Privacy Statement.
With Kids is committed to ensuring that your privacy is protected. This privacy notice explains how we collect information about you and how we process this information. It applies to information we collect through a number of services, such as:
· Visitors to our websites;
· Individuals requesting information, joining our mailing list or making enquiries or complaints;
· Individuals who use our services
· MSc Students and people on training courses
With Kids also collects and processes personal data during human resource processes in the recruitment, employment and retention of staff and volunteers; complying with legal requirements and supporting board members; collecting donations from individuals and claiming gift aid.
Your personal data will be collected by With Kids who will act as the Data Controller and will determine the purposes and means of processing that data.
This privacy notice is made available to data subject at the point of data collection, whether this is via a website, a paper form, over the telephone or face to face.
Purpose
This privacy notice is intended to describe how With Kids collects, uses, shares and retains your personal information and informs you about your choices regarding use, access and correction of your personal information. With Kids are committed to ensuring that any personal information it receives is secured and handled in accordance with the General Data Protection Regulation and the Data Protection act 2018.
Who collects my personal data?
Your personal data is collected in Scotland by With Kids, a charity registered in Scotland (charity number SC022467) and a company registered by guarantee (SC343897). With Kids registered address is 15 Annfield Place, Dennistoun, Glasgow, G31 2XE. Telephone 0141 550 5770, email info@withkids.org.uk
Contact details for WEA Data Protection Officer
Name: Gwen Galbraith, CEO
Telephone: 0141 550 5770
Email: info@withkids.org.uk
Address: 15 Annfield Place, Dennistoun, Glasgow,G31 2XE
What personal data does With Kids process?
With Kids has a number of different methods for collecting personal data. The list below outlines the maximum extent ofthe personal data we collect.
Title, first name, middle names, surname, address, telephone and mobile numbers, email addresses, date of birth, sex, country of residence, household situation, disability or health issue (special category data), qualification data, employment status, benefit status, national insurance number, exam results, contact preferences.
What does With Kids use my personal data for?
With Kids collects your personal data under contract with Board members, service users, MSc students, prospective and current employees. With Kids may hold contracts with other organisations that require us to collect, process and share personal data e.g. local authorities. In addition, we share data with the following agencies with your explicit consent: GPs, social workers, teachers, CAMHS and other relevant agencies.
· Giving you information andadvice: With Kids will share your information internally with staff members in order to provide you with the right advice. If we need to share your details with anyone else outside of the organisation to assist with your enquiry, we will ask your permission first.
· Processing your student/training enrolment: We may use your data to check your details are correct e.g. benefit status, date of birth, residency status and to enrol you on the course. With Kids currently use Eventbrite for collecting enrolment information for our short training courses.
· Donations: We collect information from people who giveus donations. The information provided is by choice, but we may process that information to collect gift aid, and to provide you with other services e.g. if you sign up to our newsletter. We currently collect information using JustGiving, Benevity, Donate Pal, Charities Trust, and Charities Aid Foundation, Glasgow Yaldi Lottery. If you donate to With Kids using any of these platforms you are signing up to their Privacy Policies as well as With Kids Privacy Policy.
· Providing you with support for your course: For students who need additional support to undertake the MSc or training event, we may collect information to establish your support requirements and put appropriate support in place for you.
· Meeting funding obligations: With Kids receives funding as part of contracts with Trusts and Foundations, local authorities, nurseries and schools, and other grant giving bodies. Sometimes conditions of funding mean that we collect information and report this to our funders.
· Recording attendance: With Kids is required to keep a record of attendance. This is for insurance, safety, legal and funding purposes. This includes your name, basic contact details and attendance, and a reason for non-attendance if known e.g. sick or holiday.
· Delivering your learning: With Kids staff may use your details to:
o Undertake initial assessments
o Provide you with information
o Let you know about any changes to the course.
· Recording exam results: We will use your personal data to register you with Queen Margaret University, communicate with you and send your results.
· Performing legal duties: Information on accidents and child protection and safeguarding records are required by law so we must collect and retain this information.
· Producing anonymous statistics: As a charity With Kids will use some of the personal data we collect to produce anonymous statistics and case studies onthe children and families we work with. This will be used for publicity and marketing, and in bids, tenders and applications for additional funding.
When you use our services or enrol on a training course or as a student on the MSc you can decide whether you want to give the With Kids permission to send you marketing and publicity, contact you about surveys and research. You can change your contact preferences at any time by contacting the data protection officer.
What is the legal basis for collecting and processing your personal data?
We will only process your personal data if we have a lawful basis for doing so. Lawful bases for processing include consent, contractual necessity and our legitimate interests, as further described below. In some cases, we process personal data based on the consent you expressly grant to us at the time we collect such personal data. When we process personal data based on your consent, it will be expressly indicated to you at the point and time of collection. From time to time, we may also need to process personal data to comply to protect our legitimate interests.
Contract
Service users are required to provide personal and sensitive data in order to access our therapeutic and family support services for themselves and their family member. Whether this is provided by completing an online form, by telephone or on a paper form it is a contract. You are required to agree to the contract to engage with the services.
In the recruitment and selection of staff and Board members, we have an application process and whether data is collected online, by telephone or on a paper formis a contract. You are required to agree to the contract to become a staff or Board member.
The MSc application process and enrolment, training course enrolment, whether completed online, by telephone or on a paper form is a contract. You are required to agree to the contract to attend the course.
Consent
In addition to this, With Kids seeks to obtain your consent so it can use your personal data for the purposes of marketing and research. By contacting us via email or via our website, you are giving your consent.
Legitimateinterests
If you purchase a With Kids service under our legitimate interests we will use your personal data, for the purposes of keeping you informed. With Kids will offer you relevant and further information based upon your needs. This would include: when you subscribe to our newsletters; when providing feedback to us through our contact forms; when you complete an online survey; or purchase something from us.
Where required by law or where we believe it is necessary to protect our legal rights, interest and the interests of others, we may use information about you in connection with legal claims, compliance, regulatory and audit functions.
The With Kids website currently does not use cookies.
Who is my personal data shared with?
With Kids may share some or all of your personal data with:
· We may share personal data on Board members with OSCR, Companies House, Insurance providers and under some contracts with funders.
· For students and people on training courses we may share data with other data controllers offering specific services to With Kids (e.g. Eventbrite, Queen Margaret University)
· Funding bodies who financially support or work (e.g. local authorities)
· Key partner organisations where data sharing agreements are in place.
· Media organisations (only with your express permission)
· Statutory bodies (e.g. Safeguarding Authority, Health & Safety Executive, Information Commissioners Office, HMRC and pension providers)
If you have consented for us to share your data with these organisations for particular purposes, we will keep your consent on record until it is withdrawn.
If you require more detailed information about who we share your personal data with, please contact us.
Transfer of data
With Kids does not hold any personal data outside of the UK. We use an organisation called Upshot who host our database. Upshot’s servers and servers used by With Kids staff are all based in the UK.
How long do we keep your personal data?
With Kids will not retain personal data any longer than it is required for its described purpose. Once the retention period has ended, the data will be confidentially disposed of, permanently deleted, or anonymised.
If you require more detailed information about how long we are required to retain your data for please contact the With Kids data protection officer.
Your rights
Under the General Data Protection Regulation (GDPR), you have the right to request a digital copy of the data that With Kids holds about you. Specifically you have the following rights
· Your right of access - You have the right to ask us for copies of your personal information.
· Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
· Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
· Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
· Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
We will use all reasonable efforts to answer any questions or resolve any concerns regarding your privacy promptly. To request a copy of the data we hold about you, please contact With Kids by writing to:
Chief Executive Officer
With Kids
15 Annfield Place
Glasgow
G31 2XE
Or emailing: info@withkids.org.uk
You also have the right to report any concerns you may have about how we collect and process personal information to the Information Commissioner’s Office (ICO). For more information visit the ICO website at https://ico.org.uk/