` Off The Record :

Off The Record is celebrating it's 40th Anniversary This Year 

Off The Record (South East Hampshire)

Free and confidential - information, support and counselling for young people aged 11 - 25

Client line: 023 9247 4724

Admin line: 023 9278 5999

Please visit our   or   web pages

OTR is committed to properly and lawfully protecting the personal information we collect and hold about young people and other service users, volunteers, staff, funders and trustees.

We aim to comply fully with the requirements of the new General Data Protection Regulations (GDPR)


 explains what we collect, why and how we safeguard your privacy


1. Who are we?

Off The Record, SE Hampshire (OTR) is the data controller (contact details below).  This means OTR decides how your personal data is processed and for what purposes.


2. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or along with any other information in the data controller’s (Off The Record’s) possession or likely to come into our possession. Personal data also includes data which is sensitive information about you i.e. mental health, sexual orientation, ethnic origin, religion etc. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).


3. How do we process your personal data?

OTR complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.


We use your personal data for the following purposes: -

  • To enable us to provide a service for the benefit of the clients in a particular geographical area as specified in our governing documents (available at the OTR office);
  • To administer client records;
  • To fundraise and promote the interests of the charity;
  • To manage our employees and volunteers;
  • To maintain our own accounts and records;
  • To inform you of news, events, activities and services running at OTR


4. What is the legal basis for processing your personal data?

  • We will get explicit consent from you the data subject so that we can keep you informed about services and where applicable news, events and activities
  • We will get explicit consent from you (the data subject) so that we can process your information. Data processing is necessary for:
  • carrying out obligations under employment, social security and other HR purposes
  • for reporting to funders and keeping in contact with fundraisers and donors - all generic reporting to funders uses anonymised data.
  • client assessment and progress measurement
  • the processing relates only to members[1] or former members (those who have requested ongoing contact with us)
  • there is no disclosure to a third party without consent unless it is a legal or safeguarding matter


5. Sharing your personal data
Your personal data will be treated as strictly confidential. We will only share your data with third parties with your consent, unless there is a legal requirement to share the information.


6. How long do we keep your personal data?
We keep data in accordance with the guidance set out in the OTR retention of records policy (available at the OTR office).


7. Your rights and your personal data 

There may be exemptions but generally under the GDPR, you have the following rights with respect to your personal data: -

  • The right to request a copy of the personal data OTR holds about you;
  • The right to request that the OTR corrects any personal data if it is found to be inaccurate or out of date; 
  • The right to request your personal data is erased where it is no longer necessary for OTR to retain such data;
  • The right to withdraw your consent to the processing at anytime;
  • The right to request that OTR, the data controller, provides the data subject with his/her personal data and where possible and applicable to transmit that data directly to another data controller, (known as the right to data portability
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests /public interest e.g. a safeguarding concern
  • The right to lodge a complaint with the Information Commissioners Office.


8.         Website and Social Media

OTR does have a website and a Facebook Page to share news and information. When someone visits our website or our Facebook page, Google Analytics will collect standard internet log information and details of visitor behaviour patterns. We on occasions use this information to find out things such as the number of visitors to the various parts of the site.  This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website or Facebook page.

If we did want to collect personally identifiable information through our website or Facebook page, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.


9. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.


10. Contact Details


To exercise all relevant rights, queries of complaints please in the first instance contact the OTR Office.

 Off The Record (South East Hampshire), 138 Purbrook Way, Leigh Park, Hampshire, PO9 3SU.



For more information or to seek further clarification you can contact the

Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/

or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.


[1] Members are seen as those connected to the Off The Record Charity - clients, staff, trainers, supervisors, specialist contractors, volunteers, trustees, donors, funders