Privacy notice for the Youth Service (Kingston and Richmond)

Introduction

A privacy notice is a statement that describes how we collect, use, keep and share the information we hold about you. The privacy notice is part of our commitment to making sure we process your personal information fairly and lawfully.

Who we are

Achieving for Children delivers children’s services and the local authority statutory responsibilities relating to children aged up to 25 years across the boroughs of Kingston, Richmond and Windsor and Maidenhead. Achieving for Children is registered as a controller with the Information Commissioner’s Office (ICO) (registration number ZA045069).

The Youth Service works with young people who live, study or work in Kingston and Richmond aged 11-19 years of age or up to 24 years for those with special education needs and or disabilities. This includes provision of personal, social and development opportunities to young people, information, advice and guidance, positive activities and volunteering.

Why need your information and how we use it

We will use your personal information for a limited number of reasons (purposes) and always in line with data protection law.

We will use identifying personal information:

• to enable us to carry out specific functions for which we are responsible under section 507B of the Education and Inspection Act 2006
• to provide you with enjoyable, positive and safe activities
• to contact your parents or carers in the event of an incident or medical emergency while you are participating in our activities
• to communicate with you about our activities but only when you have given us your consent to do so
• where necessary to protect individuals from harm or injury

We will use anonymous information:

• to audit and monitor how well our services are meeting needs
• to help us improve and plan future services
• share statistical data with third parties

What type of personal information we collect

We collect personal information when you complete the Youth Service registration form. We update personal information on an annual basis to ensure the information we hold about you is accurate and up to date. The information we collect includes:

• name, date of birth, address and contact details
• characteristics such as your gender, ethnic group, sexual orientation, disability or learning needs
• health information, including any medical conditions and medication currently being prescribed
• next of kin and emergency contact details

Lawful basis for processing your personal data

We collect and use personal information only if:

• we have consent from you to use your information for a specific purpose
• in order to keep you or someone else safe
• there is a legal requirement for use to use or provide information
• in the performance of a task in the public interest

Who we share your personal information with

We will not share personal information about you with anyone without your consent unless the law and our policies allow us to do so.

How long will we keep your information

We only keep your personal data for as long as is required by law and in accordance with our retention schedule.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Your rights and access to information

Under data protection legislation you have the right to request access to the information that we hold about you. To request a copy of your data, please read the Individual Rights Requests page and then submit your request using your preferred method of contact.

You also have the right to:

• object to processing of personal data that is likely to cause, or is causing, damage or distress
• have inaccurate personal data rectified, blocked, erased or destroyed
• prevent processing for the purpose of direct marketing object to decisions being taken by automated means
• in certain circumstances have inaccurate personal data rectified, blocked, erased or destroyed; and
• a right to seek redress, either through the ICO, or through the courts

If you have any questions or concerns about the way we process personal data, or would like to discuss anything in this privacy notice, please contact our Data Protection Officer: [email protected]

If you want to make a complaint about how we handle your personal data, we ask that you give our Data Protection Officer the opportunity to respond in the first instance but you are not obliged to do this. You can make a complaint directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/