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Privacy notice for Parent Carer Champions Network


A privacy notice is a statement that describes how we collect, use, keep and share the information we hold about you. This notice applies to volunteers and service users of Achieving for Children’s Parent Carer Champions Network. 

This 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 Parent Carer Champions Network is a project funded by the London Mayor's Violence Reduction Unit. The project aims to train volunteers to support parents and carers as well as provide activities for young people and parents who live, study or work in Kingston and Richmond aged 10+ years of age. This includes provision of personal, social, health, emotional and development opportunities to young people and parents, including information, advice and guidance as well as positive experiences and activities to parents and carers.

Why we 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:

  • in order to evaluate and register volunteers with the project
  • to provide you with enjoyable, positive and safe activities
  • to provide you with opportunities for personal and professional development
  • 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

How we collect your personal information

We collect most personal information from you directly. 

The exception is if you are applying to be a Volunteer, for which approval is subject to a Disclosure and Barring Service (DBS) check. Information about any criminal convictions you hold will be shared with us by the Disclosure and Barring Service.

What type of personal information we collect

We collect personal information when you complete the Volunteer registration form and the membership 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 for volunteers includes:

  • Name
  • Date of birth
  • Address
  • Email address
  • Telephone number
  • Sex
  • Gender identity
  • Ethnicity
  • Sexual orientation
  • Health information, ie. any disability or learning needs
  • Your family composition, ie. single or multi-parent/carer, and number of children
  • Details of any criminal convictions

For service users, to enable us to support you through this programme, we may collect the following:

  • Name
  • Age range
  • Email address
  • Gender identity
  • Postcode
  • Telephone number
  • Your family composition, ie. single or multi-parent/carer, and number of children

Lawful basis for processing your personal data

The legal basis we rely on for processing your personal data is Article 6(e) of the UK GDPR - the performance of a specific task in the public interest with a basis in law.

If we need to collect special category data, we rely upon reasons of substantial public interest  Article 9(g). This condition is met for statutory and government purposes with a basis in law. The relevant legislation is Section 17 of the Children’s Act 1989.

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 require us to do so.

We share anonymised data about our volunteers and service users with our funders, the Violence Reduction Unit for statistical purposes.  

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. For volunteers this is for a six (6) year period after your volunteering ends. 

At the end of the retention period your data will be securely and permanently destroyed.

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