Overview 
This Memorandum of Understanding sets out the terms of cooperation between:  

• Project organisation/organiser  

• Project Coordinators Solace Women’s Aid/Single Homeless Project.  

It serves to outline the responsibilities of both parties in relation to the transfer of non-personal data for the purpose of producing the Women’s Rough Sleeping National Report. This agreement:  

• Does not involve any sharing of personal data 

• Does not involve any grants or funding between parties  

• Requires no personal data to be shared or sent between parties. Survey data will be anonymised and should always be sent securely. Not doing so will mean exclusion from the national report.  

Note that for the majority of the WRSC data collection process is collected through a singular survey. However, participating areas can instead collect their WRSC survey data directly, and send through to the WRSC census team directly, subject to agreement by the central WRSC census team (Solace & SHP) on a case by case basis. Please ensure you have received written confirmation from the team for this to take place.  

 By agreeing to this Memorandum of Understanding: 

 The Project Organisation/Organiser will: 

• Conduct precautionary checks to ensure that all personal or identifying information is removed before any data is sent to Solace. We recommend that precautionary checks are completed by two people. Send the data/documents listed below securely (by encryption and/or password protection) to Solace at womens.census@solacewomensaid.org. 

• Send all relevant data/documents listed below by the dates below, unless an alternative date is proposed and agreed directly with the Census team. 

• If the Project Organisation/Organiser discovers they have accidentally sent data which includes personal or identifying information, they will: 

1. Inform Solace as soon as possible and will be specific about the document the personal data is held in. 

2. Solace will delete all data received from the Project Organisation/Organiser.   

3. The Project Organisation/Organiser should resend all data with the personal data removed. The Project Organisation/Organiser will follow their own data breach processes as necessary. 

• Recognise that inclusion in the national report will ultimately be the decision of the Women’s Rough Sleeping Census team researchers, not just Solace as the Project Coordinator.  

The Project Coordinator (Solace) will: 

• Acknowledge receipt of any data from the Project Organisation/Organiser by email, as soon as possible. 

• Carry out an initial review of survey data for survey entries which fall outside the research parameters and email the Project Organisation/Organiser with the unique identifier of any entries removed for research purposes, as soon as possible. 

• Check all data for any personal or identifying information. If the Project Coordinator discovers any identifying data, they will: 

• Inform the Project Organisation/Organisers soon as possible and be specific about where the data has been found – if applicable 

• Delete all identifiable data received from the Project Organisation/Organiser. 

• Request the Project organisation/Organiser remove the identifying information from their own records if applicable 

• If requested, send back all checked survey data back to the organisation/organiser, for their own analysis and records within two months of the Survey.  

• Following checks, collate the Project Organisation/Organisers’ data with data from other project Organisation/Organiser, ensuring the data is clearly labelled.  

• Send the collated data to researcher organisations [Change Grow Live] and [Crisis] securely (by encryption and/or password protection).  

• The researchers will conduct a more in-depth check for records which fall outside the research parameters and inform Solace as the Project Coordinator. Solace will email the Project Organiser with the unique identifiers of any records which are being removed for research purposes, as soon as possible. 

• Ensure a signed MOU exists between researcher teams for the purpose of contributing towards the final research report.  

•  Share the final report with all project Organisations/Organisers.  

List of data/documents to be transferred by Project Organiser: 

1. Census Survey Data 

• If your area is completing their own survey and not using the WRSC census data, organisation leads for this area must send all survey responses within 3 weeks of the census taking place in order to be included in the WRSC national report. This should be in spreadsheet form and it should be possible to clearly match responses to the applicable questions.  

• Each entry should have a unique identifier which distinguishes it from other entries, but which is not related to personal data, e.g. 1,2,3,4, or A1, A2, A3, A4.  

• All entries should be contained within one spreadsheet. 

• If you are using the standardised WRSC national survey link. You do not need to send any of this data, as Solace will be data controllers.  

2. Local Insights Data 

These should be provided in spreadsheet form or word format, using the template spreadsheet provided as far as possible, or as agreed. It should ensure no identifiable information is present, and contains the number of women identified minus any duplication, alongside the number of organisations taking place.