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Privacy Policy

We are committed to respecting your privacy. This privacy and cookie policy lays out our specific commitments, in compliance with the GDPR implemented from 25 May 2018. This policy explains how we collect, store and use your personal data when you use our services or get in touch with us. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller and processor of any of your personal information.


We have appointed a Data Protection Officer is Emrul Islam and can be contacted by email Emrul.islam@newark.org.uk or on 020 7392 2121.


  1. Personal Information we may collect from you
  • We may obtainthe following personal information from you:
  • personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers
  • date of birth
  • gender
  • membership/registration start and end date
  • references and other information included in a CV or cover letter or as part of the application process for membership/registration
  • records of your interactions with us such as telephone conversations, emails and other correspondenceand your instructions to us
  • records of your attendance at any events hosted by us
  • images in video and/or photographic formand voice recordings
  • your marketing preferences so that we know whether and how we should contact you
  • identification documents such as passport, right to work in UK and others
  • details of next of kin, family members and emergency contacts
  • records of assessment and tests
  • Certificates and awards achieved
  • Courses and workshops attended

We process personal data about, but not limited to:


  • members
  • staff, volunteers
  • trustees
  • complainants
  • supporters/funders
  • partners
  • enquirers
  • advisers and representatives of other organisations

  1. SPECIAL CATEGORIES OF PERSONAL INFORMATION

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:


    • information about your race or ethnicity, religious beliefs and sexual orientation
    • information about your health, including any medical condition, health and sickness records, medical records and health professional information

We may not collect all of the above types of special category personal information about you.In relation to the special category personal data that we do process we do so on the basis that

  • the processing is necessary for reasons of substantial public interest, on a lawful basis
  • it is necessary for the establishment and requirements of our funders and partners
  • it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law;or
  • based on your explicit consent

In the table below’ we refer to these as the “special category reasons for processing of your personal data”.


We may also collect criminal records information about you. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.


  1. WHERE WE COLLECT YOUR INFORMATION

We typically collect personal information about you when you apply to become a member of our club or register on our projects by completing a membership or registration form. We may also get your personal details when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way or when you attend one of our events.


If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.


  1. Uses made of the information

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.


PurposePersonal information usedLawful basis
To administer any membership/registrationyou have with us and managing our relationship with you, including dealing with paymentsandany support, service or enquiries made by youAll contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences.This is necessary to enable us to properly manage and administer your membership/registration with us.
To send you information about activities, projects, courses, events, etc.Contact and registration details.To communicate with you effectively.
To send you otherinformation we think you might find useful i.e. newsletter, project update and pictures.Contact and registration detailsWhere you have given us your explicit consent to do so.
To answer your queries or complaintsContact details and records of your interactions with usWe have a legitimate interest in dealing with your complaints.
Retention of recordsAll the personal information we collect.We have a legitimate interest in retaining records whilst they may be required in relation to the requirements of our funders and partners.
For the purposes of promoting the organisation, our work, projects, activities and events. Also groups and individuals.Images in video and/or photographic form.Where you have given us your explicit consent to do so.
To administer your attendance at any courses or programmes you sign up to.All contact and registration details.This is necessary to enable us to register you on to and properly manage and administer your attendance on the course and/or programme.
To inform next of kin of any issues, especially in emergencies or returning late from trips and residentials.Next of Kin and Emergency contact detailsTo communicate with parents and close family members and the need to inform them.
To arrange for any trip or transportation to and from an eventIdentification documents details of next of kin, family members and emergency contacts, health and medical information.This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to an event.
To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate in any events or activities we host and to provide appropriate adjustments to our sports facilities.Health and medical information and disability or medication information.To keep individuals safe and to be inclusive to everyone.
For the purposes of equal opportunities monitoringName, title, date of birthgender, information about your race or ethnicity and health and medical informationWe have a legitimate interest to promote an environment that is inclusive, fair and accessible.
To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirementsInformation about your criminal convictions and offencesFor criminal records history we process it on the basis of legal obligations or based on your explicit consent.

For some of your personal information you will have a requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to register you on our projects and activities. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to help you as much as possible.


Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.


  1. DIRECT MARKETING

Email, Post, Phone and SMS marketing: from time to time, we may contact you by email, post, phone or SMS with information about our services we believe you may be interested in.


We will only send messages to you in accordance with the marketing preferences you set.You can then let us know at any time that you do not wish to receive messages by emailing us on info@newark.org.uk


  1. Cookies and other web technologies

Our website does not use cookies to monitor visitors to our website and our web pages.


  1. Disclosure of your PERSONAL information

We share personal information with the following parties:


  • Staff and volunteers delivering the service or project and need the information
  • Funders, partners and sponsors who support our work
  • The Government or Charity Commission: where we are required to do so by law or to assist with their investigations or initiatives.
  • Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

  1. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY

The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.


  1. STORING YOUR PERSONAL INFORMATION

We take steps to ensure that personal data is kept secure at all times against loss or disclosure. We have a password protected database and password protected computer access, restricted access to certain areas of our system and maintain files in a secure, locked environment. We backup our data securely and do not routinely allow data to be taken off site. When it is necessary to have data taken off site we take steps to ensure data is encrypted or password protected.


  1. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with regulatory requirements i.e. HMRC 6 years. Also our funders may require us to retain information for certain length of time. Generally, where there is no legal requirement we will retain it as long as necessary or you are no longer in contact with us.


  1. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION

You have the following rights in relation to your personal information:


  • the right to be informed about how your personal information is being used
  • the right to access the personal information we hold about you
  • the right to request the correction of inaccurate personal information we hold about you
  • the right to request the erasure of your personal information after your connection with us

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.


To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using on info@newark.org.uk


If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.


  1. CHANGES TO THIS NOTICE

We may update this privacy policy from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so.


  1. CONTACTING US

In the event of any query or complaint in connection with the information we hold about you, please email info@newark.org.uk or write to us at Newark Youth London, Unit S2, Whitechapel Centre, 85 Myrdle Street, London E1 1HL