Here at YMCA St Paul’s Group, we are committed to protecting your personal information and we want you to feel assured that any personal information you give us is held securely and safely, whether we are providing support services to you, you are working for us, or supporting us through campaigning, donations, volunteering or fundraising/events.
This Policy outlines your rights regarding your personal information, and those of children as set out in section 14 below (Children aged 18 or under), including what personal information we collect, how we might use it, how long we keep it for, and how we keep it safe.
YMCA St Paul’s Group is a large but local charity working across London, providing support to communities and vulnerable homeless young people. This includes working with children, youth and families in the community, providing housing, running Health and Wellbeing Centres, and offering a range of other inclusive activities.
YMCA St Paul’s Group is registered as a charity (no: 1041923) and is a registered limited company (no: 02971930), with its registered office at St James House, 9-15 St James Road, Surbiton, KT6 4QH, UK. It is also registered with Ofsted no: RP524773, CQC: 1-101652524, HCA: LH4078 (No 212810).
YMCA St Paul’s Group is affiliated to YMCA England & Wales, its national body, and shares its passion to stand up for young people, to speak out on national issues that affect their lives and help them to find confidence in their own voice.
YMCA St Paul’s Group is a “data controller” for the purposes of the EU General Data Protection Regulation 2016/679, (GDPR) which means it is responsible for, and control the processing of, your personal information. For further information on this Policy or our privacy practices, please contact our Data Protection Officer bywriting to us at YMCA St Paul’s Group, 49 Victoria Road, Surbiton, KT6 4NG
The type of personal information data we hold on you can include the following:
We collect information about you in the following ways:
When you interact with us directly: This could be if you ask about our activities, register for an event, make a donation to us, sign up to our health and wellbeing services, apply for a job or to do volunteering or otherwise provide us with your personal information. This includes when you phone us, visit our website, or get in touch by post or in person.
When you interact indirectly with us through partners or suppliers working on our behalf: This could be where you access a service which is delivered through a trusted organisation working on our behalf, for example if you apply for housing, we may be working with local authorities.
When you interact indirectly with us through third parties: This could be where you have given a donation through a third party, such as Virgin Money Giving, or other third parties that we work with and who have provided your consent for personal information to be shared with us.
When you visit our website: We gather information which might include which pages you visit most often and which services, event or information might be of most interest to you. We may also track which pages you visit. We do this to make improvements to provide the best service and experience for you. We also use “cookies” to help our site run more effectively. Please refer to our separate Cookies policy on our website at www.ymcastpaulsgroup.org for more information.
From other information that is available to the public: In order to tailor our communications with you we may collect information from you publicly or through third party service providers. Please refer to section 11 (Profiling: making our work unique to you) below for more information.
Social media: When you interact with us on social media platforms such as Facebook, WhatsApp or Twitter we may also obtain information about you, for example when you publicly tag us in an event photo. The information we receive will depend on the privacy preferences you have set in those types of platforms.
We collect your personal information to be able to provide the support and services that you have applied for, to process your donations, and to sign you up for fundraising/events. These may include when:
We also use your personal information where we:
We may also collect and use “sensitive personal information” about you. This is information that can include information about your health, race, ethnic origin, and sexual orientation, religious and political beliefs. Where we hold your sensitive personal information we will treat that information with extra care and confidentiality and always in accordance with this Policy.
We will only use this sensitive personal information for dealing with your enquiry, training, services and quality monitoring or evaluating the service we provide. We will not pass on this sensitive personal information without your express permission except in exceptional circumstances, which might include anyone reporting serious harm to yourself or others, or harm to children such as physical abuse or exploitation, or if the law requires us to do so. Where you have given us your express consent to use your sensitive personal information, for example, by submitting your story, we may also publish it on our blog or on our other social media.
The personal information we collect about you will be mainly used by our staff (and volunteers) at YMCA St Paul’s Group so that they can support you. We will never sell your or share your personal information with organisations so that they can contact you for marketing activities. We also never sell any information about your browsing activities.
We will never share your personal information except where:
We take looking after your information very seriously. We have implemented appropriate physical, electronic and managerial measures to protect the personal information we have under our control, both on and off-line, from improper use, access, alteration, destruction and loss.
Unfortunately the transmission of information over the internet is not always completely secure, and while we have done our best to protect your personal information sent to us in this way, we cannot guarantee the security of data transmitted on our website. However, we have procedures in place to deal with any suspected data security breach and will notify you of a suspected data security breach where we are legally required to do so.
Any debit or credit card details which we receive on our website are passed securely to “Sage Pay” our payment processing partner, or such other partners, according the Payment Card Industry Security Standards.
To deliver services or manage our relationship with you, it is sometimes necessary for us to share your personal data outside the European Economic Area (EEA), e.g. – when your or our service providers are located outside the EEA; or if you are based outside the EEA.
We will, however, take reasonable steps to ensure any such supplier has in place appropriate measures to protect your information in the same way as under GDPR and any contract includes appropriate clauses about the use of data.
Our website may contain links to other websites run by other organisations. While we try to link only to sites that share our high standards and respect for privacy we cannot guarantee that this is the case. Therefore, we cannot take any responsibility for the content or the privacy practices employed by other sites. Please be aware that advertisers or web sites that have links on our website may collect personally identifiable information you. This Policy only applies to our website and does not cover the practices of those other websites or advertisers. We therefore encourage you to read the privacy statements on the other websites you visit.
YMCA St Paul’s Group will not retain information for longer than is necessary and reasonable for the relevant activity for what it was collected. The length and time we retain your personal information for is also determined by operational and legal considerations, for example, we are required to hold some types of information to fulfil our statutory and regulatory obligations. These include for health/safety, tax/accounting purposes, where a supporter has kindly pledged a legacy to us in their Will, for gift aid purposes, or where personal information might be relevant to a future safeguarding enquiry to comply with our insurance and safeguarding guidance.
We will only contact you about our work and how you can support us (marketing) by phone, email or text message, if you have agreed for us to contact you in this manner. However, if you have provided us with your postal address we may send you information about our work and how you can support us by mail, unless you have told us that you would prefer not to hear from us in that way. You can update your choices or ask us to stop us sending you these communications anytime by contacting us using the contact details in section 1 above (Who we are), or using the unsubscribe link at the bottom of relevant communication.
We may analyse your personal information to create a profile of your interests and preferences so that we can tailor and target our communications to you in a timely and relevant way. We may use other additional public information on you when it is available to help to do this effectively. This allows us to be more focussed, efficient and cost effective with our resources and also reduces the risk of someone receiving information that they might find inappropriate and irrelevant. You can opt out anytime of this by contacting us using the contact details in section 1 (Who we are) above.
Data protection requires us to rely on one or more legal grounds to process your personal information. We consider the following grounds to be relevant:
You have various rights of the personal information we hold about you which are set out below:
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.
If you wish to exercise any of these rights you can contact us by:
Your Right to Complain
If you’re unhappy with how we’ve handled your personal data, you have the right to complain to us directly, and we will look into it. We will acknowledge your complaint within 30 days and respond as soon as possible after that. Email dataprotection@ymcaspg.org, or write to Data Protection Officer, YMCA St Paul’s Group, 49 Victoria Road, Surbiton, KT6 4NG.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection, at www.ico.org.uk or by calling 0303 123 1113. You don’t need to complain to us first, although we’d welcome the opportunity to put things right.
For futher information see our complaints page here.
a) Consent
We are concerned to protect the privacy of children aged 18 or under. If you are aged 18 or under, please obtain your parent/guardian’s permission beforehand wherever you provide us with your personal information, except in the case of youth work services where you can give your own consent if you are between the ages of 13 years to 18 years. Under the age of 13 years, must always have their parent/carer’s permission to provide their personal information.
b) Collection/Storage and Use of Personal Information
In addition to the above, we set out below further details on how we collect, store and use personal information regarding children and their parents/carers when using our services. This does not replace but is in addition to the above.
We will collect, store, and use the following personal information of children in this section as follows:
We will collect, store, and use the following personal information of children in this section as follows:
We will collect, store, and use the following personal information of children in this section as follows:
We will collect, store, and use the following personal information of children in this section as follows:
We will collect, store, and use the following personal information of children in this section as follows:
We will collect, store, and use the following categories of personal information about parents/carers depending on what service your child attends:
We will collect, store, and use the following categories of personal information about parents/carers depending on what service your child attends:
We will collect, store, and use the following categories of personal information about parents/carers depending on what service your child attends:
We collect personal information about children and parents/carers from when the initial enquiry is made, through the enrolment process and until the children stop using the services, and it will then be retained under our retention policy.
We will only use your personal information when the law allows us to, but most commonly, we will use personal information on children and parent/carers in the following circumstances:
A. Children
To ensure we meet the needs of the children to:
a) enable the appropriate funding to be received;
b) report on a child’s progress whilst with the setting;
c) check safeguarding records;
d) check complaint records;
e) check attendance patterns are recorded;
B. Parents/carers
If children (aged 13 or over) or parent/carers fail to provide certain information when requested, we may be prevented from complying with our respective legal obligations to children and parents, and, as a result, may not be able to provide your children a space or access to our services.
We may need to share your child/parent/carer personal information to ”third parties” which includes third-party service providers (including contractors and designated agents), local authorities, regulatory bodies, schools and other entities within our group. The following third-party service providers process personal information about you for the following purposes:
Your communications with our teams (including by telephone or email) may be monitored or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.
This Policy may change so please remember to check back from time to time, this is version 1.1 and was last updated on 31 July, 2018. Where we have made changes to this Policy, we will make this clear on our website or if possible contact you about any changes.
This website is owned and operated by YMCA St Paul’s Group, 49 Victoria Road, Surbiton KT6 4NG.