Privacy Policy
Welcome to Kirklees Youth Alliance CIO’S privacy policy.
Kirklees Youth Alliance CIO respects your privacy and is committed to protecting your personal data and/or the personal data of your children. Any reference in this policy to “your personal data” or “your data” is also a reference to your children’s personal data if applicable.
www.kirkleesyouthalliance.org is the website of Kirklees Youth Alliance CIO, a charitable incorporated organisation and a registered charity in England and Wales (charity number: 1191927) whose principal office is at Brian Jackson House, 2 New North Parade, Huddersfield, HD1 5JP. Kirklees Youth Alliance CIO also operate the following web applications: www.schoolsout.app and www.summerblast.app. Any reference in this policy to "we", "us" or "our" is to Kirklees Youth Alliance CIO.
This privacy policy is provided in a layered format so you can click through to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this privacy policy.
- [IMPORTANT INFORMATION AND WHO WE ARE]
- [THE DATA WE COLLECT ABOUT YOU]
- [HOW IS YOUR PERSONAL DATA COLLECTED?]
- [HOW WE USE YOUR PERSONAL DATA]
- [DISCLOSURES OF YOUR PERSONAL DATA]
- [INTERNATIONAL TRANSFERS]
- [DATA SECURITY]
- [DATA RETENTION]
- [YOUR LEGAL RIGHTS]
- [GLOSSARY]
- Important information and who we are
Purpose of this privacy policy
This privacy policy aims to give you information on how we collect and process your personal data, including any data you may provide when registering for our services, when filling in forms on our website or web applications or when providing feedback to us.
It is important that you read this privacy policy together with any other privacy policy or fair processing notices we may provide so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
Controller
We are the “data controller”, meaning that we are responsible for deciding how your personal data is used and more importantly, for keeping your data safe and only using it for legitimate reasons.
Contact details
If you have any questions about this privacy policy or our privacy practices, please contact us in the following ways:
Full name of legal entity: Kirklees Youth Alliance CIO
Email address: hello@kirkleesyouthalliance.org
Postal address: Brian Jackson House, 2 New North Parade, Huddersfield, HD1 5JP
Telephone number: 07776588696
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy policy and your duty to inform us of changes
We keep our privacy policy under regular review. If we amend our privacy policy it will be published on www.kirkleesyouthalliance.org so please check back regularly to see if there have been any updates. If we make any substantial changes, we may also email you if it’s appropriate.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
- The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes first name, last name, title and gender of the child or young person and the first name and last name of the child or young person’s parent or carer and any other emergency contacts.
- Contact Data includes home address, email address and telephone numbers of the child or young person and the home address, email address and telephone numbers of the child or young person’s parent or carer and any other emergency contacts.
- Profile Data includes your interests, preferences, feedback and survey responses.
- Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.
- Special Category Data includes details about your race and ethnicity, religious beliefs and information about your health or disabilities.
We may collect the following types of information from you when you use our website or web applications (using cookies or other tracking technology):
- Usage Data includes information about how you use our website and services.
- Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Aggregated Data
We also collect, use and share Aggregated Data such as statistical or demographic data. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
- How is your personal data collected?
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your Identity, Contact, Profile, Marketing and Communications and Special Category Data by filling in forms on our website or web applications or by corresponding with us in person, by post, phone, email or otherwise. This includes personal data you provide when you sign up on our website or via our web applications or complete a survey.
- Automated technologies or interactions. As you interact with our website or web applications, we may automatically collect Technical and Usage Data about your equipment and use. We collect this personal data by using cookies, and other similar technologies.
- How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where you have given your consent to the use of your personal data for one or more specific circumstances.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
Please see the Glossary at clause 10 below to find out more about the types of lawful basis that we will rely on to process your personal data.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|
Purpose/Activity |
Type of data |
Lawful basis for processing including basis of legitimate interest |
|
To register you as a new service user. |
(a) Identity (b) Contact (c) Profile (d) Special Category |
(a) Necessary for our legitimate interests (to ensure that the services we provide are inclusive and representative and to better understand your needs to provide you with a better service) (b) Consent |
|
To deliver our services including sharing your data with relevant member organisations.
|
(a) Identity (b) Contact (c) Profile (d) Marketing and Communication (e) Special Category |
(a) Necessary for our legitimate interests (to ensure that any member organisation, that you are receiving a service from, has your necessary health and safety information) (b) Consent |
|
To provide you with information you have requested from us, respond to enquiries or requests from you, and communicate with you in relation to those enquiries or requests |
(a) Identity (b) Contact (c) Profile |
(a) Necessary for our legitimate interests (to ensure our service users are informed and satisfied with our services and to handle enquiries to our organisation)
|
|
To manage our relationship with you which will include: (a) notifying you about changes to our terms or privacy policy (b) following up with you after you have completed a survey where you have indicated that you want this |
(a) Identity (b) Contact (c) Profile (d) Marketing and Communication (e) Special Category |
(a) Necessary to comply with a legal obligation (b) Necessary for our legitimate interests (to keep our records updated and to study how service users use our services) (c) Consent |
|
To administer and protect our organisation and our website and web applications (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) |
(a) Identity (b) Contact (c) Technical
|
(a) Necessary for our legitimate interests (for provision of administration and IT services, network security, to prevent fraud and in the context of a charitable reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation |
|
To use data analytics to improve our website, web applications, services, customer relationships and experiences |
(a) Technical (b) Usage |
Necessary for our legitimate interests (to define types of customers for our services, to keep our website and web applications updated and relevant) |
|
To make suggestions and recommendations to you about services that may be of interest to you |
(a) Identity (b) Contact (c) Marketing and Communication |
Necessary for our legitimate interests (to develop our services and grow our business) |
Cookies
We use cookies on our website, which may collect personal data. We may publish a separate Cookie Policy on our website to provide more information about the cookies we use.
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.
Our Website - Third-party links
Our website includes links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
- Disclosures of your personal data
We may share your personal data with the parties set out below for the purposes set out in the table above.
- Service providers (acting as processors) such as our member organisations, providers of IT, and system administration/support.
- Regulators and authorities (acting as controllers) who may require reporting of processing activities in certain circumstances.
- Third parties to whom we may choose to sell, transfer or merge parts of our organisation or our assets. Alternatively, we may seek to merge with other organisations. If a change happens to our organisation, then the new owners may use your personal data in the same way as set out in this privacy policy.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes where they act for us as processors of data, and only permit them to process your personal data for specified purposes and in accordance with our instructions.
- International transfers
Most of the personal data we hold is held by us in the UK. However there may be occasions when we need to transfer or process data outside of the UK. We may do this only pursuant to a specific legal basis. Any such data transfer is usually based on one of the legal bases described below, however you can inquire with us to learn more and in particular which legal basis applies to which specific service, through the contact details provided in this policy.
Data transfer based on standard contractual clauses
If this is the legal basis, the transfer of personal data from the UK to other countries is carried out according to standard contractual clauses made or approved under the Data Protection Act 2018. This means that data recipients have committed to process personal data in compliance with the data protection standards set by UK data protection legislation.
Data transfer to countries that guarantee appropriate data protection standards
If this is the legal basis, the transfer of personal data is carried out according to adequacy regulations made under the Data Protection Act 2018. These adequacy regulations are issued in respect of specific countries that provide personal data protection standards comparable to those in UK data protection legislation.
- Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
- Data retention
How long will you use my personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our customers for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see clause 10 below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
- Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data and you are entitled to:
- Access a copy of your personal data.
- Correct or update your personal data.
- Erase your personal data.
- Object to the processing of your personal data where we are relying on a legitimate interest (as set out in the above table).
- Restrict the processing of your personal data.
- Request the transfer of your personal data to a third party.
- Where you have provided your consent to certain of our processing activities, in certain circumstances, you may withdraw your consent at any time (but please note that we may continue to process such personal data if we have legitimate legal grounds for doing so).
If you want to exercise any of these rights, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
- Glossary
LAWFUL BASIS
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
YOUR LEGAL RIGHTS
You have the right to:
- Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request deletion of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request to delete your personal data for specific legal reasons which we will tell you at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data's accuracy.
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
Schools Out Privacy Notice
This privacy notice provides information on how we collect and process your personal data when you use our Schools Out web application.
It is important that you read this privacy notice together with our website privacy policy which contains more detailed information about our data processing and can be accessed here.
Kirklees Youth Alliance CIO is the controller and responsible for your personal data.
We have appointed a data protection officer (DPO). If you have any questions about this privacy notice or our data protection practices please contact the DPO.
CONTACT DETAILS
Our full details are:
Full name of legal entity: Kirklees Youth Alliance CIO
Name or title of DPO: Susan Greenwood
Email address: hello@kirkleesyouthalliance.org
Postal address: Brian Jackson House, 2 New North Parade, Huddersfield, HD1 5JP
Telephone number: 07776588696
We may collect, use, store and transfer different kinds of personal data about you as follows:
- Identity Data.
- Contact Data.
- Profile Data.
- Marketing and Communications Data.
- Technical Data.
- Usage Data.
We explain these categories of data here.
We use different methods to collect data about you, which are explained here.
We will only use your personal data for the purpose for which we collected it which include the following:
- To register you as a new service user.
- To deliver our services.
- To provide you with information.
- To manage our relationship with you.
- To administer and protect our organisation, website and web applications.
- To improve our website, web applications, services or customer relationships.
- To recommend services which may be of interest to you.
We may share your personal data with our member organisations and with external third parties. More detail can be found here.
We may transfer, store and process your personal data outside the UK. More detail can be found here.
Under certain circumstances, you have rights under data protection laws in relation to your personal data including the right to receive a copy of the personal data we hold about you and the right to make a complaint at any time to the Information Commissioner's Office, the UK regulator for data protection issues (www.ico.org.uk).
More detail can be found here.
If you are looking for more information on how we process your personal data including on data security, data retention and lawful processing bases, please access our website privacy policy.
Summer Blast Privacy Notice
This privacy notice provides information on how we collect and process your personal data when you use our Summer Blast web application.
It is important that you read this privacy notice together with our website privacy policy which contains more detailed information about our data processing and can be accessed here.
Kirklees Youth Alliance CIO is the controller and responsible for your personal data.
We have appointed a data protection officer (DPO). If you have any questions about this privacy notice or our data protection practices please contact the DPO.
CONTACT DETAILS
Our full details are:
Full name of legal entity: Kirklees Youth Alliance CIO
Name or title of DPO: Susan Greenwood
Email address: hello@kirkleesyouthalliance.org
Postal address: Brian Jackson House, 2 New North Parade, Huddersfield, HD1 5JP
Telephone number: 07776588696
We may collect, use, store and transfer different kinds of personal data about you as follows:
- Identity Data.
- Contact Data.
- Profile Data.
- Marketing and Communications Data.
- Technical Data.
- Usage Data.
We explain these categories of data here.
We use different methods to collect data about you, which are explained here.
We will only use your personal data for the purpose for which we collected it which include the following:
- To register you as a new service user.
- To deliver our services.
- To provide you with information.
- To manage our relationship with you.
- To administer and protect our organisation, website and web applications.
- To improve our website, web applications, services or customer relationships.
- To recommend services which may be of interest to you.
We may share your personal data with our member organisations and with external third parties. More detail can be found here.
We may transfer, store and process your personal data outside the UK. More detail can be found here.
Under certain circumstances, you have rights under data protection laws in relation to your personal data including the right to receive a copy of the personal data we hold about you and the right to make a complaint at any time to the Information Commissioner's Office, the UK regulator for data protection issues (www.ico.org.uk).
More detail can be found here.
If you are looking for more information on how we process your personal data including on data security, data retention and lawful processing bases, please access our website privacy policy.
