Friends of St Richard’s Catholic Primary School privacy notice
What is this privacy notice/policy:
This Data Privacy Notice/Policy describes the categories of personal data the Friends of St Richard’s Catholic Primary School and Nursery processes and for what purposes. The Friends of St Richard’s Catholic Primary School and Nursery are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR), the regulations set by the European Union, and Data Protection Act 2018 (DPA 2018), the UK law that encompasses the GDPR.
This Privacy Notice/Policy applies to members, parents/guardians of school children, volunteers, employees, contractors, suppliers, supporters, donors and members of the public who will make contact with the Friends of St Richard’s Catholic Primary School and Nursery.
Who we are:
The Friends of St Richard’s Catholic Primary School and Nursery are a registered charity with the Charity Commission for England and Wales; charity number 1126399.
The Data Controller for the Friends of St Richard’s Catholic Primary School and Nursery is the Executive Committee who are appointed at an Annual General Meeting and are Charity Trustees. The Chair of the Charity Trustees is Jennifer Carter.
From this point on the Friends of St Richard’s Catholic Primary School and Nursery will be referred to as “we”.
Being a small charity, we are not required to appoint a Data Protection Officer.
The data we may process:
The majority of the personal information we hold, is provided to us directly by you or by the parents or legal guardians of school children verbally or in paper form, digital form or via our online membership system via our website. In the case of adults and volunteers, data may also be provided by third parties, such as the Disclosure and Barring Service (DBS).
Where a child is under the age of 18, this information will only be obtained from a parent or guardian and cannot be provided by the young person.
We may collect the following personal information:
Personal contact details such as name, title, address, telephone numbers and personal email address - so that we can contact you.
Date of birth - so that we can ensure children are allocated to the appropriate activities for their age and that adults are old enough to take on an a suitable voluntary position.
Gender – so that we can address individuals correctly and accommodate for any specific needs.
Emergency contact information - so that we are able to contact someone in the event of an emergency.
Government identification numbers e.g. national insurance, driving licence, passport - to be able to process volunteer criminal record checks via the Disclosure and Barring Service (DBS).
Bank account details, and tax status information - so that we are able to collect gift aid from HMRC where donations are made.
Race or ethnic origin - so that we can make suitable arrangements based on children’s cultural needs.
Health records - so that we can make suitable arrangements based on members medical needs.
Criminal records checks - to ensure that a safe space is maintained for children and adults.
In addition we collect personal information from our website www.strichardsprimaryfriends.org. We receive, collect and store any information you enter onto our website or provide us in any other way. In addition, we collect the Internet Protocol (IP) address used to connect your computer to the internet; login address; password; computer and connection information, including page response time, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We also collect personally identifiable information (including name, email, password, communications); payment details (including credit card information), comments, feedback, product reviews, recommendations, and personal profile.
How do we collect your personal information:
When you conduct a transaction on our website, as part of the process, we collect personal information you give us such as you name, address and email address. Your personal information will be used for the specific reasons stated above only.
We may also collect personal information in person at any of our events or sales.
The lawful basis we process your data by:
We comply with our obligations under the GDPR and DPA 2018 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
In most cases the lawful basis for processing will be through the performance of a contract for personal data of our adult volunteers and legitimate interest for personal data of St Richard’s Catholic Primary school children. Sensitive (special category) data for both adult volunteers and children will mostly align to the lawful basis of legitimate activities of an association. Explicit consent is requested from parents/guardians to take photographs of any children. On occasion we may use legitimate interest to process photographs where it is not practical to gather and maintain consent such as large-scale events. On such occasions we will make it clear that this activity will take place and give individuals the opportunity to exercise their data subject rights.
We use personal data for the following purposes:
to provide information about our events and activities to parents and guardians and other volunteers of the Friends of St Richard’s Catholic Primary School and Nursery.
to provide a voluntary service for the benefit of the children, teachers and parents of St Richards Catholic Primary School and Nursery.
to administer membership records.
to fundraise and promote the interests of the Friends of St Richard’s Catholic Primary School and Nursery.
to manage our volunteers.
to maintain our own accounts and records (including the processing of gift aid applications).
to inform you of news, events, activities and services being run or attended by the Friends of St Richard’s Catholic Primary School and Nursery.
to ensure and evidence your suitability if volunteering.
to contact your next of kin in the event of an emergency.
to provide our members and volunteers with ongoing customer assistance and technical support.
to create aggregated statistical data and other aggregated and or inferred Non-personal Information, which we or our business partners may use to provide and improve our respective services.
to comply with any applicable laws and regulations.
We use personal sensitive (special) data for the following purposes:
for the protection of a person’s health and safety whilst in the care of the Friends of St Richard’s Catholic Primary School and Nursery.
to respect a person’s religious beliefs with regards to activities, food and holidays.
for equal opportunity monitoring and reporting.
Our retention periods:
We will keep certain types of information for different periods of time in line with our retention policy.
Sharing your information:
Children and other data subjects:
We will normally only share personal information with adult volunteers holding an appointment in the Friends of St Richard’s Catholic Primary School and Nursery.
We will share the personal data of children and their parents/guardians with St Richard’s Catholic Primary School for the purpose of managing safeguarding cases. The privacy and security notice for St Richard’s Catholic Primary School can be found here: https://www.strichardsprimary.co.uk/data-protection-and-foi/. The sharing of this data will be via email or verbal disclosure.
We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of the Friends of St Richard’s Catholic Primary School and Nursery and St Richard’s Catholic Primary School and Nursery as data controllers in common.
All data subjects
We will however share your personal information with others outside of the Friends of St Richard’s Catholic Primary School and Nursery where we need to meet a legal obligation. This may include St Richards Catholic School and Nursery and its insurance subsidiary, local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.
We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so.
We will never sell your personal information to any third party.
Sometimes we may nominate a member for awards, (such as a school merit) such nominations would require us to provide contact details to that the school.
Where personal data is shared with third parties we will seek assurances that your personal data will be kept confidential and that the third party fully complies with the GDPR and DPA 2018.
How we store your personal information:
We generally store personal information in the following ways:
Google Workspace – We use Google Workspace to manage our email and electronic storage.
Wix – Our website is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall.
All direct payment gateways offered by Wix.com and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirement help ensure the secure handling of credit card information by our store and its service providers.
Printed records and data held while attending events - paper is sometimes used to capture and retain some data for example:
Gift Aid administration
Health and contact records forms (for events)
Events coordination with event organisers
Paper records for events are used rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available. We will minimise the use of paper to only what is required for the event.
How do we communicate with you:
We may contact you to notify you regarding your account, to troubleshoot problems with your account, to resolve a dispute, to collect fees or monies owed, to poll your opinions through surveys or questionnaires, to send updates about us, or as otherwise necessary to contact you to enforce our User Agreement, applicable national laws, and any agreement we may have with you. For these purposes we may contact you via email, telephone, text message, and postal mail.
Forms related cookies
When you submit data through a form such as those found on our contact pages or comment forms, cookies may be set to remember you your user details for future correspondence.
Third Party Cookies
Our website is hosted by Wix.com. Cookies are used for important reasons such as:
To provide a great experience for our visitors and customers.
To identify our registered members (users who registered to our site).
To monitor and analyse the performance, operation and effectiveness of Wix's platform.
To ensure our platform is secure and safe to use.
Our site uses Google Analytics which is one of the most widespread and trusted analytics solutions on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.
For more information on Google Analytics cookies, see the official Google Privacy information page.
Further useful links regarding Cookies:
Cookie settings in Internet Explorer
Cookie settings in Google Chrome
Cookie settings in Safari (OS X)
Cookie settings in Safari (iOS)
To opt out of being tracked by Google Analytics across all websites, visit this link: http://tools.google.com/dlpage/gaoptout
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
How we provide this Privacy Notice:
A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request. A version is permanently available on our website.
As a Data Subject, you have the right to object to how we process your personal information. You also have the right to access, correct, sometimes delete and restrict the personal information we use. In addition, you have a right to complain to us and to the Information Commissioner’s Office (www.ico.org.uk).
Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:
The right to be informed – you have a right to know how your data will be used by us.
The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request.
The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing.
The right to erasure – this means that you have the right to request that we delete any personal data we have about you. There are some exceptions, for example, some information will be held by us for legal reasons.
The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue is resolved.
The right to data portability – this means that if you ask us we will have to share your data with you in a way that can be read digitally – such as a pdf. This makes it easier to share information with others.
The right to object – you can object to the ways your data is being used.
Rights in relation to automated decision making and profiling – this protects you in cases where decision are being made about you based entirely on automated processes rather than a human input, it’s highly unlikely that this will be used by us.
Who to contact:
If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us by email on email@example.com
How can you withdraw your consent:
If you don’t want us to process your data anymore, please contact us at firstname.lastname@example.org send us mail to:
St Richard’s Catholic Primary School