GOVERNANCE & POLICY CENTRE
Ensuring safety, privacy, equality, confidentiality, and accountability across all operations at The Road Ahead NI.
Privacy Policy
Transparent guidelines on how personal details, donations, volunteering, and counselling data are stored and deleted.
Child Protection
Supervision standards, AccessNI vetting, and mandatory reporting protocols to safeguard young people.
Code of Conduct
Core standards of compassion, dignity, inclusion, professional boundaries, and breach procedures.
Complaints Policy
A transparent 3-stage process (Informal, Formal, Appeal) with strict response timelines.
Confidentiality
Encrypted GemNet IT systems, strict paperless practices, and structured consent boundaries.
Equal Opportunities
Full compliance with Northern Ireland Act Section 75 and anti-discrimination legislation.
How We Handle Personal Data
The Road Ahead NI collects personal details (such as names, email addresses, and phone numbers) from participants, staff, and volunteers engaging in our road safety projects, events, or support services. We store this information for a limited period (e.g., until project/event completion), after which it is securely deleted or anonymised for research.
Data Processing Breakdown (Easy Reference)
| Purpose | Data Collected | Legal Basis |
|---|---|---|
| General Enquiries | Name, Email, Message | Legitimate Interests – to reply to your message. |
| Email Updates | Name, Email | Consent – active opt-in consent. |
| Donations | Name, Email, Address, Payment Info | Legitimate Interests – processed via secure JustGiving platform. |
| Volunteers & Committee | Name, Address, Email, Phone | Contract – voluntary contractual agreement under governing document. |
| Course/Project Participant | Demographic Details (Name, DOB, Postcode) | Consent – active opt-in consent. |
| Counselling Support | Name, Town, DOB, Reason for Referral | Sub-contracted to private trauma counsellors. Stored securely on encrypted SharePoint managed by GemNet IT Services Ltd. registered with ICO. |
Your Rights over Data
- Data Retention: Minimum data requested; consent-based data renewed every 3 years.
- Withdraw Consent: You can unsubscribe or revoke consent at any time.
- Access & Erasure: Right to request access, corrections, or immediate erasure of personal details.
- Contact: Questions or data requests should be sent to theroadaheadni@gmail.com.
- ICO Complaints: You may lodge a complaint at ico.org.uk if you feel your rights were infringed.
Purpose & Designated Lead
Provides support and safeguarding to children, young people, and families affected by road traffic collisions. The Designated Child Protection Officer is Patricia (Tricia) O’Neill.
Key Safeguarding Requirements
- Children under 18 must remain supervised by designated adults at all times.
- Staff and volunteers must never be alone with a child without prior notification to colleagues.
- Compulsory AccessNI background checks, application forms, and references before setting up unaccompanied access.
- Disclosures must be recorded using exact wording, keeping non-judgmental notes, avoiding internal investigation, and contacting Social Services / PSNI immediately.
Scope & Core Standards
Applies to staff, volunteers, trustees, practitioners, partner organisations, and service users across all channels. Built on Compassion, Respect, Active Listening, Support, and Equality.
Professional Boundaries & Breach Procedure
- Prohibits exploiting roles for personal/financial gain, intimate relationships with service users, exchanging personal contact details/social media with children, borrowing/lending money, or accepting substantial personal gifts.
- Structured 9-stage procedure for breaches: Initial Assessment, Interim Measures, Informal/Formal Investigation, Formal Hearing, Decision, Appeals (within 10 working days), and statutory referrals (AccessNI, PSNI, Charity Commission).
How to Make a Complaint
Complaints can be submitted in person, by phone (07871731873), by email (tricia.oneill@theroadaheadni.co.uk), or by post to 4 O’Hagan Street, Newry, BT34 1AP.
3-Stage Resolution Procedure
- Stage 1 (Informal Resolution): Direct discussion with staff, volunteers, or Charity Coordinator to resolve minor concerns quickly.
- Stage 2 (Formal Complaint): Written complaint acknowledged within 5 working days. Senior investigation conducted with a full written response within 20 working days.
- Stage 3 (Appeal): Written appeal within 10 working days of response, reviewed by an uninvolved Trustee. Final decision within 20 working days.
- External Escalation: Unresolved complaints can be escalated to the Charity Commission for Northern Ireland (www.charitycommissionni.org.uk | Tel: 028 3832 0220).
Purpose & Responsibilities
Protects personal, sensitive, health, and referral data for clients, service users, staff, and volunteers. All personnel must sign a confidentiality agreement and complete safeguarding training.
Information Sharing & Storage
- Information is shared only with informed consent, legal mandate, or to prevent serious harm (safeguarding).
- Digital systems are securely encrypted (Secured by GemNet IT Services Ltd).
- The Road Ahead NI operates as a paper-free charity; any temporary printed materials containing sensitive data are shredded/disposed of securely.
Statutory Framework
Complies with Northern Ireland Act 1998 (Section 75), Equal Pay Act 1970, Sex Discrimination Act 1975, Disability Discrimination Act 1995, Race Relations Act 1976, Human Rights Act 1998, and Employment Regulations 2003.
Commitments & Objectives
- Zero tolerance for discrimination based on race, gender, marital status, caring responsibilities, disability, age, sexual orientation, religion/belief, or irrelevant offending background.
- Delivering compassionate, trauma-informed support services fairly based on individual need.
- Ensuring trustees, staff, and volunteers reflect the diverse community served.
Framework & Retention Limits
Complies with UK GDPR and the Data Protection Act 2018. Data Protection Officer: Marie Mulcahy (Secretary) (theroadaheadni@gmail.com).
- Service User Data Retention: Kept for 6 years after last contact before secure deletion or anonymisation.
- Individual Rights: Right to information access, correction, erasure, processing restriction, portability, and objecting to automated decisions.
- Data Breach Protocol: Assessed immediately; ICO notified within 72 hours where required. High-risk breaches communicated directly to affected individuals. ICO website: www.ico.org.uk.