This document sets out the Privacy Notice of Youth and Families Matter (referred to below as YFM, ‘we’ and ‘us’).
1. What is your personal data?
The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”). Personal data is information about a living individual which allows them to be identified from that data. This includes information such as your name and address, telephone number, email address and date of birth. Some personal data is categorised as ‘sensitive personal data’. This includes information about an individual’s race, ethnic origin, political or religious views, mental and physical health, sex life, sexual orientation and criminal records.
2. Who are we?
YFM is the Data Controller.
YFM is a registered charity (1128524) and Company Limited by guarantee (6732673). It is governed by Trustees who decide how your personal data is processed and for what purposes.
Youth and Families Matter was established in 1993, as the initiative of Testwood Baptist Church, to serve in and work to improve the wellbeing of the community in which we are based. You can find more information at www.youthandfamiliesmatter.org.uk
3. What personal data do we collect, how do we use it and what is the legal basis for processing?
We collect and use your personal data for the following purposes in our legitimate interests in the running of YFM:
- To manage our volunteers in assessing their suitability for a role in order to comply with our health and safety and safeguarding policies, and to contact them when their help is needed;
- To maintain our financial accounts and records;
- To keep a record of communications between you and us by email, telephone or letter;
- To inform you of news, events, activities, and services run by us in which you have expressed an interest;
- To enable us to run activities and groups for children and young people. If a child attends one of our groups, we will need information about them to administer the activity and to keep them safe. This includes names, addresses, emergency contact details and information relating to medical conditions or allergies. We also collect dates of birth so that we can ensure they are in the right group for their age.
We collect personal data in relation to contracts. This is to enable us:
- To manage our employees and comply with employment law.
We collect personal data in order to fulfil our legal obligations. We are required:
- To keep financial accounts and records including the processing of Gift Aid;
- To carry out health and criminal record checks for employees and volunteers for some activities, such as working with children or vulnerable adults.
Records containing your personal data may be used by us to protect and enforce our legal rights or for other purposes permitted or required by law.
We may also collect and use personal data where you have given us your consent to do so. This may be used for the following purposes:
- To provide you with the most suitable support available through our groups or 1:1 Support (enrolment forms)
- To receive news and updates about YFM activities via our newslette
4. Storing your personal data
- keep your personal data secure. Paper records will be kept in a locked filing cabinet within the YFM offices, or where necessary for visits, an employee’s locked cabinet in their home. Electronic records may be held on password protected computers used by staff and some volunteers where authorised to do so. Data will also usually be held on Office 365;
- keep your personal data up to date when you advise us of any changes;
- not collect or retain excessive amounts of data;
- retain your personal data only for as long as is necessary for the purpose for which it was obtained or for our legitimate interests, or for as long as it is required to be kept by law;
- destroy personal data securely when it is no longer needed;
- protect your personal data from loss, misuse, unauthorised access and disclosure;
- ensure that appropriate technical measures are in place to protect your personal data.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be used by YFM for the purposes stated in fulfilling the legitimate interests of running the project. Access to personal data will be given only to those who require it to fulfil their roles. These will be employed staff, volunteers where authorised to do so, trustees or other responsible people appointed by the trustees.
Your personal data may be shared with third parties acting as processors. We will not share your personal data with other third parties without your consent, except where we are required to do so by law (e.g. if we believe you are at risk of harm or may harm someone else; HMRC for Gift Aid)
6. Your rights
Unless subject to an exemption under the Data Protection Act 2018, you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which we hold;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to withdraw any consent you have previously given;
- The right to request your personal data is erased where it is no longer necessary for us to retain such data;
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data for marketing or promotional purposes;
- The right to lodge a complaint with the Information Commissioners Office. See ico.org.uk for further information.
7. Our Contact Details
Youth and Families Matter
283a Salisbury Road
Southampton, SO40 3LZ
8. This privacy notice is effective from 25th May 2018.