At YMCA Thames Gateway (YMCATG) we are committed to ensuring that your privacy is protected and respected.
The following statement sets out how, why and when we collect and process your personal data.
• To always store your personal data securely.
• To only hold your information for as long as necessary.
• To ensure you are always in control of how we use your information, and that you have the right to ask us to stop using it.
• We will only contact you in the ways that you wish, making use of what you’ve told us and publicly available information to tailor our communications, so that they are more appropriate and relevant to your interests.
YMCATG’s details & data controller:
Our registered office is at 29 Rush Green Road, Romford, Essex RM7 0PH and we are a company registered in England and Wales under company number 06102037. We are registered at the Information Commissioner’s Office under registration number Z5593674, and act as the data controller/data processor. Our designated Data Protection Officer for the organisation is our Director of Quality & Compliance, and can be contacted at:-
Address: 29 Rush Green Road, Romford, Essex RM7 0PH,
Tel: 01708 770435
Your acceptance of this policy and our right to change it:
By providing your information, using our website and social media, you consent to our collection and use of the information you provide in the way we set out in this policy. If you do not agree to this policy, please consider carefully the use of our services, website and social media.
What is personal data?
Personal data is any information that can be used to identify an individual, for example name, email address, photo, bank details, a post on a social network site or a computer IP address.
It is important that you read the full policy so that you understand what information we hold, how we may use it and what your rights are, but if you don’t have the time right now, here is a summary:-
• We collect information that is either personal data (as outlined above) or non-personal data (such as webpages accessed).
• We collect information about the children, young people and families we provide services and support to, including our donors, customers, users, members, volunteers and employees.
• We collect information to provide services or goods, to provide information, to fundraise for our vital work, for administration, profiling, analysis, and for the prevention and detection of crime.
• We will make sure that we update your data, when you tell us to do so.
• We only collect the information that we need or that would be useful to us to provide you with the best possible service and experience.
• We do our very best to keep personal information secure, including SSL technology (secure server software) wherever we collect personal data online.
• We never sell your data and we will never share it with another company or charity for marketing purposes.
• We only share data where we are required by law or with carefully selected partners who we work with. All our partners are required by their contract to treat your data as carefully as we would, to only use it as instructed, and to allow us to check that they do this.
THE POLICY IN FULL
This policy applies to our website, our use of emails for marketing purposes, and any other methods we use for collecting information. It covers what we collect and why, what we do with the information, what we don’t do with the information, and what rights you have.
Information that we collect and why:
YMCATG will only ever collect the information that we need, including information that will be useful to improve our services. We typically collect some of, or all of the following:-
• Personal information, such as name, address, phone numbers, email address, date of birth, marital status, bank details, photograph, National Insurance number, criminal convictions and offences.
• Non-personal information such as pages accessed and files downloaded. This helps us to understand how many people use our website, how many people visit on a regular basis, and how popular our pages are. This information doesn’t tell us who you are, it simply allows us to monitor and improve our services.
• Special Category Information i.e. race, ethnic origin, religion, health and/or medical information, sexual orientation.
We collect information about you when you: –
• Make an enquiry about our services or activities
• Register for services provided by us
• Apply for a job or volunteering role with us (including sending us your CV)
• Register to become a member with us
• Seek support and assistance from us
• Make a donation, fundraise on our behalf or register for an event
• Request information from us
• Correspond with us by phone, email, website, social media, post or other.
Special Category Information (Sensitive Data):
Owing to the services that we offer, YMCATG sometimes need to request sensitive personal information from you. Our service will do this to ensure we provide support, care, advice and guidance to meet individual’s needs.
Where we collect sensitive personal data, we will only request the information required for the specified purpose and always ask for your explicit consent through a signature. You can modify or remove consent at any time, which we will act on immediately, unless there is a legitimate interest or legal reason for not doing so.
This explicit consent statement will be added to any form used to collect health data:
“If you consent to us collecting and using your health/medical information for the purposes stated above, please sign below and print your name: –
Print Name: ________________________”
Information we receive from other sources:
We may also receive personal information from other sources, for example if a family member or friend contacts us on your behalf or names you as an emergency contact.
If you are under 13 years of age, you must get permission from your parent/guardian before you provide any personal information to us.
How we use your personal data:
YMCATG takes your privacy very seriously and will never disclose, share or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw consent at any time.
We will use the information you provide to:-
• Fulfil your requests, such as the provision of information, registration for services, applications for membership.
• Carry out our obligations arising from any contracts entered into between you and us.
• Look into and respond to complaints, incidents, near misses, legal matters or any other issues.
• Record any contact we have with you.
• Handle class bookings and communicate with you about these bookings.
• Process your donations, purchases or other payments and verify financial transactions. Claim gift aid on your donations.
• If you have agreed to it, provide you with information that we think may be of interest to you.
• To carry out research on the demographics, interests and behaviour of our users, to help us gain a better understanding of them to enable us to improve our services.
• Send you information and communication around your employment or volunteering role.
Using your information for marketing:
We will only send marketing information to individuals who have specifically said that they are to us doing this or have a legitimate interest in our work, and we will only do so in the way(s) you have agreed to.
If you have consented to receive marketing, you may opt out at any time that you choose.
When we contact you by email, every message we send will include a link where you can tell us if you do not wish to receive emails from us in the future.
YMCATG will process personal information for certain legitimate purposes. This is because when you request to receive services from us, we have a legitimate interest to use your personal information to respond to you and where there is no overriding prejudice to you by using your personal information for this purpose. This also includes some or all of the following:-
• To identify and prevent fraud
• To enhance the security of our network and information services
• To better understand how our customers interact with our website
• To provide postal communications which we believe will be of interest to you
• To determine the effectiveness of promotional campaigns and advertising.
Where we process data for these purposes, we will always ensure that your own personal rights take precedence and take account of these rights. In most instances, however, we will reply on obtaining your consent to our use of your personal information.
How we may share your personal information:
Members of YMCATG staff team looking after you or your child may share relevant information from their records with each other. This may include key workers, safeguarding leads and administration staff.
Occasionally it may be necessary to share relevant information from your records with health or social care professionals in other services, who are directly involved in the care of you or your child, or in an emergency situation. Such professionals may include ambulance staff, social care services and professionals providing practical support.
In these circumstances, we only share relevant information and if there is a genuine need for it, or if we have a legal obligation to do so, and will ensure that we are confident they will protect it.
If you give specific instructions not to share in this way, we will respect this to the extent we are not prohibited from doing so by any legal obligations.
Occasionally we may be required to provide statistical data to our funders in order to fulfill our contract obligations. Where this is required data will be anonymised.
Occasionally, we are required by law to share records and may therefore be prevented from respecting your wishes not to share your records. This includes:-
• Our regulators; Ofsted, the Regulator for Supported Housing and the Charity Commission in carrying out an inspection/audit.
• A formal court order has been made.
• Other organisations like the police or social services need it to prevent serious crime or where there is a child or adult at risk of abuse or neglect.
• We find an infectious disease which may put others in danger.
Storing your data:
Information is stored by us on computers located in the UK. We may transfer the information to other offices and to other reputable third party organisations as explained above. We may also store information in paper files.
YMCATG takes your privacy seriously and we take every reasonable measure and precaution to protect and secure your personal data under our control. For example, only authorized personnel are permitted to access user information and we use secure server software (SSL) to encrypt financial and personal information you input before it is sent to us.
Whilst we cannot ensure or guarantee that loss, misuse or alteration of data will not occur whilst under our control, we use our best efforts to try to prevent this.
We will keep your information only for as long as we need it to provide you with services or information you have requested, to administer your relationship with us, to comply with the law, or to ensure we do not communicate with you if you have asked us not to do so. When we no longer need information we will always dispose of it securely, as outlined in our Data Retention Policy.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.
What we don’t do with your information:
We will never sell or share your information to other organisations to use for their own purposes.
How you can help us:
You can help by providing us with the right information about yourself and/or your children, and by letting us know when any of these details change.
To inform us of any change contact:-
Telephone: 01708 766211
The General Data Protection Regulations gives you certain rights over your data and how we use it. These include:-
• The right to access any personal data and supplementary information that YMCATG holds about you and to request a copy of that information. If you wish to access your information, please request a Subject Access Request Form from the Director of Quality & Compliance:-
Address: 29 Rush Green Road, Romford, Essex RM7 0PH
• The right, in certain circumstances, to have inaccurate personal data rectified, or complete if it is incomplete.
• The right, in certain circumstances, to have personal data erased.
• The right to prevent your data from being used for marketing purposes.
If we receive a request from you in writing to exercise any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.
For more information:
For more information about your rights under the General Data Protection Regulations, go to the website of the Information Commissioner’s Office at www.ico.org.uk
Making a complaint:
If you wish to raise a complaint regarding how we process your personal data please contact our data controller:-
Director of Quality & Compliance
29 Rush Green Road, Romford, Essex RM7 0PH
Alternatively, if you are unsatisfied with how we have handled your information, you have the right to make a complaint direct to the supervisory authority:-
Information Commissioners Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Tel: 0303 123 1113