BROMLEY AND DOWNHAM YOUTH CLUB
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
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:-
- Date of birth
- Medical condition, disabilities, special education needs
- 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
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.
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 are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner’s Office website at www.ico.org.uk.
A cookie is a small file which asks permission to be placed on your computer’s hard drive.
Review of this Policy
Created May 2018