LOOSC - GDPR - (General Data Protection
Regulation 2018) PRIVACY NOTICE Providing
you with a clear view on how we use your personal data
LOOSC Mission Statement
“We aim to offer play and education opportunities that are
fun and challenging whilst promoting the dignity, privacy, choice, safety,
potential and diversity of all users and staff of the club”
Introduction
LOOSC
(Laurencekirk Out of School Club) is a registered charity run by a parent
management committee that provides out of school
care, before and after school
as well as holiday periods
since 20 April 1996.
We
strive to provide a professional childcare service, that meets and complies
with all regulations and legal acts including guidance outlined by the Scottish
Services Council (SSSC), Care Inspectorate and Her Majesty’s Revenue and Custom
(HMRC).
It
is necessary for LOOSC to collect and record personal data about individuals in
our care and employment including their parents/guardians personal data, where
necessary. This enables us to, fulfil our legal and financial duties as well as
contractual duties to our users, as part of our legitimate reason to process
and record data.
LOOSC
takes your privacy very seriously, and the information within this privacy notice describes the data we hold on clients (e.g. parents, guardians
and children) and what we do
to maintain your right to privacy.
Data Compliance and Your Rights
The
data compliance officer for LOOSC is the manager, who is located at: LOOSC, Laurencekirk
Primary School, Frain Drive, AB30 1EG, Telephone – 07902381368, Email - theloosc@hotmail.com
You
have the right to access, change, update, delete and restrict the personal data
we hold. You have the right to express any concerns you may have to Data
Compliance Officer and to the data protection regulator.
Collecting your
Personal Data
We
collect and record your personal data through the on-line booking system
"Kids Club HQ" including registration, consent, permissions,
contracts, bookings, medical/dietary needs,
emergency contacts and details of your child(ren) inputted by yourself
as well as via email and
paper file updates, which include photographs. Registers, medical/dietary, emergency
contacts, consents and permissions are recorded on paper as well as digitally,
and stored in locked areas or password protected devices.
How long we retain your Personal Data
We
keep your personal data securely for as long as you use our service. After
which, we securely destroy your information after one year for administrative
purposes and after seven years for financial purposes.
What Personal Data we hold
In
order to best meet the needs of the children and families in our care we process
the following data:
· Personal Information (e.g. name, address,
date of birth, contact information — including parents/guardians work details, emergency and
telephone contacts, email address, health/medical information and personal preferences)
· Financial Information (contracts, types of payment methods,
days of attendance, billing sheets)
· Individual Planning
(including individual SHANARRI plans, additional needs information)
What we use your Personal Data for
We
use your personal data:
·
To
comply with the law
·
To
assess and improve our services
·
To
meet guidance outlined by SSSC, Care Inspectorate and HMRC
We
display snapshots of children’s activities, feedback and achievements on notice
boards, evidence folders and through the use of social media platform,
Facebook, which complies with the EU-US Privacy Shield Framework. We do not
share information with third parties unless we believe that there is evidence
of harm or the intent to harm children in our care under our child protection policies
and duties and if requested to do so in line with government guidance.
Only
key personnel have access to personal data. We may, by individual consent, ask
for permission to share records or information for children or families who
require additional support, if we require to seek advice or guidance.
Keeping in Contact
We
would like to contact you through the details provided on the online booking
system registration details to discuss:
· Your child(ren) and
your requirements
· Your account with us including finances
· Any holiday requirements
· Any changes to
contracts or bookings
· Requesting feedback for
evaluation purposes
· To keep you updated
with any Club news or Committee news
Your Consent
We
require your consent to allow us to process your data. You may change or
withdraw at any point by consent that you have previously given, by emailing: theloosc@hotmail.com. You may also ask that
data on you and your child be erased if you believe that the information contained is not accurate.
GDPR (General Data
Protection Regulation) Policy
We
hold a full policy on general data protection that can be accessed within the
service or emailed to you directly. We encourage you to read this policy at
your own convenience. The full policy includes data minimisation, retention and
deletion information. Paper copies will be securely shredded and data erased.
In brief you may request that the information we hold be accessed by emailing
the data compliance manager. We will respond to this within one month of
receiving the request. The full details are outlined in our data protection
policy.
Keeping LOOSC Informed
It
is important to keep us updated with accurate information on your child and
your personal details such as address, emergency contacts, your child’s
individual needs or requirements etc.
Privacy Policy Updates
We
will continue to review our Privacy Policy and updates will be available within
the service or sent out via email at your request.
