The current Data Protection Act will be replaced by the General Data Protection Regulation (GDPR) in May 2018.  GDPR requires that every business in the UK looks at how it handles personal and sensitive data and where necessary introduce new systems and processes to ensure compliance.  For the purposes of GDPR and the UK data protection laws, the controller is Bromley & Downham Youth Club at 41 Valeswood Road, Bromley, BR1 4RD.

About this document

This Privacy Policy sets out the way we process your personal data and we have created this policy to make sure you are aware of how we use your data.

How we collect your information

We may collect your personal data by filling in one of our Youth Club membership forms either beforehand by downloading from our website or at the door at the start of one of our sessions by our DBS staff and volunteers.  Parents and carers filling in membership forms for those under 16 years of age are consenting to us collecting and holding data on their behalf.  All groups that rent out space from us are required to provide contact information, liability insurance, DBS certificates and sign an Agreement.

The types of information we collect

The following information will be collected and stored on our secure database (Views) which is managed by Youth First Lewisham:-

  • Name
  • Address
  • Date of birth
  • Gender
  • Medical condition, disabilities, special education needs
  • Ethnicity
  • Education
  • Parent/carer/guardian contact details
  • Photographic consent
  • Address type (permanent, temporary, foster care, hostel)
  • Medical records (for carded and recreational boxers)

How we use your personal data

We take your privacy seriously and may only use your personal information for the following purposes:-

  • Maintain contact with staff, volunteers and Trustees
  • Recording attendance to sessions
  • Contacting parents in the event of an accident or other incident
  • Organisation of trips and events
  • So staff can respond to any additional needs
  • Internal recording keeping
  • Statistical reports
  • Displaying photographs in Club or on our website

All membership forms and other information are stored either on our computers used by our senior staff who have secure passwords or kept securely in a locked office.  This includes photographic information which may be displayed in the Club or on our website and is by consent only.  We employ an IT company who manage all our IT requirements.

Who has access to your information

We will not sell or rent out your personal data to third parties.  All the personal information we process is processed by our staff in our offices at 41 Valeswood Road, Bromley, BR1 4RD on the Views database and is shared by Youth First Lewisham who we report to.  For more information please visit for their Privacy Policy.

How long your information is kept

Your information will be kept with us until you notify us that you no longer wish to receive any further information from us.  We review our retention periods for personal information on a regular basis.  We are legally required to hold some types of information to fulfil our statutory obligations.  We will hold your personal information on our systems for as long as is necessary for the relevant activity or in accordance with your informed consent.  This is for a period of six years after your last interaction with us.

Your rights

Under certain circumstances, by law you have the right to:

  • Request access to your personal data
  • Request correction of the personal date that we hold about you

Contact and complaints

If you have any queries about this privacy policy or how we process your personal data you may contact us on 0208 461 2597 or email us at Please mark for the attention of the Youth Centre Manager or the Administration Officer.  Alternatively the Chairman of Trustees can be contacted.

If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner’s Office website at


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We do not use cookies to gather personal information about you.  By accepting cookies from our website you consent to Google processing data about your activity.  When you visit a web page with embedded content, e.g. DBS checks, YouTube or Facebook, you may be asked to use cookies.  You should check the third party websites for more information about these.  You may also block cookies by selecting the appropriate settings in your browser but this may affect the full functionality of the website.

Review of this Policy

We keep our Privacy Policy under regular review and we will place any update on our website.

Created May 2018