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Privacy statement

YMCA Coventry and Warwickshire is a registered charity and we take your privacy very seriously. We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal data, your rights in relation to your personal data and how to contact us and the supervisory bodies if you have a complaint.

Who are we & What do we do?

YMCA Coventry and Warwickshire is a charity with a registered office at Endeavour Court, 20 Chelmarsh, Daimler Green, Coventry, CV6 3LB. We are regulated by the Regulator for Social Housing and the Charities Commission.

YMCA Coventry and Warwickshire is the data controller in relation to the processing activities described below. This means that we decide why and how your personal information is processed.

Our vision
Our vision is of an inclusive Christian movement transforming communities so that all young people can belong, contribute and thrive.

Our values
The way we act at YMCA Coventry and Warwickshire is characterised by five strong and distinctive values that flow from our Christian ethos.

  • We seek out
    We actively look for opportunities to make a transformative impact on young lives in the communities where we work, and believe that every person is of equal value.
  • We welcome
    We offer people the space they need to feel secure, respected, heard and valued; and we always protect, trust, hope and persevere.
  • We inspire
    We strive to inspire each person we meet to nurture their body, mind and spirit, and to realise their full potential in all they do.
  • We speak out
    We stand up for young people, speak out on issues that affect their lives, and help them to find confidence in their own voice.
  • We serve others
    We are committed to the wellbeing of the communities we serve and believe in the positive benefit of participation, locally and in the wider world.

 

Registered Company Details

YMCA Coventry and Warwickshire Registered Charity No. 1100493, Registered Company No. 4644358, Registered Social Landlord No. H4433.

 

Get in Touch.

You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. You also have the right to ask us to delete any personal information we hold about you. Please refer to your rights section for further details.

You can access your personal data held by us or request to receive your information in part or its entirety in electronic format. There may be a charge for this service.

For all questions and concerns regarding the processing of your personal information, please do get in touch.  You can write to:

YMCA Coventry and Warwickshire

Data Protection Lead

Endeavour Court, 20 Chelmarsh, Daimler Green, Coventry, CV6 3LB.

You can e-mail: GDPR@ymca-cw.org.uk or call 02476 597009.

The information Commissioner’s Office is the regulator for such activity and further information can be found on their website: https://ico.org.uk

YMCA Coventry and Warwickshire is registered with the ICO and our registration number is: Z8345994

 

The personal data we collect and use.

We collect your personal data where there is a statutory or contractual requirement to do so. To enter a contract and receive our services you are obliged to provide us with your details and consent, failure or refusal to provide consent or your details may lead to withdrawal of our services and cancellation of any agreements or contracts already in place.

While providing our services to you we may collect the following personal data when you provide it to us or from third party agencies to whom you have already given consent.

  • Contact information
  • Identity Information
  • Financial Information
  • Transaction data
  • Dietary Information
  • Health Information
  • Profile data
  • Marketing and communications data
  • CCTV data – we retain CCTV data for the purposes of monitoring, crime prevention and community safety. This data is held in accordance with our data retention policy.

Please contact us should you require more information, the details of how to contact us are in the above section of this document.

 

Children’s data.

Children need protection where their data is collected and processed. YMCA Coventry and Warwickshire collect data on young people attending our youth work sessions.

While providing our services to your children we may collect the following personal data for the purposes of health and safety, safeguarding and marketing and communications.

  • Contact information
  • Identity Information
  • Dietary Information
  • Health Information
  • Profile data
  • Marketing and communications data

We will obtain parental/guardian consent where applicable and, in particular, for participation in trips, activities, marketing and communications data.

We reserve the right to, where necessary, share information about children with the Coventry Safeguarding Hub (Multi Agency Referral Form) in order to protect their welfare. In all cases, we will seek to obtain parental permission although, if permission is not forthcoming, a referral may still be made.

How we use your personal data.

The table below sets out;  how we use your personal data, the lawful basis upon which we collect personal data and who we routinely share your personal data with.

Reason for Processing Lawful Basis for Processing Third Party recipients linked to that activity
To provide you with access to housing and support services Consent obtained via contractual agreement between both parties Referral agencies and local authorities
To provide you with childcare services Consent obtained via contractual agreement between both parties Local authorities and funding bodies
To provide you with training services, conference facilities and other commercial activities Consent obtained via contractual agreement between both parties Employers and other contractual agencies
To market services or publicise our activities or to raise funds Consent obtained from previous contract with the data subject Referral Agencies

Special Category Data.

Certain types of personal data are considered more sensitive and so are subject to additional levels of protection under data protection legislation:

These are

  • Racial and Ethnic Origin
  • Political Opinions
  • Religious Beliefs
  • Philosophical beliefs
  • Trade Union Membership
  • Genetic data
  • Biometric data
  • Health data
  • Sexual Orientation

Data relating to criminal convictions or offences is also subject to additional levels of protection.

Marketing.

We may use personal data we hold about you to help us identify, tailor and provide you with details of products and services from us that may be of interest to you. We will only do so where we have obtained your consent and will do so in accordance with any marketing preferences you have provided to us.

In addition, where you have provided your consent, we will provide you with details of products and services of third parties where they may be of interest to you.

You can opt out of receiving marketing at any time. If you wish to amend your marketing preferences, please contact us

By phone: 02476 597009

By email:  GDPR@ymca-cw.org.uk

By post: Endeavour Court, 20 Chelmarsh, Daimler Green, Coventry, CV6 3LB.

 

Disclosure.

YMCA Coventry and Warwickshire will never sell your data to any third party.

We will not share that information with any third parties without your consent unless we are required to do so by law or under other regulatory requirement, (for example a court order) or for the purposes of crime and fraud prevention or unless we are under a contractual obligation to do so. However, we may transfer your personal information to a third party as part of any business restructuring or reorganisation or as part of a sale of some or all our business and assets.  We may also have a duty to disclose or share your personal data to comply with any legal obligation, safeguarding concerns or to enforce our terms of use or to protect the rights, property or safety of our staff and customers.  However, where possible we will aim to ensure that your privacy rights continue to be protected.

 

Keeping your personal information safe.

We will take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and relevant. We also have procedures in place to deal with any unsuspected data security breach. We will notify you and any professional regulators or other applicable regulator of a suspected data security breach where we are legally obligated to do so.

 

How long your personal data is kept.

We will hold your personal data for differing periods dependent upon the reason we have for processing it, the general policy is set out below and further detail is set out in our data retention policy.

Type of Record Retention Period
Paper or digital capture of data for the performance of a contract, legitimate interest, compliance with a legal obligation, or consent We will only keep information for as long as it is necessary in order to discharge our statutory and legal obligations. As a rule, we will retain records for a period of six years following the termination of the contractual relationship between us unless there are circumstances which mean we must keep records for longer time periods under statutory obligations

Transferring your information outside of Europe.

YMCA Coventry and Warwickshire does not transfer your information outside the EEA, all our systems servers are located within the EEA and data transferred between servers is encrypted and protected.  YMCA Coventry and Warwickshire is also working towards a cyber essentials certification.

 

Your Rights.

You have legal rights under data protection regulation in relation to your personal data. All requests relating to these rights must be in writing. Please refer to the get in touch section should you wish to contact us.

Your rights are set out below;

  1. Right of access – you can ask us to confirm whether we have and are using your personal data, you can also ask us to send a copy of your personal data to you and information on how we process it.
  2. Right of rectification – you can ask that we rectify any information that we hold about you that is inaccurate or incomplete.
  3. Right to be forgotten – you can ask that we erase your personal data if you think we no longer need to use it for the purposes for which we collected it from you.

You can also ask that we erase your personal data if you have withdrawn your consent to us using your information, or exercised your right to object to further legitimate use of your information, or where we have used it unlawfully or where we are subject to a legal obligation to erase your personal data.

If you exercise your right to be forgotten, please note that this will affect the services we provide to you and may lead to them being withdrawn.

  1. Right to restriction of processing – You have a right to withdraw consent at any time without affecting the lawfulness of processing based on consent before its withdrawal. You can also ask that we restrict use of your personal data in certain circumstances, for example:
  • Where you think, the information is inaccurate and we need to verify it.
  • Where our information is no longer required for the purpose it was collected for but we need it to establish, exercise or defend legal claims.
  • Where you have objected to our use of personal data but we still need to verify if we have overriding grounds to use it.

We can continue to use your personal data following a request for restriction where we have your consent to use it, or we need to use it to establish, exercise or defend legal claims, or we need it to protect the rights of another individual or a company.

  1. Right of portability/data transfer – you can ask us to provide your personal data to you in a structured commonly used, electronic format or you can ask to have it transferred directly to another data controller.

You may only exercise this right where we use your personal data to perform a contract with you or where we have asked you for consent to use your personal data.

  1. Right to object – you can object to any use of your personal data which we have justified based on our legitimate interest, if you believe your fundamental rights and freedoms to data protection outweigh our legitimate business interest. If you raise an objection we may continue to use the personal data if we can demonstrate that we have compelling legitimate interest to use the information.
  2. Right to object to automated processing, including profiling – If we make a decision about you based solely on automated means (i.e. without human intervention), and the decision made by us produces a legal effect concerning you or significantly affects you, you may have the right to contest the decision and ask for a human review. These rights do not apply where we are authorised by law to make such decisions and have adopted suitable safeguards in our decision-making processes to protect your rights and freedoms
  3. Right to judicial review: if YMCA Coventry and Warwickshire refuses your request under rights of access, we will provide you with a reason as to why.

We may ask for proof of identity when you make a request to exercise any of these rights. We do this to ensure we only disclose information or change your details where we know we are dealing with the right individual.

We will not ask you for a fee, unless we think your request is unfounded, repetitive or excessive. Where a fee is necessary we will inform you before proceeding with your request.

We aim to respond to all valid requests within one month, it may take us longer however if the request is particularly complicated or you have made several requests. We will always let you know if your response will take longer than one month. To speed up our response, we may ask you to provide more detail about what you want to receive or are concerned about.

16 or under?

We are committed to protecting the privacy of children aged 16 or under.  If you are aged 16 or under, please get your parent or guardians permission before providing us with your personal information.

Cookies, Links & Wi-Fi.

YMCA Coventry and Warwickshire, like most organisations has a website and like most websites we also use ‘Cookies’. These are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual.  For more information on how we use cookies please visit our website https://ymca-cw.org.uk/.

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.

We offer Wi-Fi to our clients and customers at certain locations. We do not use these access points to collect any personal data. It is the user’s responsibility to ensure that they have adequate anti-virus and firewall protection.

Policy Review

This Policy statement was last updated in May 2018.

From time to time it may be necessary to change this statement so please check our website https://ymca-cw.org.uk/ where a current version will always be available.  By using our services, you are consenting to the collection of your personal information and are agreeing to be bound by this Policy.

If you have any questions regarding this Policy and our privacy practices or if you have a complaint about how your data is being handled , please contact us via e-mail to GDPR@ymca-cw.org.uk or by writing to YMCA Coventry and Warwickshire, Data Protection Lead, Endeavour Court, 20 Chelmarsh, Daimler Green, Coventry, CV6 3LB.  Alternatively, you can telephone 02476 597009.

We are a registered Data controller with the Information Commissioner’s Office our ICO registration number is: Z8345994

You have the right to lodge a complaint directly with the supervisory authority. In the UK, this is the Information Commissioner’s Office https://ico.org.uk.

Address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website

https://ico.org.uk