Here at The Avenues Youth Project, we are committed to your treating your personal information with sensitivity and respect. Whether you are a young person, volunteer or staff member we will hold information about you responsibly.
We are committed to holding your information the way that you would expect. We are also required to provide you with the information of how we do so in this Privacy Notice under various applicable laws, notably, the General Data Protection Regulation (the ‘GDPR’), and the Data Protection Act 2018.
Who we are
The Avenues Youth Project works in the wider community to provide a safe place and opportunities to young people who may not otherwise get them. We work out of a two-story multi-purpose building consisting of classrooms, a kitchen, a dance studio, a recording studio, a radio room and a large multi-purpose hall. We operate out of this building 6 days per week providing after school provision for young people from the age of 8-18 years old.
We are a registered charity and our charity number is 1090210.
Due to the nature of what we do, we must ask for personal information sometimes to make sure that everyone involved in the organisation is safe. Below is more information about your privacy rights.
What is personal data and why do we hold it?
As defined by the GDPR, ‘personal data’ means any information relating to an identified or identifiable natural person. Personal data can vary in its nature and this could be their name, age, location, contact details or an online identifier to someone’s economic, cultural or social identity.
It is important that we ask service users, donors, volunteers and staff some personal information in order to run our organisation effectively and safely.
If a young person is under the age of 16, in order for them to join and become a member of The Avenues Youth Project, a parent or guardian must fill in a registration form and provide consent. Consent and safety are very important to us as we want to be an institution at the heart of our community that is respected not just by the young people who walk through our doors, but the wider community too.
We also hold personal information to monitor the success of the program we are running. We can track registration, attendance, organise suitable support, manage risk, and measure the impact of our service.
If you are a staff member or a volunteer, we require some personal information to make sure we are hiring and practicing with compliance.
If you have opted in to be a supporter or friend of The Avenues Youth Project, then we hold your contact information to pass on information and updates from time to time. We do not pass on your personal information to any third parties and you can unsubscribe from these emails at any time using a link at the bottom of every email we send you.
How we collect personal data
The Avenues Youth Project collects data directly from individuals, for example when you sign up for events or donate. We also may collect data via parents/guardians who have responsibility for individuals who we are holding information on.
We can also see who is interacting with us on our social media platforms such as Facebook and Instagram. We do not store a catalogue of this personal information, but it is accessible to us if you connect with us.
How we use personal data
This section provides more detail on the types of personal information we collect from you, and why. We also identify the legal basis under which we process your data.
|Personal Information||Use||Legal Basis|
|Information you provide to us (either directly or through a third party).|
|Personal details including your name, address, date of birth, hobbies and interests.||We use this information to register you as a member, in accordance with your request.||Necessary to perform our contract with you to provide the membership services or, where you are under 18, in our legitimate interest to administer the program.|
|Contact details of our members and their parents/guardians, including address, email address, home and mobile phone number.||We use this information to communicate with our members, and to contact the parents/guardians of our members in the event of emergencies during activities.||Necessary to perform our contract with you to provide the membership services or, where you are under 18, in our legitimate interest to administer the program.|
|Other personal details of our members such as school / college attending and first language (only if you elect to provide this information)||We only receive this information if you voluntarily provide it. It is used in order to customise and tailor the membership services.||It is in our legitimate interest to improve our membership services.|
|Special categories of personal data, including: gender, religion, ethnicity, (only if you elect to provide this information)||We only receive this information if you voluntarily provide it. It is used in order to tailor our services and at an aggregate level identify who we provide services to.||We collect this information with your explicit consent, or the consent of your parents/guardian.
It is optional to provide this information.
|Health information, including: medical conditions, medication prescriptions, specific dietary needs or food allergies, disabilities or additional needs, (only if you elect to provide this information)||We only receive this information if you voluntarily provide it. It is used in order to ensure that we can provide the services in a safe and secure manner, adjusting for any particular needs.||We collect this information with your explicit consent, or the consent of your parents/guardian.
It is optional to provide this information.
|Photographs, video and other images (only with your consent or with the consent of your parents/guardian).||If you consent to being photographed or videoed when attending the youth club, we will use these photographs or videos in our publicity materials and [to market our services].||We collect this information with your consent, or the consent of your parents/guardian.|
|Social media information including Snapchat or Instagram username.||We only receive this information if you voluntarily provide it. It is used to maintain the safety of our members.||It is optional to provide this information.|
|Email addresses||Where you have consented, we send you updates and marketing about our program||Consent|
|Donor amounts||In order to track the donations and understand the sources||Legitimate interest|
Who do we share your information with?
We use third party service providers to assist us with our activities and we may share data for those purposes, including third party providers who assist us with collecting donations and ticketing for events and administering our emails, including Virgin Money Giving, Just Giving, Mailchimp and Ticket Taylor. However, when you are using those services you will be signing up to their own data privacy rules and you should review what is in their policies.
We may share your information for safeguarding purposes when it is necessary with social services or the police.
How we hold personal data
The Avenues Youth Project takes storing and securing personal information very seriously and we use a range of techniques to do so. The Avenues Youth Project does not sell any of your data.
We sometimes use anonymised aspects of your data in our monitoring and report writing. We run solely off grants and donations and in order to let donors know that we are spending their money appropriately we provide reports and statistics on participation and impact.
How long do we hold your personal data?
We always have your best interests at heart and your personal data will not be retained by The Avenues Youth Project for longer than necessary in relation to the purposes for which it was originally collected, or for which it was further processed.
We’re legally required to hold some personal data to fulfil statutory obligations. For example, the collection of Gift Aid or to support certain financial transactions. We may be asked to keep records for longer periods or receive statutory instruction not to delete records.
For more information, or to request a copy of our data retention policy, please contact our Data Protection team at email@example.com
What rights do you have over your personal data?
You have certain rights in relation to the personal data we hold about you, which we detail below. Some of these only apply in certain circumstances as set out in more detail below. We also set out how to exercise those rights. Please note that we will require you to verify your identity before responding to any requests to exercise your rights.
We must respond to a request by you to exercise those rights without undue delay and at least within one month (although this may be extended by a further two months in certain circumstances). To exercise any of your rights, please contact us at firstname.lastname@example.org
You have the right to know whether we process personal data about you, and if we do, to access data we hold about you and certain information about how we use it and who we share it with.
We may not provide you with certain personal data if providing it would interfere with another’s rights (e.g. where providing the personal data we hold about you would reveal information about another person) or where another exemption applies.
You have the right to receive a subset of the personal data we collect from you in a structured, commonly used and machine-readable format and a right to request that we transfer such personal data to another party. The relevant subset of personal data is data that you provide us with your consent or for the purposes of performing our contract with you.
If you wish for us to transfer the personal data to another party, please ensure you detail that party and note that we can only do so where it is technically feasible. We are not responsible for the security of the personal data or its processing once received by the third party. We also may not provide you with certain data if providing it would interfere with another’s rights (e.g. where providing the personal data we hold about you would reveal information about another person).
You have the right to correct any personal data held about you that is inaccurate. Where you request correction, please explain in detail why you believe the personal data we hold about you to be inaccurate or incomplete so that we can assess whether a correction is required. Please note that whilst we assess whether the personal data we hold about you is inaccurate or incomplete, you may exercise your right to restrict our processing of the applicable data as described below.
You may request that we erase the personal data we hold about you in the following circumstances:
- you believe that it is no longer necessary for us to hold the personal data we hold about you;
- we are processing the personal data we hold about you on the basis of your consent, and you wish to withdraw your consent and there is no other ground under which we can process the personal data;
- we are processing the personal data we hold about you on the basis of our legitimate interest and you object to such processing. Please provide us with detail as to your reasoning so that we can assess whether there is an overriding interest for us to retain such personal data;
- you believe the personal data we hold about you is being unlawfully processed by us
Also note that you may exercise your right to restrict our processing the data whilst we consider your request as described below.
Please provide as much detail as possible on your reasons for the request to assist us in determining whether you have a valid basis for erasure. Please note, however, that we may retain the personal data if there are valid grounds under law for us to do so (e.g., for the defence of legal claims or freedom of expression) but we will let you know if that is the case.
Where you have requested that we erase data that we have made public and there are grounds for erasure, we will use reasonable steps to try to tell others that are displaying the data or providing links to the data to erase the data too.
Restriction of Processing to Storage Only
You have a right to require us to stop processing the personal data we hold about you other than for storage purposes in certain circumstances. Please note, however, that if we stop processing the personal data, we may use it again if there are valid grounds under data protection law for us to do so (e.g. for the defence of legal claims or for another’s protection)
You may request we stop processing and just store the personal data we hold about you where:
- you believe the personal data is not accurate for the period it takes for us to verify your claim;
- we wish to erase the personal data as the processing we are doing is unlawful but you want us to retain the personal data for storage but not further process it;
- we wish to erase the personal data as it is no longer necessary for our purposes but you require it to be stored for the establishment, exercise or defence of legal claims; or
- you have objected to us processing personal data we hold about you on the basis of our legitimate interest and you wish us to stop processing the personal data whilst we determine whether there is an overriding interest in us retaining such personal data.
Questions & Complaints
If you have any further questions about how we store your personal information or the information in this Privacy Notice, please do not hesitate to contact email@example.com
This is without prejudice to your right to launch a claim with the Information Commissioner’s Office where you think we have infringed data protection laws.