Privacy Notice Staff for APP
How we use information about members of staff
DAREManor Activities Centre is the data controller for all staff
To run the playscheme and facilitate activities for children and young people, DAREManor Activities Centre collects and uses information about members of staff. In this document the DAREManor Activities Centre is referred to as ‘We’ or ‘Ours’. Members of staff are referred to as ‘You’ or ‘Your’
Much of the information we collect is classed as ‘personal data’ and our use of it is covered by a set of rules called the General Data Protection Regulation (GDPR) and the Data Protection Act (2018).
This document tells you more about:
- The information we collect
- What we use the information for
- How your information is stored and how long we keep it
- What rights you have to the information
What Information do we collect and use about staff?
We collect many different categories of information, for example:
- Personal details
- Contact details
- Banking details
- Taxation details
- Pension details
- Job application details
- Selection and interview records
- References received
- Identity verification records
- Performance assessment details
- Information for improving performance
- Records of communications
- Photographs of you or images on the app
- Information to identify you at the playscheme
- Records of transactions
- Information about consultation with other professionals
We also are required to collect and use information that is given additional protection under the GDPR, for example.
- Demographic information required for monitoring equal opportunities
- Information about health conditions and medical appointments
Why we collect and use this information
We use the information for some, or all, of the reasons below;
- To enable you to work for us
- To support you in running activities
- To maintain a safe environment for our children and young people
- To facilitate employee investigations and disciplinary proceedings, CCTV footage may be examined and used.
- To provide appropriate pastoral care for our children and young people
- To enable to you take part in appropriate training and professional development
- To help you to deliver the best support of our children and young people and your colleagues
- To comply with our legal obligations to share information
- To ensure your health and safety
- To keep you up to date with news about the school
The legal basis for using this information
Depending on the purpose, our use of your information will be legal due to one of the following:
- Informed consent given by you [Article 6(1)(a)] For example: The use of banking information in our payment service
- To meet a legal requirement [Article 6(1)(c)] For example: Providing information to HMRC
- To protect the vital interests of you or someone else [Article 6(1)(d)] For example: Giving your contact details to emergency services
- Delivering a public task [Article 6(1)(b)] For example: Keeping records of meeting with parents
- Where we use special category personal data we process this under the following exemptions from Section 9 of GDPR:
- Information used in the field of employment [Article 9(2)(b)] For example: Using information about ethnic origin for equality monitoring purposes.
- To protect the vital interests of you or someone else [Article 9(2)(c)] For example: providing details of any medical conditions you have in the event of an emergency
- For substantial public interest [Article 9(2)(g)] For example: Using information about your health to ensure a safe working environment
Storing your personal data
Some of the personal data that we collect, and use, is added to your personnel file. Other data, depending on its purpose will be kept in other systems or in manual files. We use email to enable authorised users to transfer information to one another.
Some personal data is kept for different lengths of time. For example.
- Your personnel file is for 6 years after the date you leave employment
- Annual appraisals are kept for the current year and then for 5 years
- Records of any accident/incident you have at work are kept for 12 years after the incident
If you’d like to know how long we keep a specific piece of personal data, please contact the Data Protection Officer whose details can be found at the end of this Privacy Notice.
Sharing your personal data
At times we will share your personal data with other organisations and people. We will only do this when we are legally required to do so, when our policies allow us to do so or when you have given your consent.
Examples of people we share personal data with are:
- Family, associates and representatives of the person whose personal data we are processing who are authorised to receive the data
- local authority
- HMRC
- OFSTED
- The Department for Education
- Healthcare, social and welfare organisations
- Police forces and Courts
Your rights to your personal data
You have rights relating to the personal data that we collect and use. Depending on the legal basis we are using the information you have different rights. If we are using your personal data based on your consent, you can withdraw that consent and we will stop using that personal data. Withdrawing your consent will need to be recorded in writing, please contact the Data Protection Officer.
The right to be informed:
If you ask us, we must tell you if we are collecting or using your personal data.
If we are collecting or using your personal data, you have:
The right of access to your personal data
You have the right to view the personal data that we hold about you, to receive a copy of the data and to be given more information about the data including any transfer to countries who do not fall under the requirements of the GDPR.
Some information we hold cannot be accessed in this way. If you ask for information that is not available, there may be other ways of accessing it and we can help you.
To have access to your personal data we will need to collect details of what you want and in the first instance you can contact the Data Protection Officer whose details can be found at the end of this Privacy Notice. You will also need to supply us with standard information to verify your identity.
Other rights
You also have rights to ask us to correct inaccurate personal data, to ask us to stop using it or to object to us using it. For some data you may have to right to ask us to erase it, or to provide it in an electronic format that you can give to someone else. For some personal data if we are subjecting it to automated decision making then you have the right to object to this as request that a person is involved.
You will be given full details of these rights if you request access to your personal data or you can ask the Data Protection Officer.
Who to contact
DAREManor Activities Centre has the responsibility to ensure that your personal data is protected. It is called the data controller. All members of staff work for the data controller.
We recommend that you contact the data protection administrator:
Name of Person: Data Protection Lead
email address: tunde@dareplayscheme.co.uk
Contact number: 07743543010
Privacy Notice Parent and child App
How we use children and young people
DAREManor Activities Centre is the named data controller for the A that belong to it. References to the School include the Academies that belong to it.
To run the Playscheme and help facilitate activity, the playscheme collects and uses information about pupils. In this document, the DAREManor Activities Centre is referred to as ‘We’ or ‘Ours’. Parent/Children and Young People are referred to as ‘You’ or ‘Your’
Much of the information we collect is classed as ‘personal data’ and our use of it is covered by a set of rules called the General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This document tells you more about:
- The information we collect
- What we use the information for
- How your information is stored and how long we keep it
- What rights you have to the information
What information do we collect and use about pupils
- Contact details, name and address
What Information do we collect and use about pupils?
We collect many different categories of information, for example:
- Personal details
- Contact details, name and address
- Family details, your parents name and address
- Admission records
- Attendance records, when you come to school
- Absence details, when you are away from school
- Pupil and curricular records
- Medical records
- Behaviour records
- Academic progress, how you are doing at school
- Examinations details, any tests that you have done at school
- Photographs of you
- Images from CCTV
- Files, messages, documents, any information about you
- Records of discussions with members of staff
In some cases, we will also have:
- Information about consultation with other professionals
- Information about supporting activities we offer you
Some of the personal data we keep is given greater protection and is known as special category personal data.
Special category data that we collect and use about you includes
- Information about health conditions
- Information about sickness related absences
- Information about your ethnic origin
- Eligibility for free school meals
- Safeguarding information
Why we collect and use this information
We use the information:
- To support the admissions process
- To facilitate activities for you
- To keep you safe (food allergies, or emergency contact details)
- To monitor and report on your academic progress
- To enable you to take part in exams
- To provide appropriate pastoral care
- To help us manage any health conditions that may affect your learning
- To comply with our legal obligations to share information
- To check the quality of our services
The legal basis for using this information
Depending on the purpose, our use of your information will be legal due to one of the following:
- Informed consent given by you or your parent or legal guardian [Article 6(1)(a)] For example The use of your photographs on our app
- To meet a legal requirement [Article 6(1)(c)] For example: Providing information for the Education Department Census
- To protect the vital interests of you or someone else [Article 6(1)(d) For example: Giving your family details to emergency services
- Delivering a public task [Article 6(1)(e)] For example: Recording your attendance at playscheme each session
Where we use special category data, our use is a legal due to one of the following reasons:
- Explicit informed consent given by you or your parent or legal guardian [Article 9(2)(a)} For example: Using your fingerprints to identify you to our IT systems
- We are legally obliged to collect and use it [Article 9(2)(b)] For example: Information about your ethnic origin or any disability
- To protect the vital interest of you or someone else [Article 9(2)(c)] For example: Giving detail of health conditions to the emergency services
- Because it is part of delivering a public service [Article 9(2)(g)] For example: Holding data on any medical condition so that we can help you manage it
Collecting this information
We collect pupil information via:
- Data provided by the local authority
- Data collection through the pupil registration documents
- From your school
While the majority of information we collect about pupils is mandatory, there is some information that can be provided voluntarily. Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.
Storing your personal data
Most of the personal data that we collect, and use is added to your Record with us. This record is kept while you attend the Playscheme.
Some personal data is kept for different lengths of time. For example.
- Records of your admission to the playscheme are kept permanently.
- Detailed information about your daily attendance is kept for three years
- Information about free school meals is kept for the current year and 6 years afterwards
If you’d like to know how long we keep a specific piece of personal data, please contact the Data Protection Officer whose details can be found at the end of this Privacy Notice.
Sharing your personal data
Sharing your personal dataAt times we will share your personal data with other organisations and people. We will only do this when we are legally required to do so, when our policies allow us to do so, or when you have given your consent.
Examples of people we share personal data with are:
- Family, associates and representatives of the person whose personal data we are processing and who are authorised to receive the data
- Local Authority
- The Department for Education
- The National Pupil Database
- Our regulator Ofsted; to meet our statutory obligations to report information such as census data and assessment data
- Healthcare, social and welfare organisations
- Police forces and Courts.
Your rights to your personal data
You have rights relating to the personal data that we collect and use. The rights you have depend on the legal basis of us using the information. If we are using your personal data based on your consent, you can withdraw that consent and we will stop using that personal data. Withdrawing your consent will need to be recorded in writing, please contact the Data Protection Officer.
The right to be informed:
If you ask us, we must tell you if we are collecting or using your personal data.
If we are collecting or using your personal data, you have:
The right of access to your personal data
You have the right to view the personal data that we hold about you, to receive a copy of the data and to be given more information about the data including any transfer to countries who do not fall under the requirements of the GDPR.
Some information we hold cannot be accessed in this way. If you ask for information that is not available, there may be other ways of accessing it and we can help you.
To have access to your personal data we will need to collect details of what your want and in the first instance you can contact the Data Protection Officer whose details can be found at the end of this Privacy Notice.
Other rights
You also have rights to ask us to correct inaccurate personal data, to ask us to stop using it or to object to us using it. For some data you may have to right to ask us to erase it, to provide it in an electronic format that you can give to someone else.
You will be given full details of these rights if you request access to your personal data or you can ask the Data Protection Officer.
Parents or Guardian’s rights to access your personal data
If you ask for access to your personal data, we will usually ask your parents or guardian to confirm that we can release it to you. Your parents or guardian can also ask to see the personal data we hold about you directly.
Who to contact:
DAREManor Activities Centre has the responsibility to ensure that your personal data is protected. It is called the data controller. All members of staff work for the data controller.
We recommend that you contact the data protection administrator:
Name of Person: Data Protection Lead
email address: tunde@dareplayscheme.co.uk
Contact number 07743543010
If you have any questions about this privacy notice, please contact the data protection administrator or the Data Protection Officer.
If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ or call 0303 123 1113.