HYL GENERAL DATA PROTECTION REGULATION (GDPR)
PRIVACY NOTICE POLICY
FOR PARENTS/CARERS OF YOUNG PEOPLE ATTENDING HERTS YOUNG LEADERS
PURPOSE OF THIS DOCUMENT
Herts Young Leaders (“HYL” or “we”) is committed to protecting the privacy and security of your personal information.
This Privacy Notice describes how HYL collect and uses personal information about the you people attending us (“young person” or “young people”) and the Parents/Carers of the young people (Parents/Carers) known collectively as ( “You” or “Your” ) in accordance with the general Data Protection Regulation (GDPR).
HOW WE USE YOUR INFORMATION
HYL is a data controller. This means that we are responsible for deciding how we hold and use personal information about You. We are required under data protection legislation to notify You of the information contained in this Privacy Notice. This notice applies to Parents/Carers and their children. We may update this notice at any time but if we do so we will provide you with the updated copy of this notice as soon as reasonably practicable.
It is important that Parents/carers read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about You, so that You are aware of how and why we are using such information and what Your rights are under the data protection legislation.
DATA PROTECTION PRINCIPLES
We will comply with data protection law. This says that the personal information we hold about You must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to You and not used in any way that is incompatible with those purposes.
- Relevant to the purpose we told You about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purpose we have told You about.
- Kept securely.
WE COLLECT YOUR INFORMATION TO
- to support the young people’s learning and the delivery of education
- to monitor and report on the young person’s progress
- to provide appropriate pastoral care
- to assess the quality of our services
- to comply with the law regarding data sharing
- to comply with our statutory obligations
- To keep people informed and updated on the charity
THE KIND OF INFORMATION WE HOLD ABOUT YOU Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
Young people
We will collect, store, and use the following categories of personal information about children:
- Name
- Date of Birth
- Home address
- GP’s details
- Dietary requirements /Allergies (if any)
- Registration/ Attendance information
- Photographs if necessary
- Emergency contact should Parent/Careers be unavailable and the emergency contact’s contact details
- Record book for each young person containing the work of the child whilst at HYL;
- Observations by team leaders about the young person’s development whilst at HYL
- Record book for Accidents
- Observation, planning and assessment of young people
- Behaviour log
- School reports either provided by parents or obtained from schools
We may also collect, store and use the following “special categories” or more sensitive personal information:
- Information about a child’s race or ethnicity, spoken language and nationality
- Information about a child’s health, including any medical condition, health and sickness records
- Information about a child’s accident or incident reports including reports of pre-existing injuries
- Free school meal eligibility
Parent/Carers
We will collect, store and use the following categories of personal information about Parent/careers:
- Name
- Home address
- Telephone numbers, and personal email addresses
We may also collect, store and use the following “special categories” of more sensitive personal information:
- Information about a Parent’s/Carer’s race or ethnicity, spoken language and nationality.
HOW IS YOUR PERSONAL INFORMATION COLLECTED?
- We will only use Your personal information when the law allows us to
- Where it is needed for official purposes
Situations in which HYL will use personal information of Parent/Carers
We need all the categories of information in the list above (see Parents/Carers section within the paragraph entitled The Kind of Information we hold About You). The situations in which we will process personal information for Parents/Carers are listed below.
- To report on a child’s attendance
- To be able to contact a Parents/Carers or a Child’s emergency contact about their child
- To use anonymised data to report to our funders? Should this be included or is it covered).
DATA RETENTION
We will only retain your personal information for as long as necessary to fulfil the purpose for which we obtained it.
RIGHTS OF ACCESS, CORRECTION, ERASURE AND RESTRICTION
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if Your personal information changes during your child’s attendance at HYL.
Your rights in connection with personal information
Under certain circumstances by law You have the right to:
Request access to Your personal information (commonly known as a “data subject access request”). This enables You to receive a copy of the personal information we hold about You and to check that we are lawfully processing it.
No fee usually required
You will not have to pay a fee to access Your information (or to exercise any of the other rights), however a small fee may be charged for photocopy requests.
Request correction of the personal information we hold about You. This enables You to have any incomplete or inaccurate information we hold about You corrected.
Request erasure of your personal information. This enables Parents/Carers to ask us to delete or remove personal information where there is no good reason for us continuing to process it
If you want to review, verify or request erasure of Your personal information, please contact Leanne Monaghan Chief Executive Officer in writing.
What we may need from You
We may need to request specific information from You to help us confirm your identity and ensure Your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
CHANGES TO THIS PRIVACY NOTICE
We reserve the right to update this privacy notice at any time and we will provide You with any new privacy notice when we make any substantial changes.
If you have any concerns or questions about this privacy Notice or the way we are collecting or using your data, please contact the Chief Executive either by email: [email protected] or in writing to: Chief Executive, Herts Young Leaders, How Wood School, Park Street, Hertfordshire, AL2 2HU.
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(Name of Parent/Carer)
Acknowledge that on:
Date…………………………
I received a copy of Herts Young Leaders Privacy Notice for Children and Parents/Carers and that I have read and understood it.
Signature —————————————————————————-
Printed Name —————————————————————————-
The Board of Trustees will review this policy on a regular basis:
AMENDED: October 2020
REVIEW: October 2021