toggle menu DATA PROTECTION POLICY BS3 Community Development – Data Protection Policy Effective Date: June 2018 Introduction We, at BS3 Community Development, take data security and privacy very seriously because we know that confidentiality and the protection of information is a fundamental feature of our relationship with our service users. When we use your personal data we are required to do so in accordance with the General Data Protection Regulation (GDPR). We are responsible as ‘controller’ of your personal data for the purposes of the GDPR. We will use your personal data in accordance with your engagement with us and your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality. Please read this policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights and how to contact us in the event you would like to exercise any of these rights. What we’re doing Giving you more transparency: You have the right to access the information we hold about you. We don’t hold an excess amount of data and most of the data we do hold and process we do so to comply with legal obligations and to pursue legitimate interests. We’re happy to share with you, at any time, any of your data that we hold and tell you how we use it. Increasing privacy: As part of our data protection updates we’re changing, and in some cases limiting, how we store and access certain information to restrict use to only necessary people. You have the right to be informed about why and how we use your data. Improving data access, deletion, and control: You also have the right to correct or update any information and additionally to request that your information be deleted or have restricted use. We do have statutory requirements to comply with but we will always work with you to exercise your rights. If you would like to exercise any of these rights please call 0117 9231039 or email hr@bs3community.org.uk Privacy Notice (How we use your information) We provide a range of services and therefore we work with various service users. The main categories of information that we collect, hold and share include: Personal information (such as name, email address, home address, phone number, date of birth) Characteristics (such as gender, ethnicity, language, nationality and country of birth) Emergency contact / carer / next of kin details (name, relation, address, email address, phone number(s)) GP information Bank details for payment Information about health, preferences and abilities Photographs Depending on the service(s) you use, some of these categories of information will not apply. Why we collect and use this information If you are a Supporter To provide you with our monthly newsletter and event communications specific to your interests If you benefit from our Older People Services (OPS) To provide you with information about our clubs, activities and events To keep you safe whilst you engage with our services To provide you with meals and transport To tailor our offerings to your preferences and interests Next of kin and main carer names, addresses, phone numbers and email addresses. If you benefit from our Community Development services To provide you with information about the various initiatives we are involved in, activities that run at our centres, partnership working projects that can be city wide, volunteering opportunities as well as our classes and offers. To keep you safe whilst you engage with our services To provide you with the materials needed to engage with our services. For example, we may collect allergy information for our food based programs To tailor our offerings to your preferences and interests If you are part of Early Education and Childcare (including those on the waitlist) To provide appropriate physical and emotional care for your child(ren) To support child learning To monitor and report on child progress To comply with the law regarding child safety and development To comply with the law regarding data sharing To assess the quality of our services To facilitate payment If you are a customer (including room hire, market stall rental, and clubs) To communicate processes and expectations and to answer your questions To facilitate payment If you have given financial support to the charity To maintain a record of support To provide you with necessary communication about funds used and/or payments due To provide you with required reports/ feedback/ on-going communication about the work we are doing and how we are using the money you’ve donated. If you are an employee, volunteer or trustee To provide you with necessary communication To maintain a record of your history with the charity; training and development, accidents, disciplinary action, grievances, etc. To measure your efforts and attendance against what is stated in your employment contract To facilitate your training and development To facilitate payment For statutory purposes If you are a supplier To contact you for orders and queries To maintain a record of our relationship with you (orders placed/received) To facilitate payment During and after our organised events we share photos from the events on our social media channels. We ensure we have consent to do this from all involved. In the case of bigger events, mainly those that are open to the public, we will post notices that photographs and video are being taken and allow anyone in attendance the opportunity to opt-out of being photographed. The lawful basis on which we use this information We collect and use your information under Article 6 of EU General Data Protection Regulations (GDPR) to ensure the organisation carries out its duties lawfully and appropriately. Data is required: 6a for the purpose of complying with any consent you’ve provided us 6b for the performance of a contract we have entered into with you 6c for compliance with our legal obligations 6d for the necessary purpose of protecting your vital interests 6e for the necessary propose of carrying out a task in the public interest 6f for the necessary purpose of carrying out our legitimate duties Collecting your information Depending on your relationship with BS3 Community Development and in what capacity we collect and hold your information, the majority of your information you provide to us is mandatory. This is chiefly applicable to those data subjects involved with our Early Education and Childcare, our Older People Services and our employees. Some information is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain information to us or if you have a choice in this. Consent is required and will be requested any time we need to collect and/or use your data and we do not have a legal reason to do so. Storing your data If you are a Supporter We hold personal information unless and until you unsubscribe. If you benefit from our Older People Services (OPS) We hold personal information for a period of 7 years after you stop using our services. If you benefit from our Community Development services We hold personal information for a period of 7 years after you stop using our services. If you are part of Early Education and Childcare We hold children’s records including registers, medication record books, and accident record books until a child is 24 years old. We hold development assessment information for 1 year after the child has left the nursery If you are a customer We hold personal information for a period of 7 years after you stop using our services. If you have given financial support to the charity We hold personal information for a period of 7 years after a one-off donation. We hold personal information for a period of 7 years after a grant has been awarded and received. If you are an employee, volunteer or trustee We hold information for a period of 7 years after you cease employment. We hold information for a period of 7 years after you cease being a volunteer and/ or trustee If you are a supplier We hold information for 7 years. Miscellaneous We hold application forms and interview notes for unsuccessful candidates for 1 year. We hold child protection information for any allegations against anyone involved within the organisation until that person reaches normal retirement age or for 10 years if that is longer. We hold records of any reportable death, injury, disease or dangerous occurrence for 3 years after the date on which it happened. We hold accident/medical records as specified by the Control of Substances Hazardous to Health Regulations (COSHH) 1999 for 40 years from the date of the last entry. We hold records of complaints for at least three years from the date of the last record. We hold insurance liability documents for 40 years from the date of issue. We hold meeting minutes for 6 years from the date of the meeting. Who we share your information with We don’t share data with anyone unless you; Benefit from our Older People Services (OPS) We may share your information with our transport drivers so they can collect you and return you to your residence. We may share your dietary and allergy information with our third-party meal providers to allow us to provide you suitable meal options. Are part of Early Education and Childcare We routinely share your child’s information with: schools that the child(ren) attend after leaving us our local authority OFSTED and the Department for Education (DfE) we may routinely share information with other professionals who are supporting a child (speech and language, occupational therapy, etc.) we have a legal duty to share information with First Response and/or Social Services where we are concerned about a child’s wellbeing We do not share information about you (or any children) with anyone without consent unless the law and our policies allow us to do so. We share your child(ren)s data with OFSTED and the Department for Education (DfE) on a statutory basis. This data sharing underpins funding and educational attainment policy and monitoring. Have given financial support to the charity Registry Trust Limited We may share your data with third party, financial auditing companies. If you are an employee, volunteer or trustee If you an employee, we may share your data with our auditors, HM Revenue & Customs (HMRC) and National Employment Savings Trust (NEST). If you are a Trustee, we may register your information with Companies House and Charities Commission. Some employees and Trustees will have a profile on our public website. Data collection requirements To find out more about the data collection requirements placed on us by OFSTED and the Department for Education go to: https://www.gov.uk/government/collections/ofsteds-inspection-of-early-years-providers Requesting access to your personal data Under data protection legislation, any person has the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s record, please contact our Human Resources at hr@bs3community.org.uk or on 0117 9231039. You also have the right to: object to processing of personal data that is likely to cause, or is causing you damage or distress prevent processing for the purpose of direct marketing object to decisions being taken by automated means; and have inaccurate personal data rectified, blocked, erased or destroyed Contact If you would like to discuss anything in this data protection policy, please contact our HR Administrator at hr@bs3community.org.uk Home News & Events Nursery Room Hire Classes & Activities About Older People Data Protection Policy Privacy Terms Bond Holders Working at BS3 Community BS3 Community Development The Southville Centre Beauley Road Southville, Bristol BS3 1QG. Reg charity no. 1000544. Co Ltd no. 2542176. VAT no. 567450422 info@bs3community.org.uk 0117 9231039 Twitter Facebook LinkedIn If you can, please make a donation, however small or large, to support our work as a charity. Thank you very much. MAKE A DONATION BS3 Community is a proud holder of Social Enterprise of the Year award, an Ofsted Outstanding award and the Gold Standard Award from the Green Business Tourism Scheme Registered charity no. 1000544|Company limited by guarantee no. 2542176Privacy Terms Data Protection Policy © BS3 Community Development 2021