North Wales Young Carers
Our commitment to protecting your privacy is paramount at North Wales Young Carers. The following statements describe how North Wales Young Carers collects, uses and protects information. This Policy relates to our use of any personal information we collect from you or you provide to us via our website, email, SMS, phone, in letters and other correspondence and in person.
In order to provide our services, we need to handle data, this privacy statement sets out the following:
• what information North Wales Young Carers may collect about you;
• how North Wales Young Carers will use information we collect about you;
• when North Wales Young Carers may use your details to contact you;
• whether North Wales Young Carers will disclose your details to anyone else including our legal obligations;
• your rights and choices regarding the personal information you provide to us.
If you have any queries about information contained within this statement please contact us at Northern Lights Business Park, Rossfield Road, Ellesmere Port, CH65 3AW or by email: firstname.lastname@example.org
What information do we collect about you?
We will collect personal information from you when you enquire about our activities, register with us, make a referral, register for specific activities, make a donation to us or otherwise provide us with personal information. We may also receive information about you from other people, for example, if a third-party service, friend or colleague refers you to our website or services.
The information we collect depends on our relationship with you and can include various categories of data as defined under the GDPR, this data typically includes name, address, additional contact details and further information you provide to us by way of registration or referral.
Full, comprehensive details regarding how we protect your information can be found in our Data Protection Policy.
How do we use personal data?
We need to know your personal data to provide you with our services that you request, keep in touch with you if we have your consent to do so and to ensure our legal safeguarding obligations are met.
We will not collect any personal data from you that we do not need to provide and oversee these services.
We record the data you provide to us in an appropriate and safe manner in line with our Data Protection Policy. We record and keep the data about any donations we receive as per our Data Protection Policy and in line with any legal requirements set by authoritative bodies such as HMRC. We may use this data in our newsletters, website and social media, for example to express thanks for support or donations – consent for this use will be requested in advance. Under GDPR we have identified our legal basis of legitimate interest to retain information and contact you in response to your support of our organisation. If you decide that you do not wish us to use your data in this way you can contact us to withdraw consent at any time at Northern Lights Business Park, Rossfield Road, Ellesmere Port, CH65 3AW or by email: email@example.com
Service users (young carers, parents, guardians):
If a child (young carers are children aged 6 – 18) are referred to us and use our services, including the trips and activities we arrange for young carers, in order to comply with our legitimate interests (running our services and protecting those who use them) we may on occasion collect special category data (e.g. health details) which are provided in circumstances where we have responsibilities in relation to safeguarding. For example, if a young carer joins us on a residential activity we will request the necessary information in order to protect that individual, our data protection policies are designed specifically to ensure that a child’s rights and interests are properly considered and protected. Children who are aged 13 and under require explicit parental consent, this is collected via consent and activity forms and can be redacted, amended or renewed at any time – typically on a annual basis. We store these details digitally and may from time to time, where necessary, share the details of parental consent with third party providers on occasions whereby we are supporting children to participate in activities with external providers.
Due to the nature of North Wales Young Carers work it is often that we process children’s personal data. Our systems and processes are designed with protecting children’s personal data in mind. We are committed to complying with the data protection principles, fairness and safeguarding is central to all our processing. Often, we rely on legitimate interests as our lawful basis for processing personal data, this is so that we are able to protect children’s interests and fundamental rights. We are committed to assessing the risks that come with processing data and we take the required appropriate measures to safeguard against those risks, we outline the ways in which we take extra steps to protect this information in our Data Protection Policy.
On rare occasions we will be processing individuals’ data in order to protect the vital interests of another individual; this will always be in the interests of safeguarding and protection of an individual. There are occasions where information including special category data, is provided by a third party (e.g. public bodies), this will always be in a way which is reasonably expected, where they are a data controller already and we outline the ways in which we take extra steps to protect this information in our Data Protection Policy.
Visitors to our website:
We will gather general information regarding the use of our website, such as which pages are visited most frequently. Only anonymous information and statistics will be used which do not identify individual visitors. This information helps us improve the services and information we offer on our website. We may use service providers to help us collect and analyse this information. Additional information regarding cookies and links on our website can be found below under “When do we share personal data?”.
When do we use your information to contact you?
If you consent to us contacting you via post we will normally send you a regular newsletter, we may also write to you with details about up and coming activities we are organising and invitations for events. We may need to contact service users via post about specific activities or events they have signed up to. If you request forms/additional correspondence we may send this via post. We may write to you to respond to any queries you have raised with us or to thank you for your support and involvement with North Wales Young Carers.
If you consent to us contacting you via email we will normally send you a round up with news about our work, upcoming events and about how to support us on a monthly basis. We may also use your email address to respond to any queries you have raised with us, since this is more cost-effective than responding by post. We may need to contact service users via email about specific activities or events they have signed up to.
If you consent to us contacting you via telephone we may use this to answer any queries you have. We may also use it to ask if you have a new address if a mailing is returned to us saying you have moved. We may need to contact service users via telephone about specific activities or events they have signed up to. We may occasionally use it to thank you for a donation.
If you consent to us contacting you via SMS we may use this to answer any queries you may have. We may use it to contact you if you or somebody you are responsible for is due to attend a session or event and details need to be communicated to you. We may need to contact service users via SMS about specific activities or events they have signed up to.
We will only use your personal information to provide you with the services, products or information you have requested. Exceptions to this will be in circumstances where we are required to comply with legal obligations.
You can opt out of receiving any or all materials at any time by contacting the charity at Northern Lights Business Park, Rossfield Road, Ellesmere Port, CH65 3AW or by email: firstname.lastname@example.org. We may wish to discuss your decision to no longer receive contact or materials from us if this impacts the safeguarding of our service users.
When do we share personal data?
All the personal data we process is processed by our staff, we do not pass your data on to third parties unless they are required to carry out a service which will be requested and/or agreed in advance such as pre-arranged transport agreements/use of additional third-party service providers. Any further sharing of data will be in relation to our safeguarding and legal obligations and will be done so in line with existing contracts and legal structures that are in place. We sometimes use third parties in alternative circumstances, we will be explicit that this detail is required to be shared and seek consent in advance.
‘Cookies’ are small pieces of information sent by a web server to a web browser, which enable the server to collect information from the browser. Essentially it takes the form of a small text file deposited on your computer’s hard drive.
Personal Detail Protection
Information that you submit in a registration or enquiry form is digitised, encrypted and stored on a secure server. However, the transmission of information over the Internet is never 100% secure so while we try to protect your personal information, we can’t guarantee the security of any information you submit to us via our website.
We also take appropriate measures to ensure that the information we receive is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used. We hold retention policies which are contained within our Data Protection Policy. All access to our secure server is restricted only to authorised staff.
Our website may include links to websites run by other organisations. North Wales Young Carers is not responsible for the privacy practices of other organisations’ websites so you should read their privacy policies carefully.
North Wales Young Carers have an obligation to comply with UK law, work alongside local authority regulators and services and where relevant transfer data to these bodies. For example, where a child is the subject of multi-agency interventions or where there are specific concerns about the safety or wellbeing of a young carer. North Wales Young Carers may need to disclose your information if required to do so by law or in response to a court order or, in circumstances where we think someone is at serious risk of being harmed, we may contact the police or a local authority safeguarding team.
You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. If you wish to exercise these rights, please contact us Northern Lights Business Park, Rossfield Road, Ellesmere Port, CH65 3AW or by email: email@example.com. We are legally obliged to answer your request within 30 days but we will normally do so sooner.
North Wales Young Carers reserves the right to amend this privacy statement. The most up to date version will be always be available on our website so please check from time to time.