YouthAction Northern Ireland is committed to protecting and respecting your privacy. This privacy notice outlines how we use and process the personal information that you provide to us.
This privacy notice seeks to comply with the General Data Protection Regulation (GDPR) which will apply from 25th May 2018.
The aim of the GDPR is to protect individuals from privacy and data breaches in an increasingly data-drivenworld. As a result, this privacy notice explains how YouthAction NI will usethe personal data it collects from you.
As a voluntary youth organisation YouthAction NI regularly asks young people and adults for information about themselves. We ensure the personal information we hold about you is held safely and securely.
What information do we collect?
The majority of our work is concerned with providing services to members, delivering youth work training and youthwork programmes to young people. To provide efficient services and support in this regard we collect and process personal data.
Any information you provide is carefully protected and stored in our offices and our secure database. We keep all personal information confidential, except where disclosure is required and permitted by law.
We may collect and process thefollowing information about you:
Ø Name, address, age, parent/carerdetails (as applicable), email address, telephone number, fax number, and other related details.
Ø Religion/race/ethnicity/gender/sexual orientation/country of birth/political opinion
Ø Marital status/dependants
Ø Employment status
Ø Parent/carer contact details
Ø Banking information
Ø Business contact information such as your full name, email address, job title and the organisations that you are associated with.
Ø Records of your registration and attendance at events, such as conferences, seminars, training sessions and formal meetings that we organise or host.
Ø Records of your membership with us including emails, notes from phone calls and face-to-face meetings
Ø If you apply for a job with YouthAction Northern Ireland we collect your personal contact details and employment history, as well as equality monitoring information and unspent criminal convictions (where applicable) in completing job applications and pre-employment checks.
Ø Information that you providevoluntarily on our website www.youthaction.org including your IP address and theresources that you access.
Ø Data from completed research surveys.
Ø Details of YouthAction NI transactions and programmes you are engaged in
Ø A record of our contact with you through all mediums i.e. online, in person, by telephone, fax, etc.
Ø Images, video and sound recordings. YouthActionNI may take photographs, video, sound recordings at its events for use inprinted and electronic media for promotional purposes. Some images or recordings may be selected for permanent preservation in YouthAction NI’s archive of all our activities and may be used for research, publications, and displays. You will be informed of this privacy policy prior to recording.
How do we collect your personal data?
We collect personal data from you:
Ø When you engage in our youth work programmes and training
Ø When you register to attend an event such as a conference or training session
Ø When you contact us to book a room in College Square North
Ø When you contact us for advice or support
Ø When you contact us to apply for YouthAction NI membership
Ø When you attend an event organised byus, inside or outside our buildings
Ø When you visit our website (www.youthaction.org)
Ø When you complete one of our surveys and/or involved in our research
Ø When you apply for a job with us
How will we use your information?
We will use your information to:
Ø Manage registration and attendance attraining and events, and to evaluate feedback afterwards
Ø Maintain records of services, advice or support that our staff have provided to you
Ø Provide you with information that you request from us or that we feel may be of interest to you, were you have given permission to be contacted in this regard.
Ø Contact you in relation to surveysand research.
Ø Assist with YANI’s organisationalplanning and maintenance of organisational records.
Ø Reporting to funders as percontractional requirements.
Ø Share information with third parties including registration with awarding bodies and funders as per contractual obligations.
What is the lawful basis forprocessing your personal data?
We use the following lawful bases to process personal data:
How do we store your data?
Ø We minimise the amount of personal data we keep about you and the period of time we hold it for.
Ø We apply our retention schedule when we no longer require personal data and ensure its secure deletion or disposal.
Ø We make sure that we do not collect more personal information than we need in order to carry out our activities and review our practices regularly.
Ø We store data in secure premises at YouthActionNI offices backed up on external servers compliant with UK law regarding the protection and storage of data. All information you provide to us is stored on secure servers.
Ø When we use third party services and cloud services to process personal data we take due diligence to make sure that they are reputable and have appropriate data protection practices.
What rights do I have?
Ø You have the right to obtain confirmation that your data is being processed, and access your personal data. Please note any access request may be subject to a fee of up to£10 to meet labour costs in providing you with details of the information we hold about you.
Ø You are entitled to have personal data rectified if it is inaccurate or incomplete
Ø You have a right to have personal data erased inspecific circumstances
Ø You have the right to ‘block’ or suppress processing of personal data, in specific circumstances
Ø You have the right to data portability, in specific circumstances
Ø You have the right to object to the processing of personal data, in specific circumstances
Ø You have rights in relation to automated decision making and profiling
How do I complain if I am not happy?
Ø If you are unhappy with any aspect of this privacy notice, or how your personal information is being processed, please contact;
Tel:02890240551
Ø If you are still not happy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
InformationCommissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113
Email: casework@ico.org.uk
https://ico.org.uk/global/contact-us/