Privacy Policy

Who we are

The Caxton Youth Club aims to offer young people a safe space in the inner city, where they can come to make and meet their friends. Our priorities are inclusion for young people with physical and/ or learning disabilities who live in Westminster.

Address:

Basement Clubrooms,

Tintern House,

Alderney Street,

SW1V 4JF

Company no. 4308289

Under the Data Protection Act 2018, and GDPR, Caxton Youth Organisation has a legal duty to protect any information we collect from you, or have about you from other sources. The GDPR explains a number of data protection principles, which are rules and guidelines we must follow when handling your personal information.

All personal data we store is held securely and we have security measures in place to protect it.

Caxton Youth Organisation is registered with the Information Commissioners Office as a Data Controller. Our registration number is ZA761562.

If you would like to find out more about how we use your personal information, you can contact admin@caxtonyouth.org.

How we use and store your personal information

This privacy notice tells you what to expect when we collect and store your personal information. It applies to information we collect about:

Customers/ Service users

The organisation collects and processes a range of information about you. Some of this information is mandatory in order to use our services, for safeguarding and medical reasons. This includes:

  • the name, address and contact details, including email address and telephone number, of both the young person and a parent/guardian
  • date of birth of young person
  • registration of attendance at youth club sessions
  • information about medical or health conditions, including whether or not the young person has a disability for which the organisation needs to make reasonable adjustments

We also ask for certain other information about the young person in order to provide the best possible service to our users. None of this information is mandatory:

  • details of doctor’s surgery
  • ethnicity
  • education/employment status
  • interests and hobbies
  • goals for achievement through the service provision
  • additional needs
  • photos of members partaking in activities
  • information from surveys

Supporters/Donors

We obtain information about you when you when you contact us to make a donation or to ask us a question.

The personal information we collect might include your name, address, email address, IP address, phone number and we may contact you to say ‘thankyou’ or update you on the work you have funded.

If you make a donation online your card information is not held by us, it is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions.

Volunteers

We obtain information about you when you when you contact us to volunteer. The personal information we collect might include your name, address, email address and phone number to enable us to contact you about the role.

The organisation collects and processes a range of information about you. Some of this information is mandatory in order for you to volunteer at our service, for safeguarding reasons and to achieve equality and diversity. This includes:

  • the name, address and contact details, including email address and telephone number.
  • details for DBS checks such as, passport details
  • date of birth
  • registration of attendance at youth club sessions
  • information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments
  • contact details for references

We also ask for certain other information to match you up to a suitable role. None of this information is mandatory:

  • education/employment status
  • interests and hobbies
  • goals for achievement through volunteering

Legal basis for processing

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information when:

  • we need to comply with a legal obligation
  • we need to perform the contract we entered with you
  • you give us explicit permission
  • we have a legitimate interest to do so.

How we manage your personal information

We process your personal information in accordance with the principles of GDPR.

We will treat your personal information fairly and lawfully and we will ensure that information is:

  • processed for limited purpose
  • kept up-to-date, accurate, relevant and not excessive
  • not kept longer than is necessary
  • kept secure.

We are committed to keeping your personal details up to date, and we encourage you to inform us about any changes needed to ensure your details are accurate.

Who might we share your personal information with?

We may share your information with other agencies where it is a legal or contractual requirement

or in the interest of safeguarding a child or young person. Caxton will never sell personal information to a third party.

International transfers of personal data

Our systems are generally located on our premises, or elsewhere within Europe, but some services used for our communications about the youth club including our website are located outside of Europe.

Where data is transferred outside Europe, we will make sure that transfers are only made to countries in which the European Commission has made an ‘adequacy decision’, or where appropriate safeguards are in place.

How long do we keep information?

We have a data retention schedule, which sets out how long we keep different types of information for. We follow legal requirements and best practice.

Please contact us if you would like a copy of the schedule.

Your rights under GDPR

Access to personal information

Under the GDPR, you have a number of rights, including the right to ask us what personal information we hold about you, and to request a copy of it. This is known as a ‘subject access request’ (SAR).

To make a subject access request, please email us at admin@caxtonyouth.org.

We will respond to your request with all the information we are legally required to provide within 30 days.

Withdrawal of consent

You have the right to withdraw your consent to us processing your information at any time.

Changes to this privacy notice

We keep our privacy notice under regular review.

We will update it if we undertake any new or amended processing. This privacy notice was last updated on the 10th July 2020.

How to contact us

If you want to find out more about this, please contact admin@caxtonyouth.org

Complaints

If you are still not happy with our response, you have the right to appeal directly to the regulator – the Information Commissioners’ Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: 0303 123 1113.