Privacy policy

Last updated: October 2026

Who we are

In House Supported Accommodation Ltd (company no. 15668732, registered office 27–29 Baldwin Street, Bristol BS1 1LT) is the data controller for the personal information described in this policy. We are registered with the Information Commissioner's Office, registration reference ZC111967. You can contact us about data protection at info@inhousesa.org.

Information we collect

• Professionals who contact us: names, job titles, organisations, work email addresses and phone numbers sent through our forms, by email or by phone.
• Young people referred to us: information shared by placing local authorities, such as assessments, risk assessments, pathway plans and health, education and safeguarding information. Some of this is special category data.
• Job applicants: contact details, employment history, qualifications, references and the results of pre-employment checks, including enhanced DBS checks.
• Website visitors: we don't use tracking or advertising cookies. Our website loads its fonts from Google Fonts, which means your browser connects to Google's servers and shares your IP address with Google.

Why we use it and our lawful basis

• To respond to enquiries and referrals, based on our legitimate interests.
• To assess and provide placements, based on our contracts with placing authorities and our legal obligations under the Supported Accommodation (England) Regulations 2023.
• To safeguard young people. Where we handle special category data, we rely on the conditions in Article 9 of UK GDPR and Schedule 1 of the Data Protection Act 2018, including safeguarding of children and individuals at risk.
• To recruit safely, based on taking steps towards an employment contract and our legal obligations, including safer recruitment requirements.

Who we share it with

We only share information when we need to, for example with the placing local authority, Ofsted, health and education professionals, and the police or safeguarding partners where there is a safeguarding concern. We never sell personal information.

How long we keep it

We keep personal information only for as long as we need it, or as long as the law requires. When the period ends, we delete electronic records and securely destroy paper records.

• Young people's case records: until the young person's 75th birthday. If a young person dies before the age of 18, we keep their records for 15 years from the date of death. This is required by regulation 24 of the Supported Accommodation (England) Regulations 2023.
• Register of young people and records of staff working in our homes: at least 15 years from the date of the last entry, as required by regulation 25 of the same regulations.
• Referrals that don't lead to a placement: 12 months from our decision, so we can answer any questions about it.
• Enquiries from professionals and the public: 2 years from our last contact.
• Unsuccessful job applications: 6 months from the end of the recruitment process, unless you agree to us keeping your details for future vacancies.
• DBS certificates: we don't keep copies for more than 6 months. We record only the certificate number, the date it was issued and our recruitment decision.
• Allegations about a member of staff: until the person reaches normal pension age or for 10 years from the date of the allegation, whichever is longer, in line with national safeguarding guidance.
• Complaints: kept with the record they relate to, so a complaint about a young person's care is kept with their case record.

How we keep it safe

Access to personal information is limited to staff who need it. We store sensitive information securely in line with the Data Protection Act 2018 and UK GDPR, dispose of confidential records securely, and train every member of staff in data protection and confidentiality. Any breach is reported, recorded and acted on.

Your rights

You have the right to access your information, to have it corrected, and in some cases to have it erased, to restrict or object to its use, and to have it transferred. Where we rely on your consent, you can withdraw it at any time. To use any of these rights, email info@inhousesa.org. We'll respond within one month.

Complaints

If you're unhappy with how we've handled your information, please contact us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.