This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and organisation (Breakaway Playschemes as part of North Herts CVS).
Furthermore, the way Breakaway Playschemes processes, stores and protects user data and information will also be detailed within this policy.
Whilst using our website, software applications or services, you may be asked to provide personal information for yourself or your child (name, address, email, medical details, personal circumstances etc.).
We will use this information to administer our website, services, and client databases.
We will ensure that all personal information supplied is held securely in accordance with the EU’s General Data Protection Regulation (GDPR) 2018.
Further, by providing telephone and email details, you consent to Breakaway Playschemes contacting you using these methods, for the purposes of providing you with the requested services.
You have the right at any time to request a copy of the personal information we hold on you.
Should you wish to receive a copy of this, or would like to be removed from our database (and thus cancelling your usage of our services, please contact us at firstname.lastname@example.org or see more information on Subject Access Requests (SAR’s) at https://www.nhcvs.org.uk/contact-us/feedback-and-information-requests
Information collection and use
What information we collect
NHCVS Breakaway collect the following information:
Child and Young People (Service users):
- Emergency Contact details
- Relevant medical and care information
- Safeguarding information
- Risk assessments for health and safety use
- Attendance records for service use
- SBLO hours allocations
Parent and Carer’s:
- Contact details including phone number and email address
- Emergency contact details
- Contact details including phone number and email address
- Emergency contact details
- Salary information for payment of salaries
- Training details
How do we collect information?
NHCVS Breakaway collects information for four reasons:
There are circumstances in which you may provide us with personal data to fulfil a legal obligation or contract, for example the processing of an application to use our service, in which we would collect the service user and parent/ guardian’s data for the purposes of fulfilling the contract.
If the law requires us to, we may need to collect and process your data.
Examples of this would be attendance at events for insurance purposes; or records of donations and payments for services for financial purposes due to HMRC regulations.
We may also pass on details of people involved in fraud or other criminal activity affecting our organisation to law enforcement.
We may collect personal information when it is in the individual’s best interests for us to hold that information; for example, for those attending playschemes, we will collect the appropriate medical information in order to ensure the safety and support of the child attending the scheme.
Sometimes, our use of your personal information is not strictly necessary for us to be able to provide you with our products and services, or for them to work properly. In those circumstances, we have what's called a "legitimate interest" in handling your personal information; our "legitimate interest" may be to:
- detect and prevent fraud;
- keep our websites, apps, products and IT systems secure;
- ensure that our own processes, procedures and systems are as efficient as possible;
- analyse and enhance the information that we collect;
- determine the effectiveness of our promotional campaigns and advertising; and
- customise and improve the way that you shop and engage with us in future.
How long do we keep your data for?
Breakaway Playschemes will not retain your personal information longer than necessary.
We will hold onto the information you provide either while your account is in existence, or as needed to be able to provide the services to you, or (in the case of any contact you may have with one of our staff members) for as long as is necessary to provide support related to your enquiry or requested service.
In the case of Breakaway Playschemes we are required by law to hold onto certain information to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, this includes names, addresses, dates of attendance at playschemes, and any incident reports from those dates.
We may also retain some of your information for a limited period of time as required, even after you have closed your account or it is no longer needed to provide the services to you.
How do we store information?
All sensitive personal information is stored in restricted access Office 365 document libraries, and any information held in paper copy is kept in locked cabinets with restricted access on site.
Choosing how we use your data
Breakaway Playschemes will NOT sell or rent your personally identifiable information, gathered because of filling out the site registration form, to anyone.
Personal Data will ONLY be provided to a partner organisation with your express, specific permission; or for legal or contractual purposes only (i.e. feedback on attendance to HCC Brokerage Team, for the purposes of checking usage of SBLO allocations).
We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.
With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:
- You can verify the details you have submitted to Breakaway Playschemes by contacting Tom Burton at email@example.com (Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address).
- You can also contact us by the same method to change, correct, or delete your personal information controlled by North Herts CVS regarding your profile at any time. Please note though that, if you have shared any information with others through social media channels, that information may remain visible, even if your account is deleted.
- You are also free to close your account with is at any time, however, we may retain archived copies of your information should we be required by law to do so.
- You can always feel free to update us on your details at any point by contacting firstname.lastname@example.org, with the updated piece of information and what it is replacing (E.g. Hi, my name is XXXXX, my child attends your playscheme, my new email is XXXXXX@XXX.co.uk, it was previously YYYYY@YYY.com , can you please update my details.)
Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavour to publicise any changes.
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience.
This website complies with all UK national laws and requirements for user privacy.
Depending on your settings or the privacy policies for other online services such as web browsers, you may give us permission to obtain information from your account with those other services.
For example, this can be via social media or by choosing to send us your location data when accessing our website from your smartphone, these services have their own policies explaining how they use and share your personal data, you should carefully review those privacy policies before you use these sites to make sure that you are happy with how your personal information is being collected and shared.
We provide links to other websites which are not operated and controlled by North Herts CVS.
We have no control over and are not responsible for the content of those sites or how the third parties responsible for them collect and use your personal information.
We do not endorse or make any representations about third party websites.
Third party websites usually have their own privacy policies explaining how they use and share your personal information.
You should carefully review those privacy policies before you use these websites to make sure that you are happy with how your personal information is being collected and shared.
What are cookies?
Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website.
This allows the website, through its server to provide the users with a tailored experience within this website.
Most of the cookies we set are automatically deleted from your computer when you leave our website or shortly afterwards.
We use anonymous session cookies (short-term cookies that disappear when you close your browser) to help you navigate the website and make the most of the features.
This website uses tracking software to monitor its visitors to better understand how they use it.
The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.
Should users wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.
(version 2 June 2018)