Client Privacy Statement

Preservation of your privacy is important to Elmore Community Services, and we are committed to letting you know how we use your personal information and to using your data responsibly.

References to “we”, “us”, or “our” in this Privacy Statement are references to Elmore Community Services, Registered Charity No. 1090616.

Information about you

We will collect information from you when you make an enquiry about our services, or when another organisation or person refers you to our services. This information may include your name, title, telephone numbers, address or living situation, email address, date of birth, gender, marital status, information about your mental health or physical disability and details of any offending history.

Our use of this information

Any personal information will only be used to process your requests, to provide you with our services, and to provide you with information relating to our services and any other services which we think you may be interested in.

We will usually only share your information with other agencies if it is relevant to your enquiry and we have obtained your consent. When we first meet with you we will ask you to complete a confidentiality waiver to say which other people you are happy for us to talk to. This agreement will be reviewed with you regularly, and you can choose to withdraw consent at any time.

There are some circumstances in which we will share your information, even if you have not given us your permission to do so. These are:

Some of our contracts require us to share information about your case with the commissioners for monitoring purposes. If you are working with us under one of these contracts, we will let you know when you start working with us what information we are required to share.

We regularly attend meetings with other agencies where your case may be discussed, this is to ensure that people are receiving the best possible service. Information shared in these forums will be kept to a minimum, and you can choose whether your information is shared in this way.


We will take reasonable precautions to prevent the loss, misuse or alteration of information you give us. Your information will be stored in the office either on a secure database or in paper files which are kept locked away. If we transfer your information to other services, or take your information out of the office, this will be done securely.

We will only keep your information for as long as we need it. This will be for a number of years after we stop working with you, and will be decided by the requirements of our contracts.

Subject Access Requests

You have the right to access the information that we hold about you. This will usually be free of charge, and we will usually provide this information within one month. Requests that are more complex may take longer. Please contact us to request access to your information.


If you are unhappy with the way that we have handled your information, please tell us and we will try to put this right. If you are still unhappy you can raise your case with the Information Commissioners Office on 0303 123 1113 or at

Other information

If you would like us to correct or update any information, or if you would like information deleted from our records, then please contact us.

This privacy policy may be updated from time to time, so please check it periodically.

Elmore Community Services
213 Barns Road

The Elmore Difference

Elmore Community Services (ECS) is a registered charity governed by a Board of Directors. It provides high quality services for marginalised and disenfranchised people throughout Oxfordshire. Elmore was established in 1989 after an Oxford research project identified the weaknesses of service provision for people deemed ‘difficult to place’.

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Client Involvement

We think that our services are better when they are shaped by the people who use them! Elmore values the expertise and experience that you have and is committed to making sure that clients are involved in guiding the way we work.

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