Dovecote Children & Families Project is committed to the safety and protection of all children in its care, staff and parents, and as such this commitment also applies to the protection of personal data, as set out by the GDPR. Dovecote Children & Families Project acts as a Data Controller according to the legislation set out by GDPR.

This policy applies to all services and activities delivered by Dovecote Children & Families Project, including but not limited to: Dovecote Holiday Playscheme, Dovecote Afterschool Club and Little Doves Stay & Play Sessions.

In order to process bookings and enquiries we need to collect personal details about you and the children on your booking. We will respect and protect your privacy at all times. This policy sets out how we will collect, use and store any personal data about you and your child(ren).

By creating an account or completing a booking form, you are agreeing to us storing and processing this information as set out below. You are responsible for ensuring you have the agreement from all persons on the booking form to pass on their details to us.

What is our legal basis for processing data?

Our lawful bases for processing data are as follows:

• Consent — consent has been obtained to use personal data.
• Contract — the processing of data is necessary to fulfil our service agreement with customers.
• Legitimate Interest — we use your data to pursue our legitimate interests in ways which would be reasonably expected to operate our services, and which do not impact on the freedom or rights of customers.

When do we collect data?

When you register your details with us or make a booking, we will need to collect certain personal details to process your booking. Prior to attending our sessions, we will also need to collect more sensitive personal data specifically relating to the children on your booking form — such as medical conditions, allergies and educational needs — to ensure we can provide the appropriate care for your children.

What data do we collect?

Parent/Carer details: Name, address, telephone numbers. Name, address and contact number of any other parent with parental responsibility. Name, address and contact number for a second emergency contact person.

Children’s details: Name, address, date of birth, medical conditions, allergies, cultural, religious or special needs, ethnicity and registered GP.

The law requires us to take reasonable steps to ensure data is kept accurate and up to date. We remind parents/carers to provide us with updated details to enable us to ensure our records are current at all times.

How do we use your data?

If you have a booking with us, we will use your data in relation to delivering our childcare services, to contact you with information relating to your booking and your child(ren)’s time at Dovecote, to protect the welfare of your child, to comply with our legal obligations and to process payments.

Opting In/Out — Your privacy is important to us. You can opt in or out at any time by ticking/unticking certain boxes that relate to your personal information and its use.

Third Parties — We will only ever pass on your personal details to a third party if it is a safeguarding concern or legal proceedings require us to do so. Please be aware that the way in which your personal details would be legally protected within the UK may differ from other countries.

How do we protect data?

Once data is received, we will take all reasonable steps to ensure your data is secure to prevent unauthorised access. Hard copy information at Dovecote is held in a lockable cupboard.

How long do we keep data for?

To comply with the principles of data protection legislation, our Charity will:

• Only keep information for as long as there is a business need.
• Keep records secure, whether electronic or paper.
• Ensure records are retrievable and easily traced.
• Allow a person access to information held about them, should they request it.

Our Charity will also destroy papers and electronic data for which there is no continuing business need, and continue to apply good data management practices to avoid stockpiling information.

Your Rights

You have the following rights in relation to your data: Right to access, rectification, erasure, data portability, to object, and in relation to automated decision making (including data profiling).

If you would like to exercise any of these rights, please contact us:

Please note that in some circumstances we will still need to retain certain data in order to comply with our legal obligations.

If you are not happy with the way we have handled your data or responded to your requests, you can lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns or by phone on 0303 123 1113.

Cookies

Our website uses cookies. Some cookies are essential and enable you to make your booking as seamlessly as possible; others are non-essential and are used to track visitor behaviour, improve user experience or determine relevant content. Cookies are not harmful and do not contain personal information such as your address or date of birth.

You can choose to accept or decline cookies when you first visit the site by accessing the preference panel from your browser’s main menu (usually found under Edit, Tools or Options). If you choose to remove cookies, some features of our site may not function properly.

We may also collect details about your device and visits to our website including IP address, browser type, device type, page interaction information, traffic data and location information. This is statistical information used to help us provide the best online experience for our users and does not identify any individual.

Changes to our Policy

We reserve the right to update this policy from time to time. We will keep you informed by updating this statement on our website.