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General Data Protection Regulation and Policy
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Introduction
It’s a Family thing cic (“We “or “us”) are committed to protecting and respecting your personal data and privacy. This privacy policy relates to our use of any personal data we collect from you from any of our services. Whenever you provide such information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal data and with other subsequent laws of Data Protection Laws.
At It’s a family thing cic, we understand that we will hold sensitive and confidential information about children and their families. This information is used for contact details and emergency contact purposes only. We will store all records in a password email account or protected file using either WordPress (and/or another booking system, where data may be shared between parties), a secure database (for all e-comms) and/or lockable filing cabinet for hardcopy, in line with data protection principles. Any information shared with volunteers and directors will be provided on a need-to-know basis and treated in confidence.
1. Who are we?
It’s a family thing cic is a registered limited by guarantee organisation who will support your children in creative projects for children and young people. Providing children’s led activities and coach memories for children aged 5-12 years old in Wolverhampton and surrounding areas.
2. Your Rights
Under the Data Protection Laws your rights are:
2.1. To be informed.
We must make this privacy notice available with the emphasis on transparency over how we process your data.
2.2. Access.
You are entitled to find out what details we may hold about you and why.
2.3. Rectification.
We are obliged to correct or update your details.
2.4. Erasure.
2.3. You have the right to have your personal data erased, this is also known as the right to be forgotten.
2.5. Restrict processing.
You have the right to ‘block’ or suppress the processing of your personal data by us.
2.6. Data portability.
You have the right to obtain and reuse your personal data that you have provided to us.
2.7. Object.
You have the right to object to us processing your data in relation to direct marketing and or profiling.
2.8. Rights in relation to automated decision making and profiling. We do not use automatic decision making or profiling.
3. The data we will collect about you
3.1. We collect and process Personal Data. Typically, the Personal Data we collect, and process will include name, location, children’s name and contact details but we may collect and/or process other Personal Data from time to time. It also may include IP address and cookies of your visit to our websites. We will only collect data from you directly, this will be held for 3 years after you decide to leave the art group for health and safety purposes. You are able, at any time, any information we hold about you. If you require to contact us please reach out to following: Email Address: Itsafamilythingg@outlook.com (two gg’s please) Daily contact: 07719267715
3.2. Typically, the Personal Data we collect and process about your children will include name, gender, and date of birth but we may collect and/or process other personal data from time to time.
● The Personal Data which belongs to your children will be used for the purpose of internal reporting.
● The personal information that we hold will not be shared publicly. This includes personal data (i.e., first name and surname). On online platform the information provided by your parent’s details
● Any images that are to be obtained containing your children will only be done so with prior consent of a parent/guardian using a waiver form and/or consent forms.
4. How will your data be used.
4.1. We ensure that content from our site is presented in the most effective manner for you and for your devices.
4.2. We will provide you with information, products or services that you request from us or which we feel may interest you (where you have given your consent to be contacted for such purposes or by Legitimate Interest).
4.3. We carry out our obligations arising from any contracts entered between you and us.
a) Allow you to participate in interactive features of our service when you choose to do so, e.g., asking a question through email.
b) Carry out necessary maintenance to our infrastructure; and
c) Notify you about changes to our services
4.4. We also embrace the use of social media and may wish to process any comments made public by you.
5. Third Parties.
We will keep your information within the organisation except where disclosure is required or permitted by law or when we use third party service providers (data processors) to supply and support our services to you. We have contracts in place with our data processors to ensure your data is protected. This means that the third party cannot do anything with your personal data unless we have instructed them to do so. They will not share your personal data with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
In addition, third parties may provide us with Personal Data, and they should only do so where the law allows them to. Please see below the list which sets out the categories of recipients of personal data.
6. Where is your data collected.
Any digital data that contains your Personal data is stored within the UK, in a password protected software of itsafamilythingg@outlook.com email account and also in our google docs.
7. How long will your data be stored?
Your data will be kept until required; this will then be discarded. This is to protect any of our children and young people. You may request erasure at any time and/or unsubscribe from any communications. Please request this information by emailing us, which data you would like erased and we will erase this information within 7 days.
8. Legitimate interest and marketing.
Where we use Legitimate Interests, we will only document and record our decision to our method, when making this decision.
9. Applications to work for us.
If you apply to work for us (directly or indirectly) in any role (including volunteers) we may receive data about you from third parties. In addition, we will keep the details of your application and any additional information provided to us by you or others during your application so that we can keep you informed of future opportunities that you may be interested in.
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