When deciding what personal information to collect, use and hold, we are committed to making sure that we will:
- Only collect, hold and use personal information where it is necessary and fair to do so.
- Keep your personal information secure and safe.
- Securely dispose of any personal information when it is no longer needed.
- Be open with you about how we use your information and who we share it with; and
- Adopt and maintain best practice high standards in handling any personal information.
What information do we collect about you?
We collect information about you when you register to join Conwy Youth Service and from the schools EMS database. This information may include your name, date of birth, school attended, postal address, and telephone or mobile number.
We will use this information to provide the services requested, maintain accurate records, and, if you agree, to send you marketing information about events or services we offer.
We also collect parental consent information to allow offsite activities to take place.
How will we use the information about you?
The information we collect about you is necessary for the performance of the contract between us.
It is used:
- for the purpose for which you provided the information, i.e. to become a member of the Youth Service;
- to enable us to communicate with you, and provide you with safe and enjoyable services;
- to enable us to effectively maintain our MIS database and report on activity to the Welsh Government and internal reports;
- to monitor our performance in providing services to you;
- to gather statistical information to allow us to plan future provision of services;
- to gain consent from your parent/s or guardian to take you on trips and activities.
- to send you marketing information about what we offer with your consent.
Keeping your personal data safe
Your personal information is kept securely on our information management system (QES) http://www.qes-online.com/ and Outcome Stars Action planning programme http://www.outcomesstar.org.uk/ both programmes comply with GDPR protocols. This enables us to provide an enhanced services to customers. Your data will only be used for the purposes of managing your involvement in Conwy Youth Service and our partner agencies and departments.
Your data may also be accessible to our partners. These partner agencies and departments have the same committed to handling data in line with current General Data Protection Regulation (GDPR). This information is utilised to enhance the provision of service and or to in the act of safeguarding and child protection.
Disclosing information to outside parties
We will not disclose your information to any other 3rd party, except where required by law or for your personal safety.
We will not share your information for marketing purposes with companies outside Conwy Youth Service. Your information will not be transferred or shared with any organisation outside of the European Economic Area (EEA).
The information you provide may also be used for research, historical or statistical purposes. Where this is the case the relevant data will be anonymised first to remove any identifying features.
By registering with our membership service you consent to us collecting information about your ethnic background, your religious beliefs, or any disability that you may have we will only do so in order to meet our duties under the Equality Act 2010 and to ensure that the service that we provide to you is suitable for your needs.
Who might we share info with and why?
Your personal information may be shared within Conwy County Borough Council or with external partners and agencies involved in the delivery of services on our behalf. They will only have access to your information if it is needed to provide you with a service and to ensure your personal safety.
How long we will hold your information
We will not keep your information any longer than necessary. In line with our retention policy this information will be retained for 6 years after the age of 25 years. When we dispose of personal information, we will do so in a secure way.
Marketing our Services
As a member of Conwy Youth Service from time to time we may send you information on activities and opportunities linked to your involvement in Conwy youth Service. We will not send you information if you have not consented to receive this information on our FA1 registration form.
The Council is required by law to protect the public funds it administers and so may use any information you have provided for the prevention, detection and investigation of fraud and irregularity, for the performance of a contract, or, task carried out in the public interest, or to comply with a legal obligation. Part 6 of the Local Audit and Accountability Act 2014 and the Accounts and Audit (Wales) Regulations are the Legal basis.
To exercise any of your rights under the Data Protection legislation
Conwy Youth Service
If you are not happy with the response you receive from us you have the right to make a complaint to the Information Commissioner’s Office at:
Telephone: 029 2067 8400
Fax: 029 2067 8399