Who we are

When we process your personal data, South Gloucestershire playscheme is described as the ‘data controller’ under data protection law. Our contact details are:

• South Gloucestershire Playscheme, Coniston Community Centre, Coniston Road, Patchway, South Gloucestershire, BS34 5LP
• www.sgplayscheme.co.uk

South Gloucestershire Playscheme Data Protection officer is Ternaya Cummings: ternaya@sgplayscheme.co.uk
Telephone: 07510 380595.

Please do not hesitate to contact us if you have any questions about this statement, information we hold about you or our overall approach to data protection and confidentiality.

Our Privacy Notice

How we collect information from you:

South Gloucestershire Playscheme collects information from you via a variety of sources, including when you;

• book your child onto one of our playscheme sessions
• apply to work for us or volunteer for us
• call us, write to us, e-mail or meet with us
• respond to a survey
• use our social media sites or websites (see our Cookie Policy page)

We may also take photographs at our playscheme to use for general marketing and publicity. However, photographs of individuals will only be used for those purposes with your consent.

We may receive information about you from third parties.

Who we collect personal information about:

• People who use our services – this includes current, former and potential customers who access our sessions, and could also include their family and people associated with them.
• Staff – this includes current, former and potential staff, as well as Board members and volunteers.
• Anyone who makes a complaint or enquiry and visitors to our website and locations.

Data we collect:

Our customers include parents and children who access our playscheme sessions.

When you apply to use one of our services, we may ask for:

• Your full name.
• Your child’s full name.
• Your child’s date of birth.
• Your contact details (phone, e-mail or correspondence address).
• Details of anyone authorised to act on your behalf (if applicable).
• Details of additional needs that need support to access our playscheme.

If you provide us with personal information relating to members of your family or your associates we will assume that you do so with their knowledge and their consent to the collection and processing of the information.

It is important that you notify us of any changes to your personal information.

How we use personal information and the lawful basis for processing:

• Contractual Necessity
• Most of the information we require from you is used to enter into or manage an agreement between you and South Gloucestershire Playscheme
• Please read the registration details carefully for specific details as ‘performance of a contract’ is usually the lawful basis for processing your information as set out in data protection law.

The processing we conduct can be summarised as:

• Ensuring we are able to provide the support and services that you need
• Complying with relevant legislation and regulation.

Legitimate Interests

The other lawful basis for processing your data, as defined in data protection law, that we regularly rely on is ‘legitimate interest’ (processing is necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject).

Our legitimate interests may include the need to:

• eliminate discrimination or advance equality of opportunity;
• prevent and detect crime;
• conduct research and statistical analysis to help improve our services offered to our customers;
• evaluate our performance against other benchmarks.

When your personal data or information is used for statistical or research purposes it is anonymised or pseudonymised so that you cannot be identified. South Gloucestershire Playscheme conducts surveys regularly and periodically relating to our services to gauge satisfaction and make improvements based on feedback.

Where you believe that our legitimate interests are overridden by your interests, rights or freedoms as the data subject you have the right to object.

Other Lawful Bases

In exceptional circumstances there may be another lawful basis for processing your data for example ‘compliance with a legal obligation’ or to ‘protect the vital interests of a data subject or another person’.

Special categories of data

Under Data Protection law certain categories of personal information are classified as sensitive or special categories of data.

These categories are data relating to:

• racial or ethnic origin;
• political opinions,
• religious or philosophical beliefs;
• trade union membership;
• data concerning health;
• data concerning a natural person’s sex life or sexual orientation.

We minimise the use of special categories of personal data but, given the services we provide there are times when we may have a legitimate interest in processing special categories of data and therefore, we may ask for your consent to collect and process this data.

We will always give you a ‘prefer not to answer’ option when we ask for any of the special categories of data above. Providing us with special categories of data helps us deliver our services.

Collecting special categories of data also helps us ensure that we meet the Public-Sector Equality Duty. This requires South Gloucestershire Playscheme, as a service provider, to give due regard to the need to eliminate discrimination, advance equality of opportunity and foster good relations. This mean that we may ask you for information about your ethnicity, religion or belief and so on but our responsibilities under the Public-Sector Equality Duty do not over ride your right to privacy.

When we collect specific sensitive data, we will notify you of how we will use it, and we will tell you who it may be shared with. We do not process genetic or bio-metric data for uniquely identifying a natural person.

Complaints and enquiries:

If you make a complaint or enquiry we may collect and store personal information in relation to it. We will keep your information secure and use it only for the purpose it was collected. When the complaint is resolved or the enquiry is completed, we will retain the information in accordance with our Data & Document Retention Policy and then destroy it.

CCTV:

We do not operate any CCTV systems.

Information we collect via our website:

When you visit our website, we collect standard internet log information, such as your IP address, host name, browser type and operating system.

This information may be used to help diagnose problems with our server and to administer our website, so we can improve your experience of viewing the site. We may also use this information for other purposes deemed reasonable and necessary. See our cookie policy for more on the information we collect from you when you visit our site.

Links to other websites

Our website may contain links to other websites of interest.

If you follow a link from the South Gloucestershire Playscheme website to an external site, we recommend that you check the privacy notice of that site before giving any personal details.

Sharing your information

Your personal information will be kept secure and confidential. Usually we will not disclose personal data without consent but we may share information with third parties and other agencies we work with, including local authorities, social services, the Police, social landlords and other agencies when South Gloucestershire Playscheme believes it is in yours or the public’s interest to do so, or as required by law.

Please be aware:

South Gloucestershire Playscheme may need to share personal information with government departments and agencies, with our regulator and auditors, or with other organisations and agencies where we are legally bound to do so.

How long we keep information:

Information will be kept for as long as our work with you is active and for a period not exceeding six years afterwards.

Security of information

South Gloucestershire Playscheme operates a range of information and communications systems and technologies for efficient operation of the charity. Personal information is stored and managed within those systems which are maintained to achieve a high level of Confidentiality, Integrity and Availability (CIA) including following best practice cyber security standards.

We hold information in IT systems which may be copied for testing, backup, archiving and disaster recovery purposes. All data is held within the European Economic Area.

For further information on how we maintain the security of your information please see our Data Protection & Privacy Policy.

Changes to our privacy notice:

This privacy notice will be updated to reflect changes either to the way in which we operate or changes to the data protection legislation. To make sure that you keep up to date, we suggest that you revisit this notice from time to time.

What we will not do

• We will not send you unsolicited marketing material. We will not sell your personal data on to third parties.
• We will not pass on your personal data to unrelated third parties unless we are allowed or required to do so by law or we have your explicit permission to do that.
• We will not transfer or store your personal data outside of Europe (the European Economic Area) outside of the control of UK / European regulations.

Your data, your rights

South Gloucestershire Playscheme is committed to respecting your rights when we deal with your personal data.

You have the following rights:

• Right to be Informed
• Right of Access
• Right to Rectification
• Right to Erasure
• Right to Restrict Processing
• Right to Data Portability
• Right to Object
• Rights in relation to automated decision making and profiling

Further information on your rights is available here: https://www.gov.uk/government/publications/dbs-privacy-policies/cookies-policy