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Children’s Centre – Supplementary Privacy Notice

At YMCA Bournemouth, we are committed to protecting and respecting your privacy. Whenever you provide personal information to us, we will treat your information in accordance with this privacy notice and in accordance with the Data Protection Act 2018 (as supplemented by the General Data Protection Regulations).

Our Privacy Policy explains:

  • What information we collect and how we collect it
  • Why and how we use your information
  • How long we keep your information
  • How we may share your information
  • Your rights on the information we hold about you
  • Security: how we keep your information safe
  • Changes to this Privacy Policy
  • How to contact us

The Data Controller is YMCA Bournemouth. If you have any questions regarding this process, please contact jackie.huggett@ymcabournemouth.org.uk or on 01202 434310.

What information do we collect, hold and share about you?

In order to provide our services and for the other purposes set out in use of Information below, we collect and process Personal Data from the users of our children’s centre.  We may collect, hold and share the following information:

  • Personal information (such as name, address, date of birth)
  • Characteristics (such as ethnicity, language, nationality, country of birth, and Early Education Funding eligibility)
  • Attendance information (sessions attended, absence dates and reasons for absence)
  • Observations, Assessment and Progress tracking and information
  • Medical information
  • Information on special educational needs, disabilities or other additional needs
  • Safeguarding child and child protection information
  • Referrals to other relevant services and multi agencies
  • We also collect, hold and share data on Parents and Carers:
  • Personal information (name, address, date of birth, contact numbers, emails)

From time to time and as permitted by applicable law(s), we may collect Personal Data about you and update any existing Personal Data that we currently hold from other third-party sources

We collect your information from:

  • Registration forms
  • NIFS (Needs Identification Forms)
  • Self-referral forms

We may also collect information from telephone conversations, emails, written and verbal communications, and from records of the children’s centre sessions.

Why and how we will we use the Information about you?

Your Personal Data may be used in the following ways:

  • Monitoring and statistical services
  • To keep you informed of activities
  • To respond to your needs and enquiries
  • To improve our services, for example follow up calls after leaving our service
  • To request your participation in surveys, or other initiatives which help us to gather information used to develop and enhance our services
  • To protect an individual from neglect or physical mental or emotional harm or the physical mental or emotional wellbeing of an individual where that is a child or adult at risk

Consent and lawful basis for processing of data

YMCA Bournemouth respects your privacy and we are committed to complying with data protection regulations including that we process all personal data lawfully, fairly and in a transparent manner. Part of this transparency requires that we inform you about our lawful basis of processing your data.

There are six available lawful bases for processing:

  • Consent
  • Contractual Requirements (to fulfil our obligations to you in providing services)
  • Legal Obligation
  • Vital Interest (to keep you safe)
  • Public Task
  • Legitimate Interests

For further details of these please visit the Information Commissioner’s Office.

We have reviewed the purposes of our activity and selected the most appropriate basis for each. Where none has been found in the case of existing data, we have deleted – or are in the process of deleting – the data and no further contact will be attempted.

We have Legitimate Interests, which include processing such Personal Data for the purposes of:

  • Providing and enhancing the provision of our services
  • Administration and programme delivery
  • For dealing with medical needs-any information you provide we must have had explicit consent to use.
  • To ensure that all children are safe within our care
  • Monitor and report their progress towards outcomes
  • All other cases: that it is necessary for our legitimate interests which are to run the children’s centre

How long we will keep your information

We have a retention policy which states our retention timelines for keeping data.  At the end of the retention period we will delete all information from our systems and secure paper archive storage in a timely manner.

All children’s and families’ data will be held securely on site and will only be accessible to staff who are authorised to do so.

Accident books and paperwork relating to safeguarding or child protection issues about a specific child will be kept indefinitely. This is because children can request this information up to the age of 25 years from the Local Authorities.

How we may share your information

We routinely share information with the following:

  • Bournemouth Borough Council
  • Childminders
  • Children’s Social Care
  • Health Visitors
  • NHS service departments supporting children’s health and development
  • Nurseries
  • Pre-School
  • Schools

 

Sharing and Disclosure to Third Parties

We may disclose your Personal Data to third parties from time-to-time under the following circumstances:

  • You request or authorise the disclosure of your personal details to a third party.
  • The information is disclosed as permitted by applicable law(s) and/or in order to comply with applicable law(s) (for example, to comply with a search warrant or court order).
  • The information is provided to service providers who perform functions on our behalf.
  • Hosting providers for the secure storage and transmission of your data
  • Legal and compliance consultants, such as external counsel, external auditors
  • Technology providers who assist in the development and management of our web properties

Subject Access/User Rights

As a user, you are entitled to the following rights:

  • The right to be informed of the use of your Personal Data
  • The right to access and/or to require the correction or erasure of your Personal Data
  • The right to block and/or object to the processing of your Personal Data
  • The right to not be subject to any decision based solely on automated processing of your Personal Data
  • In limited circumstances, you may have the right to receive Personal Data in a format which may be transmitted to another entity.

NB: Legal Obligation may supersede any of the above rights.

If you have a complaint in relation to the processing of your data carried out under this Privacy Policy, please contact Jackie Huggett in the first instance, or you have the right to lodge a complaint with the Information Commissioner Office.

You may seek to exercise any of these rights by updating your information online (where possible) or by sending a written request to YMCA Bournemouth Pokesdown and Southbourne Children’s Centre, The Stourvale Centre, 108 Stourvale Road, Bournemouth, BH6 5JB.

Information security

We are working to protect your personal information that we hold, its confidentially, integrity, and availability.

  • We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to systems.
  • We restrict access to personal information to Children’s Centre staff subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations.
  • We have Security Information Policy in place which defines the measures we take to protect your personal information. We use a combination of technology and procedures to ensure that our paper and computer systems are protected, monitored and are recoverable.
  • We only use third party service providers where we are satisfied that they provide adequate security for your personal data.

Compliance and cooperation with regulatory authorities

We regularly review our compliance with our Privacy Policy. If we receive formal written complaints, we will contact the person who made the complaint to follow up. We work with the ICO to resolve any complaints regarding the transfer of personal data that we cannot resolve with our users directly.

Changes to our privacy policy

Our Privacy Policy may change from time to time. We will not reduce your rights under this Privacy Policy without your explicit consent.

How to Contact Us

Please contact us if you have any questions about our privacy policy or information we hold about you by:

Email to – Jackie.huggett@ymcabournemouth.org.uk

Call us on 01202 434310

Or write to us at YMCA Bournemouth Pokesdown and Southbourne Children’s Centre, The Stourvale Centre, 108 Stourvale Road, Bournemouth, BH6 5JB

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