Privacy Policy
Protecting Your Data
Who we are, and how to contact us
We are Stick ‘n’ Step (“we”, “our”, “us”), a registered charity (1136997) and company limited by guarantee (07257957). We’re registered with the Information Commissioner’s Office (the Data Protection Regulation in the UK, and you can find our registration here. This privacy notice describes how we process personal information in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. We are committed to respecting the information you trust us with and making sure that we keep it safe. To contact us with any questions, or to make any requests, email our Data Protection Officer, Sarah Smithson info@sticknstep.org or write to Sarah Smithson, Stick ‘n’ Step, 3 Croxteth Avenue, Wallasey, CH44 5UL.
Who do we process personal information about?
We will process personal information about you if you are:
A child/family that we provide(d) services for.
An employee of Stick ‘n’ Step (or someone who is being recruited to Stick ‘n’ Step or previously worked for us)
A donor or someone who has signed up to hear about the work we do.
What types of personal information do we process?
If you’re a child/family who we provide services to:
Basic personal details e.g. name, date of birth, home address, emergency contact details
Dietary requirements
Attendance information
Photographs and video clips of the Child to use in end of year reports, for general display purposes and to publicise the work of Stick ‘n’ Step
Information documenting a child’s development including; individual development plans, observations and assessments, progress reports, records from other professionals e.g. Education Health and Care plans
Accidents forms and records of any reportable death, injury, disease or dangerous occurrence
Information about race or ethnicity, spoken language and nationality.
Information about health, including medical history, health and sickness records.
Information about a child’s accident or incident reports including reports of pre-existing injuries.
Information about a child’s incident forms / child protection referral forms / child protection case details / reports. Including conversations with Parents where Employees of Stick ‘n’ Step deemed relevant to safeguarding including the prevention of radicalisation or other aspects of the governments Prevent strategy.
If families fail to provide certain information when requested, they may not be able to access our support services, or we may be prevented from complying with our respective legal obligations to Children and Parents.
If you’re a current, prospective or historic employee
Job application or CV
Interview notes
Basic personal details e.g. name, date of birth, home address, emergency contact details
Performance reviews
Training records
Absence records
Disciplinary / grievance information
If you’re a donor or someone who has signed up to hear about the work we do: Almost all of the information we have is information you've given to us. That might be when you sign up to an event or challenge, donate funds or directly via our website, emails, telephone conversations, and written and verbal communication.
The types of information you give us will vary depending on the interaction but typically will include:
name, address, and contact details
details of your interactions with us face-to-face, on the telephone or online
giving details
information about how you interact with our communications
Why do we need to process personal information?
If you’re a child/family who we provide services to:
To carry out the services we’ve agreed to provide.
To comply with safeguarding procedures.
If you’re a current, prospective or history employee:
To recruit you to a role, and to carry out the necessary employment checks.
To make sure that all obligations within the employment contract are carried out.
If you’re a donor or someone who has signed up to hear about the work we do:
To contact you where you’ve agreed to hear about the work we’re doing at Stick ‘n’ Step and activities we’re carrying out. This may include contact from our Fundraising Team if you are fundraising for Stick ‘n’ Step.
Developing an understanding of the activities, preferences, and requirements of our supporters. For example, we’ll track the activity on our website to understand the pages people visit so we can offer the best layout of our site. Sometimes we’ll contact you to seek feedback on an activity or event you’ve taken part in.
To give you a better and more personalised experience. For example, if you have attended one of our golf days we may contact you to let you know about future golf days to see if you would like to attend.
To obtain feedback on our performance, to assess satisfaction and to improve overall operations.
To handle any complaints or requests you make, and ensure that we are in the best position to address the issues you raise.
Other situations where we will process personal information:
We will also need to process personal information from time to time where necessary for:
Preventing and detecting crime. For example, the use of CCTV in our buildings.
Legal claims and proceedings.
Our legal basis for using your information.
Dependent on your relationship with us, and the reason we’re processing your personal information, the legal basis we’re relying on will vary:
It’s necessary for the performance of a contract – If we provide services to you or your child, there’s certain information we will need to process to fulfil our obligations to you under this contract. This same legal basis will apply if you’re an employee, and we need to process information about you to carry out our obligations under your employment contract.
We have your consent - For example, we might rely on your consent to use a photo or video to promote an event on social media. Where we do, you can withdraw your consent at any time.
It's necessary for our legitimate interests or the legitimate interests of a third party - These interests are set out below. We will only rely on this legal basis where our legitimate interests are not outweighed by your own interests or fundamental rights and freedoms.
It's necessary for compliance with a legal obligation we have – There are some laws which say we have to process information e.g. Safeguarding, Health and Safety.
To protect your vital interests - For example, if we need to share a child’s information in regards to a safeguarding concern.
If we’re processing Special Category information (e.g. health, religion, ethnicity etc.), we will rely on one of the below legal bases where:
We have your explicit consent
To protect your vital interests - For example, we require a child’s health information to ensure our programme is complementary to ongoing medical treatment.
Who do we share information with?
Dependent on your relationship with us, we will need to share your information with third parties. The types of third parties we will share information with are:
Data Processors – organisations who provide services on our behalf, and need information in order to do this. For example, the supplier who provides our IT systems.
Local Authorities – for safeguarding cases.
Regulatory bodies – for ensuring compliance and the safety and welfare of the children.
Schools – to provide a successful transition by ensuring information about the child’s progress and current level of development and interests are shared.
We will only share information with third parties where it is necessary and lawful to do so, and ensure that this sharing is carried out securely.
How long we keep personal information
We only keep your information for as long as it's needed – this is determined either by our legal obligations (i.e. where a law says we have to keep information for a set period of time) or by our business needs.
As you might expect, this will vary dependent on the type of information but we're happy to share more specific retention schedules if you wish to contact us using the details above.
Your rights in relation to your personal information
You have a number of rights in relation to your personal information, as set out below.
Right of access - You may request a copy of your information.
Right to rectification - You may ask us to rectify any inaccurate information we hold about you.
Right to erasure - You may ask us to delete your personal information.
Right to restriction - You may ask us to restrict the processing of your personal information in certain circumstances.
Right to portability - You may request the receipt or transfer to another organisation in a structured, commonly used and machine-readable form, the personal information that you have provided to us.
Right to object - You may object to our processing of your personal information.
Where our processing of your personal information is based on your consent, you may withdraw this consent at any time, although this won’t affect the lawfulness of any prior processing where we relied on your consent.
You may make a complaint about our processing of your personal data by contacting us via the contact details provided in this Notice. While we hope that we would be able to address any issues you have in respect of this processing, you may also make a complaint to the UK’s Data Protection Regulator Information Commissioner’s Office.
How do you make a request in relation to these rights?
Make a request to us, using the details at the top of this privacy notice. The more clear or specific you make your request in, the quicker we’ll be able to respond. We’ll also need to confirm your identity so that we make sure that we don’t release any of your information (or make any changes to your information) without your permission.
There may be situations where we can’t fulfil the request you make to us. For example: If you request that we erase an accident form we hold about you, we won’t be able to fulfil that request as we’re legally required to keep accident forms for 3 years.
Changes to this Privacy Notice
We'll update this page if we decide to change our privacy policy so that you are always aware of the information we collect, how we use it and under what circumstances we disclose it.
If we make significant changes to the notice we’ll contact you directly to let you know.
We encourage you to check back regularly.