| Privacy Policy – YP Edited for the purpose of work with Communikate | |
| Responsibility | Mike Roe |
| Original Version Date | 22.07.24 |
| Reviewed Version Date | n/a |
| Reviewed by | Chief Executive and Trustee Board |
| Next Review Date | 18.04.25 |
Welcome to the Brighton Youth Centre Privacy Policy which explains all about the personal data we collect from you and how we process and protect it.
We also tell you what your rights are and how you can contact us if you have any queries regarding your personal data.
Our contact details
Name: Brighton Youth Centre
Address: 94 Gloucester Road, Brighton BN1 4AP
Phone Number: 01273 681368
E-mail: office@brightonyouthcentre.org.uk
The type of personal information we collect
We currently collect and process the following information:
- Your name and contact details including your email address
- Your age
- Your location
- Your school/college
- Any notified health conditions
- IP address
- Photos and videos e.g. at events
- Publicly available data regarding individuals’ wealth and donation history
How we get the personal information and why we have it
We generally collect data from you directly and when we collect it is part of providing the services.
We also collect data from publicly available sources such as internet searches, social media, newspapers, magazines and other publications. We may also use ‘grantfinder’ and wealth intelligence databases.
If you attend one of our events, we generally take videos and photos so we may capture you and your likeness as part of this (however, please let us know at the event if you do not wish to be filmed or photographed).
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- To enable you to attend Brighton Youth Centre;
- To enable you to attend our events;
- To communicate with your parents/guardians/teachers/social workers;
- You input your details into our systems;
- To record any notified health conditions, including enabling us to make reasonable adjustments;
- We automatically collect your IP address as part of you using our website and being part of our mailing list;
- We collect your email address when you opt-in to receive emails from us;
- We use cookies on our website that collect analytical data and we use third party platforms such as [Google] that may use cookies to collect data (e.g. to track your use of the services); and
- To do research and analysis regarding approaching individuals as potential donors and to conduct due diligence on major donors
- For employment or volunteering purposes
How we use the personal information that you provide to us
We use the information that you have given us in order to facilitate you attending the centre and participating in our events.
We also use the information to send you regular email newsletters to keep you up to date with our work and to inform you of future events.
We may use your name and photo on our website to promote our community and to illustrate our events.
To analyse use of our website and engagement of community members.
To do research and analysis regarding approaching individuals as potential donors and to conduct due diligence on major donors.
Ways in which we share your personal data
We may share your personal data with:
- Other attendees of Brighton Youth Centre.
- Staff and volunteers.
- Freelancers and consultants, we use (such as admin providers, marketing specialists and event planners).
- Parents/guardians/teachers/social workers.
- IT service providers.
- Our lawyers, accountants and other professional advisers.
- HMRC and other governmental bodies.
- Funding bodies and potential donors
- Training organisations
We ensure that these third parties have suitable measures in place to protect your personal data and keep it confidential.
The lawful bases we use to collect and process your personal data
The lawful bases we rely on for processing this information are:
Consent: we will ask for your consent to opt-in to receiving emails and marketing messages and we may ask for your consent to take your photo or film you at our events.
Contractual obligation: if you attend Brighton Youth Centre or one of our events and we will need to process your personal data in order to provide you with the relevant services
Legitimate Interest: in order to assess the effectiveness of community engagement, to communicate with and grow the community and to source potential donors and funding we will analyse your personal data, including attendance and engagement (and we have carried out a Legitimate Interests Assessment to ensure we have balanced our need to do grow and develop the community with your right to privacy).
Legal Obligation: we may need to provide your personal data to a public body such as HMRC in order to comply with our legal obligations regarding paying tax.
Vital Interests: there may be occasions where we need to share your personal data with public bodies and others where we have a reasonable belief that there is a safeguarding issue.
You are able to remove your consent at any time and you can do this by contacting the Data Protection lead, Mike Roe on mike@brightonyouthcentre.org.uk
How we store your personal information
Your information is securely stored within the EZFacility system as they use generally accepted industry standards, see https://www.ezfacility.com/privacy-policy/ and in particular the section entitled ‘Company as Data Processor’ for more details of the measures they use to protect your personal data).
We also employ standard cybersecurity measures in relation to our own website https://www.brightonyouthcentre.org.uk/
We ensure that all of the devices we use have secure practice password protocols.
We also ensure that our employees, volunteers and freelancers fully understand their obligations to keep your personal data secure and confidential and that they have signed contracts with suitable confidentiality provisions.
When we create hard copies with your personal data we ensure that such copies are kept within a locked office and locked filing cabinet, with restricted access to the office for staff and volunteers of Brighton Youth Centre.
How long we keep your personal data for:
We only keep individuals’ personal data for as long as is necessary for the purpose for which we collected and processed it, or in order to comply with a legal obligation.
Please see our Data Retention Policy for more details.
Your data protection rights
Under data protection law, you have rights including:
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.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at office@brightonyouthcentre.org.uk / 01273 681368 if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at Mike Roe on mike@brightonyouthcentre.org.uk
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk