Data, Privacy and Consent2018-07-19T14:26:35+00:00

General Data Protection Regulation (GDPR)

We pride ourselves on being driven by our values: Respect, Integrity, Collaborative, Dynamic, Determined and Accountable. We strive to use these in designing solutions to any challenge we face, GDPR included.

You may know that the EU is introducing new legislation concerning data protection, making it far easier for you as an individual to find out what personal data an organisation is gathering and processing on you. We are sure you have been getting lots and lots of emails and calls from companies making sure you opt-in to their communications.

We use consent as the primary legal basis for collecting and processing personal information and have designed a new way of capturing and ensuring this data is relevant and up to date.

We are always happy to answer any questions you may have on our process but hope that this page can help you find out any information you may need.

We try to send out an electronic newsletter at the end of every term to highlight some of the work we do across our charity, please consider keeping in touch by filling in the form to the left, thanks

The Elephant in the room – our biggest challenge in relation to consent

98% of young people confirm to us that we offer safe spaces for them to be themselves and make friends while developing new skills. We are really proud of this, of course.

In order to provide safe spaces, we need to know who to contact in the event of an accident or emergency (anything from a trip in a youth centre to a parent not coming to pick up when we are expecting them to) – historically we ask for these details when a young person registers.

We require parental consent for membership of Space from a parent or carer for any young person under 13, however, under the new GDP regulations, a young person 13 or over can consent to us keeping their data and processing it to fulfill our obligations as a youth service. This is line with historical practice, although we have always sought parental consent as a standard for those under 18. This will continue under GDPR, with a move to collecting this information electronically.

The only time that we will use ‘Legitimate Interests’ as the legal basis for collecting data is if we are unable to gather consent directly from a parent of a young person aged 13 and over to use in an emergency. This is because we cannot provide safe services for young people without an emergency contact number, but do not want the delay in getting consent (or sometimes an inability to contact parents) to stop us from providing, sometimes confidential, services to young people.

Please note: Unless a young person directly requests we do not contact a parent we will always keep trying for consent.

Under UK law young people aged 13 and above are entitled to confidential support and guidance (which by definition will sometimes be without parental knowledge or consent)

How we overcome this

Step 1 – Young people over 13 who arrive at our youth centres register their details and pass on an emergency contact

Step 2 – We then use that emergency contact to inform their next of kin that we have their data and request consent in the interests of transparency and to inform them of our privacy statement – Young people who are under 13 have 3 sessions grace to get their parent or carer to give consent via our online form before a lack of parental consent will stop them accessing

Step 3 – That’s it!

Members and users of Space

It is important that we have consent for each member and have a record of who to call in an emergency, please use this area to help us out.

If you are a parent and need to register your child please click below

Registration & consent form

To read our privacy notice, which details how we process data please click below

Privacy Notice

Please look through the frequently asked questions below to find out more about the data we hold and our practice

All Young People2018-05-03T09:13:00+00:00

In order to provide safe and inclusive services for young people, we collect a rich amount of data, this includes things like:

  • Gender
  • Age
  • Protected characteristics (like if they are in care, or LGBTQ)
  • Disabilities

– details can be found here

Young People who use our open access youth clubs2018-05-03T09:14:04+00:00

In order to help keep youth work relevant in 2018 and to evidence the outcomes and impact of our work we track the following things:

  • Attendance at youth club sessions and events
  • Outcomes achieved
  • Accreditations achieved
  • Engagement in our activities
  • Hours that young people spend volunteering

All of these things get reported on anonymously unless a young person themselves asks for their information (for an interview or application form for work for example)

More details can be found here

 

Young people who use our Targeted Support service2018-05-03T09:15:01+00:00

For young people who access our targeted support (in a 1:1 setting) and have been referred from an external agency we record the following information:

  • Referral form – this captures details of referring partner, what area of support is required, historical information concerning health and other relevant needs, details of risk to staff or other young people, any identified outcomes requested. This form is completed in partnership with the young person and is consented to at the point of submission.
  • Action Plan – this is a record of our work with the young person, it can contain sensitive information regarding the young person’s situation and is critical for us to continue our service in an efficient and professional way.
  • Session attendance
  • Session recordings – this is a form that records the content of the sessions we deliver with the young person
  • Multi-agency recordings – we may also keep notes that are relevant that have come via our partnership agreements (many of the young people accessing this service are known to many agencies and are receiving support from others – current Early Help guidelines encourage information sharing via our privacy agreement and can involve transferring information to a central DCC administered database called Right 4 Children, which is a hub for multi-agency working. This information will only be shared after a conversation with the young person directly.

For more details please see here

 

Young people who use Chances2018-05-03T09:15:57+00:00

For young people who get referred to our alternative education service we collect and process the following data:

  • Information from school – This can include ILP, SEN plans, behaviour logs, attendance figures – we accept this information under our partnership agreement on the understanding that parents and young people have given consent for the sharing of information.
  • Referral Form – this has sensitive information regarding the particular reasons for referral and potential struggles with mainstream schooling and will include options for support
  • Risk assessment – this document may include historical information on behaviour and any risk to other students or staff on site
  • Behaviour log – as part of our commitment to schools, we record any incidents and actions that are relevant to a successful re-integration into school
  • Bi-weekly reports back to school – we give attendance and progress reports to school every 2 weeks, this document is sent securely and contains data relating to the above
  • The work they produce while with us – Students will complete certain school-related tasks and these will be stored in their own google drive provided and centrally monitored by our central ICT team

For more information please click here

Parents of young members and users of Space’s services2018-05-03T09:17:09+00:00

In order to comply with our legal, safeguarding and best practice responsibilities it is necessary for us to keep the following information on parents – This information is not used for any reason other than to inform a parent or carer of an emergency or incident that requires their attention.

  • Name
  • Address
  • Mobile and/or home phone number
  • Email address

For more information please click here

Stakeholders and other interested organisations and individuals2018-05-03T09:18:01+00:00

Its important to us that people are informed on our impact and upcoming events etc. We use ThankQ to organise each individual’s preferences to communications, in order to communicate effectively with our stakeholders we collect the following either via our consent portal or through an initial ‘signing up form’

  • Name
  • Organisation or institute
  • Address (if requesting contact via post)
  • Email address (if requesting contact via email)
  • Phone number/s (if requesting contact via phone)
  • Historic communications – this can include records of email, mail outs, and engagements to help us to improve our services

For more information please click here

Funders, supports and commisioners2018-05-03T09:19:02+00:00

We rely on funding to continue our core business, we collect the following information in relation to our supports, funders and commissioners

  • Name
  • Organisation or institute
  • Details of communication preferences (what you want to hear about)
  • Address (if requesting contact via post)
  • Email address (if requesting contact via email)
  • Phone number/s (if requesting contact via phone)
  • Historic communications – this can include records of email, mail outs, and engagements to help us to improve our services
  • History of funding – this could include outcomes required for funds or support, details of recurring payments
  • Bank details if an individual donor supporting us via a monthly direct debit
  • History from external sites, which could include JustGiving for example

For more details click here

 

Delivery and youth sector partners2018-05-03T09:20:11+00:00

In addition to public domain data (such as business email address and contact details) we also keep the following information:

  • Name
  • Organisation or institute
  • Details of communication preferences (what you want to hear about)
  • Address (if requesting contact via post)
  • Email address (if requesting contact via email)
  • Phone number/s (if requesting contact via phone)
  • Historic communications – this can include records of email, mail outs, and engagements to help us to improve our services
  • Details of partnership agreements, information sharing agreements
  • Financial arrangements (if delivery partners)

For more details click here

Small Grant Fund recipients and community groups receiving support2018-05-03T09:21:17+00:00

We offer a small grant fund for local youth organisations, in order to process applications and keep records of transactions we record the following information:

  • Name
  • Organisation or institute
  • Details of communication preferences (what you want to hear about)
  • Address (if requesting contact via post)
  • Email address (if requesting contact via email)
  • Phone number/s (if requesting contact via phone)
  • Historic communications – this can include records of email, mail outs, attendance at events, and engagements to help us to improve our services
  • History of funding – this could include outcomes required for funds or support, details of recurring payments
  • Bank details of successful applicants
  • Records relating to audit and quality assurance visits
  • Records of support offered and any outcomes met (this can be shared anonymously with DCC, our core contractor for this service area)

We work in partnership with VOYC to support the voluntary sector and as such share information when needed to ensure a joined-up response to support requests. For more details please click here

Incidents, Health & Safety and Safeguarding2018-05-03T09:22:20+00:00

We pride ourselves on our professional practice and as such record incidents of worth. These events can carry longer retention periods and also overrule our core legal standpoint of consent for sharing. We record the following in our daily practice:

  • Safeguarding concerns (these can include names and sensitive details of concern and can also be shared with the MASH team or police as needed)
  • Accident and incident logs – such as bullying, online crime, violence, accidents at work and hate crimes (which we have a duty to report to police)

for more information please click here

 

Your right to be informed2018-04-27T14:46:18+00:00

We have attempted to make our data processing as transparent as possible, of course, you could still have more questions – if so you can contact us on info@spacepsm.org at any time.

Your right to access2018-04-27T14:37:43+00:00

You have the right to access your personal data and supplementary information. The right of access allows individuals to be aware of and verify the lawfulness of the processing.
Under the GDPR, you have the right to obtain:

  • confirmation that their data is being processed
  • access to your personal data; and
  • other supplementary information – this is our privacy notice

You can request access to the information we hold on you by emailing info@spacepsm.org  we will provide a copy of the information free of charge. However, we will charge £70 when a request is manifestly unfounded or excessive, particularly if it is repetitive. We will also charge £70 to comply with requests for further copies of the same information.

Your right to rectify2018-04-27T14:48:07+00:00

The GDPR includes a right for you to have inaccurate personal data rectified, or completed if it is incomplete. You can make a request for rectification verbally or in writing. We will respond and amend any inaccuracies within 1 month

Your rights to have information deleted2018-04-27T14:51:23+00:00
  • The GDPR introduces a right for individuals to have personal data erased
  • The right to erasure is also known as ‘the right to be forgotten’
  • You can make a request for erasure verbally or in writing.
  • We will respond within one month to a request.
  • The right is not absolute and only applies in certain circumstances, for instance, if we hold safeguarding records that are legally required to be retained then we may refuse your request.
Your right to restrict data processing2018-04-27T14:53:46+00:00

If you believe we are processing your data in a way that you are not happy with, you can request we stop doing so. Here is information from the Information CommisionersOffice in relation to this right.

  • Individuals have the right to request the restriction or suppression of their personal data.
  • This is not an absolute right and only applies in certain circumstances.
  • When processing is restricted, we are permitted to store the personal data, but not use it.
  • An individual can make a request for restriction verbally or in writing.
  • We have one calendar month to respond to a request
Your right to portability2018-04-27T14:56:42+00:00

Data portability allows you to obtain and reuse your personal data for your own purposes across different services. While this right, of course, applies to Space we don’t really process data in this way and it is designed mainly for larger organisations that sell and profit from individuals data (which we do not in any way)

Your right to object2018-04-27T15:00:25+00:00

You have the right to object to:

  • processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling);
  • direct marketing (including profiling); and
  • processing for purposes of scientific/historical research and statistics.

In essence, this means that you can ask us to not include you in our reports relating to the profile of our membership (for instance how many young people we work with who have a disability) or you can make sure that we don’t contact you in regard to any event or campaign that you have not explicitly asked us to.

You can use our consent portal, at ay time, to manage your communication preferences and make sure we don’t give you an email or call without your consent.

Your rights related to automated decision making including profiling2018-04-27T15:01:44+00:00

We do not carry out any automated decision;’s based on statistics or collected data.