our Main Telephone Number 0300 456 2370 to request the form to be sent to you. Although we are allowed to charge a fee of up to £10 to provide such information and up to £50 if the file contains health records, under most circumstances we chose to waive such a fee. Exceptions to this fee waiver may include multiple requests for the same information. We will respond within 40 days to your request once we have received the completed Data Access Subject Request form. We may remove data relating to other people within your documents (this is known as redacting) to preserve their privacy.