What information we collect: Personal information is; any information that can be used to identify you. For example, it can include information such as your name, date of birth, email address, postal address, telephone number, as well as information relating to your health or personal circumstances. It can also include photographs and videos. Data protection law recognises that certain categories of personal information are more sensitive, this is known as Special Category Data – which is sensitive personal information and covers health information, racial or ethnic origin, religious beliefs or other beliefs or a similar nature, political opinion and trade union membership. We do not collect sensitive personal information except where there is a clear need to do so, such as to keep you safe. Before collecting any sensitive personal information about you we will make it clear to you what information we are collecting and the purpose for doing so.
Information you provide to us Staff, volunteers, Trustees and Young people will be asked to give us information for the purpose of emergency contacts or in order to attend a trip, youth session or activity. This information may include:
age or age range
parents/carers/guardians details- for emergencies
Any relevant Health conditions or additional needs (in order to keep you safe). This is sensitive data and we need it as it lets us know what we should do if you were to become unwell
Depending on your settings or the privacy policies for Social Media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those services, for example when you publicly tag us in an event photo.
How we will use this information We need to process your information as we have a legal obligation to, as we need to keep you safe from harm when you access our facilities and community activities. If you became unwell or at risk of harm then it would also be in your vital interests that we process and share data. Keeping you safe is legal requirement which we have to follow and it is called Safeguarding. We cannot operate without following Safeguarding principles. You need to give your consent to your photo or a video of you being used, this is not a legal obligation and it does not fall under a vital interest legal need. If you are under 13 years of age your parent or guardian will need to provide consent for your photo or video to be used of you. Your information may be shared with us by third parties, on a 'need to know' basis in order to protect your safety or the safety of someone else. These third parties may include any of the following:
To paramedics if you were to become ill or injured
Hospital staff if you were taken to hospital
Kent Police – to report a suspected crime, if someone goes missing, or there other similar circumstances where we believe you or someone else may be harmed, vulnerable, or in danger.
Social Services – for a safeguarding concern, similar to the reasons why we may contact the police.
Where possible and practicable we would always try to discuss with why we feel it is necessary to contact these organisations. We do not sell your details to any organisations whatsoever. We do not use profiling data, we have no data base of your information and we do not directly market our services to you. All information is paper-based and is destroyed as soon as it is no longer necessary.
How we keep your information safe We ensure that there are appropriate controls in place to protect your personal details. For example our forms are stored in a locked filing cabinet, in a locked office, within the building and a few members of staff can have access to the keys. We undertake regular reviews of who has access to the information we hold to ensure that your information is only accessible by appropriate and trained staff. We do not store any records on a computer. We may need to disclose your details if required to the police, regulatory bodies or legal advisors. We will only ever share your data in other circumstances if we have your explicit and informed consent.
Your data – Your Choice Accessing, deleting and updating your personal information You have a right to ask us to stop processing your personal data, for example if you left the Youth Club. We will do this without delay, you just need to call us on 01227 767720 or email: firstname.lastname@example.org. However, we need to keep some information if you use our services as a legal obligation, so it is not possible to delete your information then as we would not meet our legal obligations to keep you safe. You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them. We are more than happy to correct any errors or change in circumstances. You can also contact us if you want to access your information, send a description of the information you want to see and proof of your identity by post to Thanington Neighbourhood Resource Centre,Thanington Road, Canterbury, Kent, CT1 3XE . We do not accept these requests by email so we can ensure that we only provide personal data to the right person. We only keep your information for as long as you work or volunteer at the Centre or access our youth services, or the maximum of 1 year. You can withdraw consent for a photo or video of you at any time and we will destroy it within 5 days of receiving your request, if not sooner. Our designated Data Protection Officer is Joanne Ryan or Paula Spencer (Manager).