Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the Data Protection Legislation*.
*Data Protection Legislation means all applicable privacy and data protection laws including the General Data Protection Regulation (EU 2016/679) (“GDPR”) or any successor legislation to the GDPR and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time.”
Who are we?
Grantown Playgroup are the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
How do we process your personal data
Grantown Playgroup complies with its obligations under the Data Protection Legislation 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.
Our umbrella organisation, Care and Learning Alliance, are registered with the U.K Information Commissioners Office (ICO) and are governed by their rules and regulations.
Where possible information will be anonymised before being transferred.
We collect and use your personal data for the following purposes (full details below)
- If you or your child/ren use our Early Learning and Childcare service
- To manage our employees and volunteers
- To enable us to deliver our contract with funders
- To inform you of news, events and activities in relation to Grantown Playgroup or to promote or fundraise for the Charity
- To maintain our own accounts and records (including the processing of gift aid applications)
If you or your child/ren use our Early Learning and Childcare service
We hold data on you and/or your child/ren to allow us to safely provide early learning and childcare services. This may include personal information such as medical records, emergency contact information etc. We will seek your consent for this, but we have a legal obligation to collect, process and store certain personal data. This includes information required by public bodies to evidence our compliance with the applicable regulatory framework. We are also required to share personal information with external social or health care professionals, including public bodies and local safeguarding groups (in some circumstances) to ensure your or their safety.
Consent for media use and outings will be gathered at the setting .
We do not retain this information once a child/ren leaves our setting, except to the extent as may be required by law or regulation.
To manage our employees and volunteers
If you apply to work or volunteer with us and are successful, we will retain your information to allow us to process your payroll and other HR procedures such as next of kin, medical information and so on.
If you are unsuccessful in your application we will retain your application data for 6 months in order to contact you should other suitable opportunities arise.
If you are a sub-contractor we will retain your contact details in case of our future needs for your expertise.
To enable us to deliver our contract with funders
We will keep data so we can report to our funders regarding the monitoring of grants or funding.
We also use it to keep you informed of our activities and of relevant events.
We may also consult with you or contact you, for instance, if we are seeking to match funding from another organisation
Any personal data will be retained for the timescales as per in the grant agreements and will be deleted thereafter. If we retain it, we will seek consent.
To maintain our own accounts and records (including the processing of gift aid applications)
We will hold information to allow us to maintain our own accounts and finance information or, as a Charity, process gift aid applications where appropriate.
If you withdraw your consent
If you do not wish for us to retain your personal data, please let us know as soon as possible – details below. However, you should note that it could become difficult or impossible to complete any contractual agreements with you or keep you informed of our activities.
To exercise all relevant rights, queries or complaints please in the first instance contact the manager, Nicki Watkins, at Grantown Playgroup, Black Park, Heathfield Road, Grantown on Spey, PH26 3HX. 01479 873598