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 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 Contact Centre. We may collect the following information;
- Personal information (for example, your name, email address, mailing address, phone numbers, date of birth and address)
- Sensitive Personal Data
- Attendance information (such as sessions attended, number of absences and absence reasons)
- Safeguarding incidents
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
- Self-referral Forms
- Safe-referral process from the NACCC website
- Referrals from organisations e.g. Cafcass, Family Solicitors
- Pre-visit checklist
We may also collect information from telephone conversations, emails and written and verbal communications and from records of the Contact Centre sessions.
How will we use of Information about you?
Your Personal Data may be used in the following ways:
- To provide our services to you,
- To respond to your requests and inquiries,
- 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 comply with applicable law(s) (for example, to comply with a search warrant or court order) or to carry out professional ethics/conduct investigations,
- To enable us to maintain our own accounts and records and to support and manage our employees.
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, LEGAL OBLIGATION, VITAL INTERESTS, PUBLIC TASK and 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.
- all other cases: that it is necessary for our legitimate interests which are to run the contact centre
How long will we keep your information?
|File Type||Retention Period|
|6 years after employment/volunteering ceases|
|Parental leave||5 years from birth/adoption or 18 if child receives a disability allowance|
|Disclosure and Barring Service Certificate (formerly Criminal Records Bureau disclosures certificates) obtained as part of the vetting process.||The actual disclosure form will be destroyed after 6 months. However, it is advisable that organisations keep a record of the date of the check, the reference number, the decision about vetting and the outcome.|
Income tax, NI returns, income tax records and correspondence with IR, Parental leave,
Wages and salary records
|HMRC advise you must keep records for 6 years from the end of the last company financial year they relate to, or longer if: they show a transaction that covers more than one of the company’s accounting periods.|
|Supported contact only – Referrals, with court orders or CAFCASS involvement, pre- visit forms, attendance records||Securely disposed of after three years unless a safeguarding or child protection
|Supported contact only – Self-referrals with NO court order or CAFCASS involvement, pre- visit forms, attendance records||Securely disposed of after one year unless a safeguarding or child protection
|Information relating to paid/unpaid staff not covered above that are not used for three years should be treated as confidential waste and disposed of as such.||Securely disposed of after three years.
|Accident books and paperwork relating to safeguarding or child protection issues about
a specific child
|Should be kept indefinitely as children can request this information up to
the age of 25 years by Local Authorities.