Privacy Notice Policy

Summary

Protecting personal data and being transparent about how we collect and use data policy.

Implementation

This policy will be made available to all staff, volunteers and trustees of Didcot TRAIN and is available on our website for complete transparency.

Privacy Notice

TRAIN are committed to protecting and respecting your privacy.

Didcot TRAIN – Inspiring young people is a CIO (Charitable Incorporated Organisation). Registered Charity Number: 1176258.

Address: Unit 1A, 5/6 Market Place, Didcot, OX11 7LE

Email: [email protected]

TRAIN Works With, and For, All Young People in Didcot

Young people shape what TRAIN is, and what the organisation will look like in the future.

We believe that programmes that are developed in partnership with young people are more likely to be effective at engaging them and, therefore, have a greater impact.

We are dedicated to protecting and respecting your privacy. This policy lets you know why and how we look after your data. We may review and update this privacy notice and will update you when any amendments are made.

Our Data Protection Principles

We are committed to these principles of data protection:

• Lawfulness, fairness and transparency – we process data lawfully, fairly and in a transparent manner.
• Purpose limitation – we use personal data for specific, explicit and legitimate purposes. We don’t further process data in a manner that is incompatible with those purposes.
• Data minimisation – we are committed to only processing data that is adequate, relevant and limited to what is necessary.
• Accuracy – personal data is kept accurate and kept up-to-date.
• Storage limitation – we are committed to storing personal data for no longer than necessary.
• Integrity and confidentiality – we process data in a manner that ensures appropriate security, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage.

What Information We Gather

We may collect personal data from different subjects, including:

• Young people
• Volunteers
• Job applicants
• Social media
• People that attend a TRAIN event or session
• Freelancers
• Donors
• Employees
• Trustees

Information may include:

• Correspondence
• Identifiers such as ethnicity, sexual orientation
• History, behavioural records, demographics, medical and health history
• Knowledge and beliefs, authenticating, preference
• Historical (life history)
• Financial (account records, transactions)
• Social (professional, criminal, public life, family, communication)
• Special categories of data (e.g. race, ethnicity, data concerning health, sexual orientation)

Depending on how we work with you, we collect different personal information. Here are some examples:

• If you are a young person taking part in one of our programmes, we may collect information such as name, date of birth, contacts, emergency contacts and special categories of data.
• If you are an employee, we may collect information such as bank accounts, professional and educational background, and special categories of data.
• If you are a trustee or volunteer, we may collect information such as contacts, emergency contact, DBS information.
• If you are donating to us, we may collect information such as identifiers and contacts.
• If you are attending one of our events, we may collect information such as your email address, postcode, interests.

How Do We Collect Information About You?

Most of the personal information we process is provided to us directly by you, via completed transactions, completion of forms, letters, emails or verbally. However, if you are a young person involved in one of our programmes, we may collect information from third parties. Local authorities, professionals, schools and other charities may refer you into a programme via a referral form or may help us evaluate the outcomes of a programme by providing us with regular updates involving your personal information.

Why We Collect Information

We collect data in order to administer, deliver and monitor our services and support to young people and youth practitioners and organisations, support our work, our campaigns, respond to enquiries and requests, and to meet our contractual and legal obligations.

Media Content (Photo, Video and Audio Content)

To help promote TRAIN we use a range of photos, video and audio content.

We will ask for consent from individuals that will be used in photos where they may be identifiable. Where the individual is under the age of 18 or a vulnerable adult we will seek consent of the parent/guardian.

How Can You Withdraw Your Consent?

Consent can be withdrawn at any point by emailing [email protected].

How Long Do We Keep Personal Data?

TRAIN will only store your data for as long as necessary and in line with the original purpose(s) that it was collected.

How You Can Access and Update Your Information

Email: [email protected]

Your Rights

Individuals who we collect, process and store personal data about have a number of rights under the GDPR (General Data Protection Regulations) which include:

• The right to request a copy of the data that TRAIN hold about them
• The right to prevent processing for the purpose of direct marketing and profiling
• The right to be forgotten
• The right to have data rectified/updated