Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).
Who are we?
Kids Inspire is the data controller, meaning it decides how your personal data is processed and for what purposes. Kids Inspire is also the data processor, mean it obtains, records and stores your personal information to fulfil its function.
How do we process your personal data?
Kids Inspire complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
What do we process your personal data for?
• To enable us to provide a voluntary service for the benefit of the public as specified in our mission;
• To enable us to deliver a service as requested by our clients and/or any Third Parties;
• To fulfil our Safer Recruitment duties;
• To meet statutory safeguarding requirements;
• To fund raise and promote the interests of the charity;
• To process gift aid applications;
• To inform individuals of news, events, activities or services running at Kids Inspire;
• To manage our employees and volunteers and to monitor performance;
• To maintain our own accounts and financial records;
What is the legal basis for processing your personal data?
Article 6 of the GDPR states the legal basis for which a data controller may process your personal information. At Kids Inspire our legal basis is that:
– the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
Article 9 of the GDPR states the legal basis for which a data controller may process special category personal data (i.e sensitive personal data). At Kids Inspire our legal basis is that:
– the data subject has given explicit consent to the processing of those personal data for one or more specified purposes
In exceptional circumstances processing may be necessary for compliance with a legal obligation which Kids Inspire is subject to; (e.gIn order to comply with statutory safeguarding duties outlined in Working Together to Safeguard Children 2015).
Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with staff including contracted staff of Kids Inspire in order to fulfil their agreement with you. We will only share your data with third parties outside of the organisation with your consent unless there is a legal basis for doing so.
How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary. Retention periods for the data Kids Inspire holds is set out in the data mapping assessment. A copy of this document can be requested from the Operations Manager at Kids Inspire (email@example.com). The criteria for retention varies according to different reporting obligations the charity is subject to (e.g HMRC financial reporting, UKCP recommendations).
Your rights and your personal data
Unless subject to a legal exemption, you have the following rights with respect to your personal data: –
- The right to request a copy of your personal data which Kids Inspire holds about you;
- The right to request that Kids Inspire corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for Kids Inspire to retain such data;
- The right to withdraw your consent to the processing at any time;
- The right to request that Kids Inspire provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability),
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable)
- The right to lodge a complaint with the Information Commissioners Office.
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Contact Details / Complaints
To exercise all relevant rights, queries or complaints please contact the Data Protection Officer at firstname.lastname@example.org marked for the attention of Louise Loon.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.