Privacy notice for FUEL

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).

Achieving for Children has been funded by the Department for Education to deliver a Holiday Activities and Food Programme for six weeks over Easter, Summer and Christmas school holidays.

The programme, which we have called FUEL, is targeted at children and young people on benefits-related Free School Meals, aged 5-16 in the boroughs of Richmond, Kingston and Windsor and Maidenhead. It aims to provide a range of fun activities that are easy to get to, provide healthy food and teach young people and parents about what is good to eat.

What personal information will be collected by the FUEL providers?

The FUEL providers who have been appointed by Achieving for Children will collect the following personal information from you when complete the FUEL registration form:

parent/ carer name and their contact details – email, address, or telephone number
child or young person’s name, date of birth, address and contact details
characteristics such as your gender, ethnic group, disability or learning needs
whether you access benefits-related free school meals
health information, including any medical conditions and medication currently being prescribed
next of kin and emergency contact details

How will the FUEL providers use your personal information?

to provide you with enjoyable, positive and safe activities and food (for example collecting information on any allergies) which are part of the FUEL programme
to register your attendance at FUEL activities
for young people, 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 now and in the future but only when you have given us your consent to do so
where necessary to protect individuals from harm or injury
to confirm that you are eligible to access the program. This will mean checking your information against the school census information which AfC collects.

What personal information will be collected by Achieving for Children?

In order to evaluate the impact of the FUEL programme, Achieving for Children will share the personal information below with the Department for Education:

parent/carer name and their contact details – email, address, or telephone number
child or young person’s name, date of birth, address and contact details
characteristics such as your gender, ethnic group, disability or learning needs
whether you access benefits-related free school meals

Lawful basis for processing your personal data

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis for processing is:

Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. Achieving for Children will be processing your personal information in order to undertake a task in the public interest through the FUEL programme.

Who we share your personal information with

We will only share information with these organisations where it is appropriate and legal to do so. Where this is necessary, we are required to comply with all aspects of the Data Protection Act 2018. We may share information with partner organisations including:

Activity providers funded through the HAF programme
Anonymised data will be shared with the Department for Education for the purpose of submitting the holiday activity fund (HAF) return which is a requirement of the funding received by Achieving for Children
Partner organisations to provide the support required

How long will we keep your information

Your personal information will be deleted at the end of the project which has been funded until March 2025.

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 /pages/privacy-and-data-protection/individual-rights-requests-sarsRights 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/

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