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).
- 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
- How to contact us
The Data Controller is YMCA Bournemouth. If you have any questions regarding this process, please contact firstname.lastname@example.org 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:
- 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
- Children’s Social Care
- Health Visitors
- NHS service departments supporting children’s health and development