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Privacy Notice

Introduction

This privacy notice tells you what to expect regarding personal information collected and processed by The Hubb Foundation acting as a Data Controller.

 

Why we require your information

We will require your personal identifiable information if you:

  • Are accessing services

  • Support or engage with us by participating in events, initiatives and/or campaigns

  • Donate money, services or goods to us

  • Hold a contract of employment with us

  • Apply for a volunteer role

  • Volunteer your time on a formal basis

  • Provide goods or services to us

  • Make an enquiry or complaint

  • Historically were engaged with us in a way detailed above

 

The information we collect and lawful basis for processing

We may collect the following information:

Service Providers & Volunteers:
  • Name and title

  • Contact address for personal and business use

  • Email address for personal and business use

  • Job title

  • Demographic information such as postcode

  • Other information relevant to the relationship held with the organisation

  • Financial information such as Credit/Debit card details

  • Date of birth

  • Gender

  • Next of kin and their contact details

  • Your association with the organisation e.g. staff (not exhaustive)

  • Medical information in cases where this is essential to best safeguarding practise

  • DBS Number & Issue Date

 

This processing is necessary for the purposes of the legitimate interests of the Controller in the provision of the services. 

 

Service Recipients:
  • Name

  • Date of Birth

  • Attendance

  • Age

  • Address

  • Gender

  • Postcode

  • School Attending

  • Free School Meal Eligible

  • Pupil Premium

  • English as a Foreign Language

  • SEN Registered

  • Other Vulnerability/Safeguarding Concerns

  • Dietary Requirements/Allergies

This processing is necessary for the purposes of the legitimate interests of the Controller in the provision of the services. 

 

How and when we collect your information

We will collect your information on either paper, electronic forms or via the web and subsequently record and store this information on electronic information systems whenever you interact with us. This may be when:

  • Supporting and/or donating towards funding the services we provide

  • Registering for an event/campaign with a service provider

  • Enquiring about our services and/or accessing our services

  • Applying for a volunteer role

  • Working or volunteering for us

  • Submitting a general enquiry

  • Making a complaint

 

How we use collected information

We require this information to understand your requirements regarding your relationship with us and to provide you with an excellent service as well as to meet our safeguarding standards for the protection of children and vulnerable adults. In particular, we use collected information:

  • To keep our information systems fit for purpose

  • To meet employment and other contractual obligations

  • To improve our services

  • To communicate with you for the reason given at the point of collecting your information

  • To communicate with you when you opt in to receiving specific or general marketing information

  • To observe your opt-in preferences regarding email, phone or text

  • To process your information for the reasons given by the service provider at point of collecting your information

  • Reporting purposes to comply with funding body requirements

 

How we keep your information secure

The Hubb Foundation is committed to ensuring your information is kept safe and secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and organisational procedures to keep the information we collect online and offline safe and secure. We use approved secure electronic databases to protect and store your personal information.

 

How long we keep your information for

We will only retain your information for the purpose it was collected, as stated in this policy. Your information will be kept for the period of time the purpose it was collected dictates and/or as long as we are legally bound to keep it.

 

Retention Period

Please refer to appendix 5 in the ‘Data Protection Policy’ regarding personal data retention periods.

 

Lodging a Complaint

If you are unhappy about how your personal data has been used please contact us at info@thehubbfoundation.com. You also have a right to complain to the Information Commissioner's Office https://ico.org.uk/concerns , which regulates the processing of personal data.

 

Source of Data

The sources of data pertaining to participants are the session venue or lead service provider where the child is attending Hubb commissioned free school-holiday provision. Volunteer and provider data are obtained directly from the individuals.

 

Automated Decision Making

The Hubb Foundation processing activities does not include any automated decision making.

 

Controlling Your Personal Information

We will never sell or lease your personal information to third parties.

We will only share your personal information with other providers or funding bodies (including the local authority) when required as part of the services delivered. Please see appendix 4 regarding international transfers of data.

For further details on data sharing, please contact us by emailing info@thehubbfoundation.com

 

Subject Access Requests

Data Subjects may request a copy of all information being held.

Formal requests can be made in writing or using a Data Subject Access Request form, available by emailing info@thehubbfoundation.com

Where information being held is thought to be inaccurate, corrections will be made upon receipt of notification of the correct information by one of the contact options listed below. We will correct any information found to be incorrect or remove information thought to be inaccurate.

 

Contact Options:

By Phone – 01782 664000

By Email – info@thehubbfoundation.com

By post or in person –

The Hubb Foundation

c/o Synectics Solutions Ltd

Hamil Rd

Stoke-on-Trent

ST6 1AJ

 

Photographs and moving film images

Before we use any individual’s photographs or images, we make sure we have obtained full consent from the individual using appropriate consent forms. We will ensure that these are captured and used fairly and lawfully.

All photos and image recordings which when included mean an individual can be identified will be treated the same way as any other format of personal data.

 

Lawful basis for processing your information

We will observe the requirement to have at least one of the six recognised lawful bases for processing data (personally identifiable information) always upholding an individual’s rights and interests, namely:

  • You have given consent

  • We believe there is a legitimate interest

  • A contract exists between you and The Hubb Foundation

  • We are legally required, entitled or instructed to do so

  • We believe there is vital interest to protect someone’s life

  • It is deemed to be lawfully in the public interest and part of our formal basis

 

Vulnerable individuals

The Hubb Foundation takes seriously the vulnerability of some individuals in society. We will endeavour to recognise situations regarding vulnerable individuals when they occur in relation to information collection activities and may refer to a carer or 3rd party agent to ensure an individual’s privacy is protected.

 

Approval Process

This privacy notice and any associated Data Protection Policies are approved by the Board of Directors of The Hubb Foundation and is reviewed at 3-year intervals (minimum) or as a result of any significant change.

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