Play Bradford’s Privacy Policy
In the course of Play Bradford providing adventure play activities to children and young people through sessions at The Big Swing Adventure Playground, events, outreach locations and in schools. We collect and hold certain personal information about the children and young people we work with. We will only do so with your explicit consent and in accordance with all applicable data protection legislation, including the General Data Protection Regulation.
Information collected
Play Bradford collects personal information from children, young people and families to ensure that all relevant data is held to keep children and young people safe and for funding requirements. This includes:
● The child or young person’s first, middle and last name
● Their date of birth as proof of age
● Home address
● Parental or guardian contact details
● Ethnicity
● The school that they attend
● Any information that may affect their ability to fully participate in our play sessions, i.e past and present health conditions
● Parents Media consent forms to include photographic and video evidence of CYP during play sessions.
Sensitive data is referred to as confidential information, either verbal or written, which is not meant for public or general knowledge. This includes information regarding an individual’s health, financial circumstances, criminal records, racial/ethnic origin, sexuality and political views. Play Bradford will only process such information if necessary.
Internal
Play Bradford understands that trustees and staff may need to share personal information with others internally. This might include discussion of issues that arise during staff supervisions, discussion of situations to allow for opinions to be shared amongst the staff team and also for child protection matters. Care must be taken to ensure that the disclosure of such information is only done so on a ‘need-to-know’ basis and where it cannot be overheard. Play Bradford will be transparent, when possible, and communicate the intention of how data will be shared with staff, parents/carers and children and young people (subject to their age and understanding).
External
Personal data regarding children and young people will not be disclosed to third parties without the consent of the child’s parent or carer, unless it is obliged by law or in the best interest of the child. Specific personal data held by Play Bradford may be disclosed to the following parties without consent:
1) Marketing Purposes
Play Bradford often takes photos/videos and includes comments of your child for promotional purposes, these are not taken without parent / child or young person's consent. These images and words may appear on our website, social media platforms and newsletters. They may also be used in our printed materials that are produced for promotional purposes including; leaflets, posters and adverts, media materials, or in reports to funding bodies. From time to time, we may also have the media write stories about the good work we’re doing at Play Bradford, photos/videos could also be used here too.
Play Bradford does not include personal email, postal addresses, or phone numbers on our website or in printed/digital publications and ensures the consent form is inline with GDPR regulations.
2) Health authorities
Play Bradford may pass on information regarding the health of an individual in the event of a serious injury or accident occurring within the workplace. Play Bradford has a separate Health and Safety Policy which is followed.
3) Police and courts
If a situation arises where a criminal investigation is being carried out Play Bradford may have to forward information on to the police to aid their investigation. We will pass information onto courts as and when it is ordered.
4) Social workers and support agencies
In order to protect and maintain the safety and welfare of all children and young people who access our play sessions, and in cases of child abuse, it may be necessary for Play Bradford to pass personal data on to social workers or support agencies. Play Bradford has a seperate Safeguarding and Child Protection Policy which holds more information on when a disclosure may be shared.
5) Schools
Play Bradford works in partnership with schools to ensure that those who require a little more support on the playground are doing so in a way that best suits them. This may mean that staff are in regular contact with the school and as such, personal data may be shared.
6) Funders
Play Bradford stores and shares information when applying for funding, monitoring how funds are spent and when replying to funders. Play Bradford only shares statistical information, such as the number of children who have attended sessions, genders, ethnicities, first part of children and young peoples postcodes and the most attended schools. This ensures that full anonymity is kept. For publicity purposes Play Bradford may also include quotes from our service users. The identity of the user is kept anonymous at all times, unless the individual gives consent otherwise.
How long your personal information will be kept
It is Play Bradford’s duty to ensure that obsolete data is properly erased. Data held by Play Bradford will be retained for no more than 7 years, except in circumstances such as funding requirements, child protection matters and health and safety incidents. If Play Bradford deems it necessary to keep this information, such information will be stored on a password protected computer and not in physical form. Access is then restricted and only accessed by those appropriate. It is the data manager’s responsibility to destroy all consent forms of a young person who has reached the age of 18 or has not attended sessions for over two years.
Keeping your personal information secure
We have appropriate security measures in place to prevent your information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Your Rights
You have a number of important rights which you may exercise in relation to your personal information free of charge. In summary, those include rights to:
● access your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;
● require us to correct any mistakes in your information which we hold;
● require the erasure of personal information concerning you in certain situations;
● receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
● object at any time to the processing of personal information concerning you for direct marketing
● object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
● object in certain other situations to our continued processing of your personal information; and
● otherwise restrict our processing of your personal information in certain circumstances.
For further information on each of these rights, including the circumstances in which they apply, visit the Information Commissioner’s Office (“ICO”) website at https://ico.org.uk/for-the-public/. If you would like to exercise any of the rights, please email, call or write to us.
How to contact us
Please contact us if you have any questions about this Privacy Notice or the information we hold about you as detailed on our Contact page.