Privacy policy

Introduction

When you use the Young People’s Hub from KIDS website you will be giving us some information about yourself. We want you to be safe and secure when you use our website. We want to you to feel confident that we are looking after the information you give us. 

In this Privacy Policy we tell you how and why we collect your information about you. We will tell you about the legal rights you have. And we will tell you about the steps we take to keep your information secure and private.

What is ‘personal information’?

When we talk about personal information we mean any information that is about you. That could be:

• Your name
• Your contact details
• Your age
• Information about your disability if you are disabled
• Information about your family
• Information about your friends
• Things you like doing
• Things you believe

Why is this important?

We have to take care of your information because it’s the law. There are strict laws called GDPR and the Data Protection Act 2018 that make sure we look after your information carefully. 

But it is about more than the law. We take care of your information because it’s the right thing to do. Information about you is valuable. Companies want to get hold of it because they can use it to try to sell you things or influence you. Sometimes criminals can try to use information about you to pretend to be you.

So it’s important that when you give us information we are very careful with it. We want you trust us to look after it. So we promise to look after your information as best we can so that it is safe and you are not exploited.

If you have any questions

If you have any questions about how we use your information, you can contact us in the following ways:

By email at hub@kids.org.uk

Through the contact form on this Hub website

By writing to us at the following address: KIDS, 249 Birmingham Road, Wylde Green, Sutton Coldfield, West Midlands B72 1EA

How we collect and use your information

Most of the information we use is provided to us directly by you when you use our website or contact us. 

We may also sometimes get information about you indirectly. That might be if someone who cares for you has contacted us and given us your information because you asked them to or they think you might benefit from our services. 

Your data protection rights

Under data protection law, you have important rights.

• Your right of access: you have the right to ask us for copies of the information we hold about you. There are some exemptions to this, which means that very occasionally you may not always receive all the information we have.
• Your right to rectification: you if the information we hold about you is inaccurate or incomplete you have the right to have it corrected.
• Your right to erasure: you have the right to ask us to delete or remove your personal information from our systems. In some circumstances we may not be able to delete all the information we have about you. That can be because the law tells us we are not allowed to.  
• Your right to restriction of processing: you have the right to ask us to restrict the ways we use your information, i.e. to ‘block’ us from using your personal information or limit the way in which we can use it.
• Your right to object to processing: sometimes we use a legal basis called ‘legitimate interest’ to use your information. In this case you have the right to object to processing. If you do this we will stop processing your personal information unless very exceptional circumstances apply, in which case we will let you know why we’re continuing to process your personal information.
• Your right to data portability: you have the right to ask that we transfer the information you gave us to a different organisation, or give it to you. The right only applies if we are processing information based on your consent or under contract.

Exercising your rights 

To exercise any of the above rights please contact us at the contact details above. 

You are not required to pay any charge for exercising your rights. We have one month to respond to you.

We will use all reasonable efforts to provide you with your rights. If you’re not satisfied with the way any request you make in relation to your personal information is handled by us then you may be able to complain to the Information Commissioner’s Office. The Information Commissioner is the official responsible for data protection in the UK. 

Sharing your information

We will never sell your information or give it to other companies so they can try to sell you things.

We do use some companies to help us provide our services. For example, our email uses Microsoft Office. Companies like this are called data processors. 

When you give us your information we will share it with some of our data processors so that we can provide you with the information or service you have asked for. 

We have strict contracts with all our data processors. That means it is illegal for them to do anything with your personal information unless we have told them they can do that. We make sure they store your information securely and don’t give it away to other people or organisations unless we have told them they can do that. 

The data processors we use are based in different countries around the world. If they are located outside the European Union we make sure they have policies in place to ensure they follow strict rules to ensure your information is safe. 

Sometimes we may have to share your information because the law tells us we have to. For example, a court of law may order us to or the police may ask us for your information. If that happens we will make sure that their request is legitimate before we share any information.

Links to other websites

Our website contains links to other organisations. This privacy policy does not cover how those organisations use your information. Please read the privacy notices on the other websites you visit.

Children’s information

The KIDS Young People’s Hub is designed for people aged 14 to 25 years old. 

If you are under 18 we have to ensure that we are looking out for your safety and taking your needs into account. Sometimes that may mean we have to check how old you are or ask your parent or guardian for information or permission before we do things.

It is illegal for us to sign you up to our mailing list for the Hub if you are under 13 years old. If you are under 13 and want to know more about the Hub then please ask a parent or guardian to sign up on your behalf. 

Our processing purposes

This section explains the tasks we undertake and what we do with your information to do those tasks.

1. Make a general enquiry

Purpose and legal basis for processing

When you contact us to make a general enquiry about our Hub or about KIDS, we collect your personal information so that we can respond to your enquiry in the most appropriate way.

The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(f) of the GDPR which allows us to process your personal data where it is in our legitimate interests to do so. We always balance our legitimate interests with your interests as the owner of your own information.

What we need and why we need it

We need enough information from you to answer your enquiry. This will usually include your contact details. If you contact us by post, email or through our website, we will need some contact details from you in order to respond to you. We will record the details of your enquiry in order to answer appropriately.

What we do with your information

we will keep a record of your enquiry and your contact details so we can respond to you appropriately and effectively. We will keep a record of our response to you. We will keep the information you provide so that, if you contact us again, we have a record of your enquiry and our response. We may also use it to analyse our own work and how well we carry out our tasks.

What are your rights

You have the rights of access, rectification, erasure, restriction, objection.

Our data processors

We use Office 365, provided by Microsoft to provide our email system and some cloud storage services (such as storing documents). We use Amazon Web Services (AWS) to host our website. If you contact us via our website the information you supply via the forms on our website will be stored by AWS.

2. To Keep In Touch With You

If you are interested in finding out more about our Hub, keeping up to date about its progress, or helping us to build it and improve it then we will invite you to sign up to our mailing list. We will send you regular emails about the Hub with opportunities for you to send us your ideas, opinions and feedback about the Hub. 

Purpose and legal basis for processing

If you sign up we will add your name and contact details to our marketing list. We will only ever send you such information when we have your consent to do so and we will send you that information only via the channels (e.g. by email) that you have told us we can use.

The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(a) of the GDPR which allows us to process your personal data where we have your consent to do so. You can only legally provide consent if you are 13 years old or over. If you are under 13 years old then you must ask a parent or guardian to sign up instead.

What we need and why we need it

To provide you with the information you have requested we need your name and your email address. We also need to record your consent to receiving this information. If you fill in our sign-up form and click the submit button that will be taken as valid consent. 

What we do with it

We store the details you have given us on our Hub mailing list and use it to provide you with the information you have requested. We may also use your information to understand whether you have responded to anything contained in the information we send you. This helps us to improve our communications.

How long we keep it

We will keep your details on our marketing list until you ask us to remove them. Every email we send you contains an ‘unsubscribe’ link that will remove you from our mailing list. 

What are your rights

We rely on your consent to process the personal data you give us to provide this service. This means you have the right to withdraw your consent at any time. If you do that, we will update our records immediately to reflect your wishes. You also have the rights of access, rectification, erasure, restriction, objection and portability.

Our data processors

We use Office 365, provided by Microsoft to provide our email system and some cloud storage services (such as storing documents). We use Amazon Web Services (AWS) to host our website. If you sign up to our mailing list via our website the information you supply via the forms on our website will be stored by AWS. We use MailChimp to send our Hub mailing list communications.

3. Accessing our website

Purpose and legal basis for processing

The only information we collect from you when you access our website is your IP address. An IP address is the address of your computer or phone or tablet in the language the internet uses. When you visit our website we are sent your IP address and we send our website content back to you at that address.

We only store your IP address while you are viewing our website. We do not store it after you close your browser. 

We do keep a count of the number of times our website pages are viewed, where people come from (e.g. Google or Facebook), and the type of device they are using. But those statistics are only stored anonymously.

The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(f) of the GDPR which allows us to process your personal data where it is in our legitimate interests to do so. We always balance our legitimate interests with your interests as the owner of your own information.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are used by almost every website in order to make the website work, as well as to provide information to the owners of the site.

The table below explains the cookies we use and why. The cookies marked as necessary are essential for our website to function and will be placed on your computer when you first visit our site. Our website currently only uses necessary cookies.