Privacy Notice 2018 – Ecclesall Kids Club

1. Who is collecting my data?

The data controller is Ecclesall Kids Club. You can contact our Data Protection Manager at:

Data Protection Manager
 Ecclesall Kids Club
C/O Ecclesall Infant School
High Storrs Road,
Sheffield,
S11 7LG

2. What of my data is being collected and how is it used? What is the legal basis for the processing?

Ecclesall Kids Club collects and stores personal data about its staff, volunteers, Parents/Careers and children using the club.

Staff personal data

We collect data about staff for the performance of contracts of employment to which you are a party, to comply with employment and tax law and to take action, at your request, prior to entering into a contract of employment for example pre-emplyment checks including DBS checks.

Volunteer personal data

We collect data about volunteers to comply with the legal obligations placed on us by the Childcare Act 2006, and its associated regulations or to take action, at your request, prior to volunteering for example DBS checks.

Parent/carer data

We collect data about parents/carers who use the club to comply with the legal obligations placed on us by the Childcare Act 2006 and associated regulations, and to operate the club in-line with its policies which can be found on our website.

Child data

We collect data about children to enable us to comply with the legal obligations placed on us by the Childcare Act 2006 and associated regulations. By enrolling your child with the club you consent to us collecting your child’s personal data and retaining it as required by the Childcare Act 2006 and associated regulations.

Sensitive Personal Data

Where we collect sensitive personal data this is because you consent to us doing so.
Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

Website analytics

We use cookies to monitor the use of our website and our club management software by using our online services you consent to this monitoring.

3. Who will my data be shared with?

My Play Service Ltd

Staff, parent/carer, and child personal data will be shared with My Play Service Ltd who provide our Club management software MagicBooking. My Play Service will process your data in-line with their Privacy Policy which can be found at https://ecclesallkidsclub.magicbooking.co.uk.

Google Inc.

Our club email service and web analytics services are provided by Google. Any personal data is processed by Google in line with their Privacy Notice which can be found at: https://policies.google.com/privacy.

Voluntary Action Sheffield (VAS)

Staff personal data necessary for payroll processes is shared with our payroll service provider VAS. The club manager can provide a copy of VAS’s Privacy notice.

NEST (our pension provider)

Staff personal data necessary for pension processes is shared with our pension provider.  The club manager can provide a copy of NEST’s Privacy notice.

4. If you are relying on my consent to process my data, can I withdraw my consent?

You have the right to withdraw consent at any time, where processing is based on your consent.
As setout above most of our data processing is not on the basis of consent, however we will only retain the minimum data required by the law.

5. How long will my data be held for?

Your personal data will be kept by us for the periods required by the legislation that governs our operations. More details can be found in the club’s retention schedule. This can be found on our website.

6. What will happen if I don’t provide the data?

Failure to provide the personal data required will mean that you will not be able to work for, volunteer with or use the club.

7. Will my data be used for automated decision-making or profiling?

The personal data you provide is not connected with individual decision making (making a decision solely by automated means without any human involvement) or profiling (automated processing of personal data to evaluate certain things about an individual).

8. Will my data be transferred outside of the EEA? If it will, how will it be protected?

Ecclesall Kids Club does not process data outside the EEA. However our suppliers may, you can check this within our suppliers privacy policies.
We have been assured that parent/carer/child data in MagicBooking is processed within the EEA.

9. What are my rights?

A list of your rights under the General Data Protection Regulation, the Data Protection Act 2018 (DPA 2018), is accessible at:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

10. How do I complain?

You have the right to lodge a complaint with the ICO (supervisory authority) at any time. Should you wish to exercise that right full details are available at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.

We hope that you never feel this necessary and ask you to discuss any concerns with us first.