Privacy Policy and Data Protection - i mi

Privacy Policy

 This policy explains what personal information 'I mi' Community Advocacy Support Services CIC ("'I mi' CASS", "we", "us") collects, how we use it, who we may share it with, and how we keep it secure and confidential.

 

1. Who we are

 

'I mi' CASS is a Community Interest Company (company number 17157762), registered office 30 Penrhiwtyn Street, Neath, Wales, SA11 2HG. We operate our weekly Warmth and Relief Hub from The Haven, Salvation Army, 6 Angel Street, Neath, SA11 1RS.

Telephone: 07598 633383

Email: info@imicass.org.uk

 

2. What information do we collect?

 

We only collect what we need to provide advocacy, signposting and practical support. Currently, this is:

  • Your name and contact details (telephone number and/or email address).
  • Your date of birth — we ask for this to confirm you meet our eligibility criteria, as our support is for individuals aged 16 and over.
  • Brief notes on the support or advice given to you, whether at a Warmth and Relief Hub session or during a 1:1 advocacy conversation.
  • If you contact us through our website contact form: your name, email address and the content of your message, with your consent given via the form's consent checkbox.

We do not currently collect special category data (such as information about your health, ethnicity, religion or belief, or sexual orientation) as a matter of course. If this changes as our services develop, we will update this policy and tell you before we do so.

 

How is this information collected?

 

Directly from you: in conversation at a Hub session, during a 1:1 advocacy conversation, or through our website contact form.

 

3. Why do we collect this information?

 

We use your information to:

  • Provide the advocacy, signposting and practical support you have asked us for.
  • Confirm you meet our eligibility criteria (support is for individuals aged 16 and over).
  • Keep a brief, accurate record of the support given, so we can follow up appropriately and provide continuity if you contact us again.
  • Where relevant, make a referral to the foodbank or another appropriate service on your behalf, with your agreement.

We may also use fully anonymised, aggregated information (for example, how many people we have supported) to report to funders and to help us plan and improve our services. This would never identify you individually.

 

4. What is the legal basis for processing my information?

  • Consent — for most of what we collect, we rely on your consent, given when you speak with us or use our contact form. You can withdraw this at any time by telling any 'I mi' CASS volunteer or by emailing info@imicass.org.uk.
  • Legitimate interests — in limited circumstances, we may rely on our legitimate interest in running an effective community advocacy service, where this does not override your rights and interests.

We do not currently process special category data, so no separate Article 9 / Schedule 1 condition applies. If this changes, we will update this policy to name the specific condition that applies before we begin collecting that data.

 

5. Data controller and ICO registration

 

'I mi' CASS is the data controller for the personal information described in this policy. We are registered with the Information Commissioner's Office (ICO) under registration reference ZC216821, effective from 07 August 2026.

 

6. Data Protection Officer / contact for data queries

 

Helen Gardiner is 'I mi' CASS's point of contact for data protection queries. She can be contacted using the details above, or by email at info@imicass.org.uk.

 

7. Who is the information shared with?

 

We only share your information where it is necessary and appropriate, and where lawful to do so:

  • With another organisation you ask us to refer you to (for example, the Neath Foodbank), with your agreement.
  • With appropriate public bodies (such as social services or the police), if we have serious concerns about the safety and wellbeing of you or someone else.
  • Where we are required to by law, for example in response to a court order or a police request as part of a criminal investigation.

We do not sell or share your information with any organisation for marketing purposes.

As 'I mi' CASS's services develop, we may in future also share information with specific council teams (such as housing or social services) as part of routine referrals or joint casework, with your consent. We will update this policy, and ask for your agreement at the time, before this becomes part of our regular practice.

 

Foodbank referrals

 

'I mi' CASS is a registered partner of the Neath Foodbank (Trussell Trust) and can make referrals for emergency food support using their national E-referral system. If we make a referral for you, the information you provide is held on the Trussell Trust's system, not on a separate record kept by 'I mi' CASS. Please refer to the Trussell Trust's own privacy information for how they handle this data.

 

CCTV at The Haven

 

The Haven premises are operated by the Salvation Army, who install and control CCTV at the building for the security of everyone on site. 'I mi' CASS does not operate or have access to this CCTV system. Please see the Salvation Army's own signage and privacy information at the venue for details of how this footage is handled.

 

8. How long do we keep your information?

 

For adults, if we have not been in significant contact with you for a year, we will remove your contact details and support notes. Otherwise, we keep your information for 6 years after our last contact with you.

For 16- and 17-year-olds, we keep safeguarding-relevant information for longer, in line with standard child protection practice: until you turn 25, or for 10 years after we've closed your case, whichever is later. This longer period exists so that, if you ever need to look back on the support you received as a young person, the record is still there.

 

9. How do we keep your information safe?

 

We take reasonable steps to keep your information secure and confidential. Access to any records is limited to the people who need it to support you. Everyone volunteering or working for 'I mi' CASS is expected to handle your information carefully and confidentially.

 

10. What are my rights?

 

You can:

  • Ask to see a copy of the information we hold about you.
  • Ask us to correct information that is wrong or incomplete.
  • Ask us to delete your information, where we no longer need it.
  • Ask us to restrict how we use your information.
  • Object to us using your information where we rely on legitimate interests.
  • Withdraw your consent at any time, where we rely on consent.

To exercise any of these rights, please contact Helen Gardiner on 07598 633383 or by email at info@imicass.org.uk.

 

11. Contacting the regulator

 

If you are unhappy with how we have handled your information, you have the right to complain to the Information Commissioner's Office (ICO):

12. Changes to this policy

 

We may update this policy from time to time, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and as our services develop. The most up-to-date version will always be available on our website.

 

Last updated: 13 August 2026

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