Privacy Policy

We may collect personal information from you. Personal information may include your name, postal address, email address, telephone number and date of birth amongst other things. Most of the personal information we collect will be provided by you.

Why do we collect your information?

Sparkle professionals who provide you with services, maintain records about you and any services or activities you access or undertake. These records help our staff to provide you with the best possible services.

What information do we hold and where does it come from?

Sparkle holds and records information about you, including:

  • Personal identifier and demographic information consisting of such things as your name, date of birth, and health conditions;
  • Your family details;
  • Your contact details, including postal addresses, email addresses and telephone numbers;
  • A record of any contact/s Sparkle has had with you;
  • Notes and reports about your contact with Sparkle;
  • Relevant information from other identified professionals, relatives or those who care for you.
How do we keep your information confidential?

We will hold your information on computers and in paper form, and we use a combination of sound working practices and technology to ensure that your information is kept confidential and secure.  We will protect your information by:

  • Training- staff are trained to understand their duty of confidentiality and their responsibilities regarding the security of information both on our premises and, where required, when out in the community;
  • Access controls- any member of staff using computer systems holding your details will be given their own user name and password to access your information;
  • Audit trails- we will keep a record of the information we hold on you and who has access to that information;
  • Records management- all Sparkle records are stored confidentially and in secure locations;
  • Computer controls- we have complex security controls to ensure our computers cannot be accessed by those not authorised to do so.
How do we use your information?

To ensure you receive the best possible service your records are used to provide staff with details about you and your particular needs.  We will also use your information to monitor the quality of the service provided.  We will also use your information to help us manage Sparkle services, and for statistical purposes, and sometimes your information may be used for research, and/or grant application purposes.  Where we do this, we take strict measures to ensure that individuals cannot be identified.

Sparkle is committed to protecting your privacy and will only use information collected in accordance with the law and standards of work such as:

  • Data Protection Act
  • General Data Protection Regulations
  • Human Rights Act 1998
  • Common Law Duty of Confidentiality
  • Health and Social Care Act 2012.

Every member of staff who works for Sparkle has a legal obligation to keep information about you confidential and secure.  There are times when it is appropriate to share information.  The need to share relevant information is to help us work together for your benefit.  Where we have a contract in place, it may be necessary to share your information with third parties such as commissioned services/ individuals engaged to provide services on Sparkles behalf.  There may also be exceptional circumstances where your information is disclosed particularly in life or death situations or where the law requires information to be disclosed.

We will use the information provided to us such as an email address, telephone number, postal address to contact you by means of letter, email, text message etc.

Data retention

We will hold your data in accordance with the law and Sparkle has a data schedule detailing the length of time we hold your records. 

Your rights

As part of the Data Protection Act, and under the General Data Protection Regulation you have a number of rights including:

  • Being able to request access to view or to obtain copies of what information Sparkle holds about you.  This is known as a subject access request.
  • You also have the right to have information about you amended should it be inaccurate.
  • You also have the right to request to have the use of your information restricted and/ or erased, however there are exceptions such as, where the law requires us to hold that information, where requests may not be refused.

Should you have any concerns about how your information is managed within Sparkle please see our ‘Putting Things Right’ Policy.


Should you have any queries, please contact us on 01633 748093.

If you are still unhappy following a review by Sparkle you can then contact the Information Commissioners Office (ICO) via their website