- 01782 656050
- info@thehubbfoundation.org.uk
This privacy notice tells you what to expect regarding personal information collected and processed by The Hubb Foundation acting as a Data Controller.
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
We may collect the following information:
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.
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.
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
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
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.
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.
Please refer to appendix 5 in the ‘Data Protection Policy’ regarding personal data retention periods.
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.
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.
The Hubb Foundation processing activities does not include any automated decision making.
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
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.
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
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.
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
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.
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.
A independent and socially-inclusive charity dedicated to supporting families and communities in creating happy, healthy school holidays.
*Stats Source: Stoke-on-Trent City Council
Hamil Road
Stoke-On-Trent
ST6 1AJ
