Effective date: 01 August 2022
A new data privacy law was introduced in the UK in May 2018. As a result, we are publishing a new Privacy Policy in respect of our services to make it easier for you to find out how we use and protect your information within Heads Up.
The Privacy Policy was effective from 25 May 2018, and updated as required, and you will be able to view it below or you can ask us to post a copy to you.
The Privacy Policy makes sure we continue to comply with privacy law and regulation. If we make changes to any of these in the future, we will update the effective date to let you know.
This policy is relevant to service users, clients, employees, volunteers and suppliers etc.
1. Who are we?
We are Heads Up Leicester Ltd, a voluntary sector organisation whose charitable objective is to educate families and the public in better standards of childcare, the importance of sound relations between parents and children for the maintenance and enrichment of family life, and good inter-personal communication between adults and children particularly, though not exclusively, within families, and to promote, maintain, improve, and advance the education and welfare of families and their members being in need by reason of their circumstances or their physical, emotional, or spiritual state. Any reference to “we” or “us” or “our” in this policy means Heads Up.
We are registered as a charity with the Charity Commission (No. 1128547) and as a Limited company with Companies House (No. 06763165). Our registered office is 177-179 Narborough Road, Leicester, LE3 0PE.
We look after and are responsible for your data (i.e., the Data Controller). We use a number of external third parties who process your personal data on our behalf, these companies are referred to as ‘Processors’. Any Processors we use also have their own legal responsibility for handling your data.
If you have any questions, or want more details about how we use your personal information, you can ask us:
Email us: [email protected]
Call us: 0116 223 4254
Write to us: FAO Data Protection, Heads Up, 177-179 Narborough Road, Leicester, LE3 0PE.
2. What personal data do we collect?
We collect the following types of personal data from any contact we have with you by telephone, letter, e-mail, our online contact forms, face-to-face and any other means. We may also access information about you that is already publicly available including:
Our website is hosted by Weebly. Weebly provides us with the online platform that allows us to promote our services to you and allows you to contact us using a Contact Form. On submission of a completed Contact Form, your data may be stored through Weebly data storage, databases and the general Weebly applications. Weebly stores your data on secure servers behind a firewall. When anyone visits our website, we also store information about the way you interact with our website using cookies. This helps us to make sure it is the best possible experience for you. For more information on this, please check out our Cookies Policy.
3. How do we use your data?
We use your information in various ways, such as to:
We will not use your personal information for specific purposes such as unsolicited marketing.
We will keep your personal information for as long as you have an active relationship with our organisation. After that relationship ends, we may keep your data for a reasonable period for one of these reasons:
We may keep your data for longer if we cannot delete it for legal, regulatory, or technical reasons.
4. On what basis do we collect your data?
We need a lawful basis to collect and use your personal data under data protection law.
As a charity we predominantly rely on ‘legitimate interest’. This means that personal data may be legally collected and processed if its use is fair and consistent and does not adversely impact the rights of the Data Subject (i.e., you).
When we use your personal information, we will always consider if it is fair and balanced to do so, and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to make sure we use your personal information in ways that are not unduly intrusive or unfair.
For our future, current, and former employees we rely on ‘legitimate interest’, ‘contractual obligation’, and ‘legal obligation’ as legal basis for retaining personal data. This means that personal data may be legally collected and processed to meet our obligations under HR expectations / regulations, the employer / employee contract, common law / statutory obligation (e.g., HMRC or DBS checks) etc.
5. When do we share your data?
We do not have any arrangements in place to share your personal information with others outside our organisation. However, information sharing is essential for effective safeguarding and promoting the welfare of children and young people, and vulnerable adults. GDPR and the Data Protection Act 2018 provides us with a framework to ensure that if your personal information is shared, it is done so appropriately.
Unless it is unsafe or inappropriate to do so, we will be open and honest with you (and / or your family where appropriate) from the outset about why, what, how, and with whom your information will, or could be shared, and seek your agreement. On the occasions where your information is shared. We will keep a record of our / your decision and the reasons for it.
6. What are your data rights?
By providing us with personal data, you have consented to us handling it for the purposes mentioned. If you would like to change the way we are able to contact you, you can simply email us with your account details and your request.
You have the following rights under the UK data protection law. These rights include:
(i) Right to be Informed
You can ask for details of how we process your personal data, as covered by this Privacy Notice.
(ii) Right to Access your Personal Data
You can request a copy of the information we hold about you. There is no charge for this. Our process of compiling a subject access request does not include a review of any ongoing issues and does not form part of our complaints process.
(iii) Right to Rectification
You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us if you want to do this. If you do, we will take reasonable steps to check its accuracy and correct it.
(iv) Right of Erasure
You can request the deletion or removal of personal data where there is no reason for its continued processing. This right is also known as the “Right to be Forgotten”.
(v) Right to Restrict Processing
You can request that no further processing of the personal data we have previously collected occurs.
(vi) Right to Object
You can object to further processing of the personal data we have previously collected.
(vii) Rights in relation to automated decision-making and profiling
We do not currently conduct any automated decision making, including profiling, as defined by UK Data Protection laws.
7. How do we keep your data safe?
We will take appropriate technical and organisational measures to prevent unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to personal data.
All personal data is held in secure systems with controlled access and subject to cyber security measures. We also apply strict physical security at all our sites.
All employees receive cyber security and data protection training relevant to their role.
We ensure that the personal information that you provide us is held on secure servers.
We reserve the right to update this privacy notice at any time, and we will provide you with or draw your attention to a new privacy notice when we make any substantial updates that affect you. We may also notify you in other ways from time to time about the processing of your personal information.
A new data privacy law was introduced in the UK in May 2018. As a result, we are publishing a new Privacy Policy in respect of our services to make it easier for you to find out how we use and protect your information within Heads Up.
The Privacy Policy was effective from 25 May 2018, and updated as required, and you will be able to view it below or you can ask us to post a copy to you.
The Privacy Policy makes sure we continue to comply with privacy law and regulation. If we make changes to any of these in the future, we will update the effective date to let you know.
This policy is relevant to service users, clients, employees, volunteers and suppliers etc.
1. Who are we?
We are Heads Up Leicester Ltd, a voluntary sector organisation whose charitable objective is to educate families and the public in better standards of childcare, the importance of sound relations between parents and children for the maintenance and enrichment of family life, and good inter-personal communication between adults and children particularly, though not exclusively, within families, and to promote, maintain, improve, and advance the education and welfare of families and their members being in need by reason of their circumstances or their physical, emotional, or spiritual state. Any reference to “we” or “us” or “our” in this policy means Heads Up.
We are registered as a charity with the Charity Commission (No. 1128547) and as a Limited company with Companies House (No. 06763165). Our registered office is 177-179 Narborough Road, Leicester, LE3 0PE.
We look after and are responsible for your data (i.e., the Data Controller). We use a number of external third parties who process your personal data on our behalf, these companies are referred to as ‘Processors’. Any Processors we use also have their own legal responsibility for handling your data.
If you have any questions, or want more details about how we use your personal information, you can ask us:
Email us: [email protected]
Call us: 0116 223 4254
Write to us: FAO Data Protection, Heads Up, 177-179 Narborough Road, Leicester, LE3 0PE.
2. What personal data do we collect?
We collect the following types of personal data from any contact we have with you by telephone, letter, e-mail, our online contact forms, face-to-face and any other means. We may also access information about you that is already publicly available including:
- Personal identifiers, contacts, and characteristics (for example, name and contact details).
- Diversity and equality information.
- Well-being and behavioural information.
- Career, training and other HR information.
- Any other information you choose to volunteer to us from time to time.
Our website is hosted by Weebly. Weebly provides us with the online platform that allows us to promote our services to you and allows you to contact us using a Contact Form. On submission of a completed Contact Form, your data may be stored through Weebly data storage, databases and the general Weebly applications. Weebly stores your data on secure servers behind a firewall. When anyone visits our website, we also store information about the way you interact with our website using cookies. This helps us to make sure it is the best possible experience for you. For more information on this, please check out our Cookies Policy.
3. How do we use your data?
We use your information in various ways, such as to:
- Provide you with the services you want and deal with any queries or complaints you may raise.
- Keep our records accurate and up to date.
- Create statistical information, market research, and analysis to better manage our business.
- Comply with any legal and regulatory obligations we may have.
We will not use your personal information for specific purposes such as unsolicited marketing.
We will keep your personal information for as long as you have an active relationship with our organisation. After that relationship ends, we may keep your data for a reasonable period for one of these reasons:
- To respond to any questions or complaints.
- To show that we treated you fairly.
- To maintain records according to rules that apply to us.
We may keep your data for longer if we cannot delete it for legal, regulatory, or technical reasons.
4. On what basis do we collect your data?
We need a lawful basis to collect and use your personal data under data protection law.
As a charity we predominantly rely on ‘legitimate interest’. This means that personal data may be legally collected and processed if its use is fair and consistent and does not adversely impact the rights of the Data Subject (i.e., you).
When we use your personal information, we will always consider if it is fair and balanced to do so, and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to make sure we use your personal information in ways that are not unduly intrusive or unfair.
For our future, current, and former employees we rely on ‘legitimate interest’, ‘contractual obligation’, and ‘legal obligation’ as legal basis for retaining personal data. This means that personal data may be legally collected and processed to meet our obligations under HR expectations / regulations, the employer / employee contract, common law / statutory obligation (e.g., HMRC or DBS checks) etc.
5. When do we share your data?
We do not have any arrangements in place to share your personal information with others outside our organisation. However, information sharing is essential for effective safeguarding and promoting the welfare of children and young people, and vulnerable adults. GDPR and the Data Protection Act 2018 provides us with a framework to ensure that if your personal information is shared, it is done so appropriately.
Unless it is unsafe or inappropriate to do so, we will be open and honest with you (and / or your family where appropriate) from the outset about why, what, how, and with whom your information will, or could be shared, and seek your agreement. On the occasions where your information is shared. We will keep a record of our / your decision and the reasons for it.
6. What are your data rights?
By providing us with personal data, you have consented to us handling it for the purposes mentioned. If you would like to change the way we are able to contact you, you can simply email us with your account details and your request.
You have the following rights under the UK data protection law. These rights include:
(i) Right to be Informed
You can ask for details of how we process your personal data, as covered by this Privacy Notice.
(ii) Right to Access your Personal Data
You can request a copy of the information we hold about you. There is no charge for this. Our process of compiling a subject access request does not include a review of any ongoing issues and does not form part of our complaints process.
(iii) Right to Rectification
You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us if you want to do this. If you do, we will take reasonable steps to check its accuracy and correct it.
(iv) Right of Erasure
You can request the deletion or removal of personal data where there is no reason for its continued processing. This right is also known as the “Right to be Forgotten”.
(v) Right to Restrict Processing
You can request that no further processing of the personal data we have previously collected occurs.
(vi) Right to Object
You can object to further processing of the personal data we have previously collected.
(vii) Rights in relation to automated decision-making and profiling
We do not currently conduct any automated decision making, including profiling, as defined by UK Data Protection laws.
7. How do we keep your data safe?
We will take appropriate technical and organisational measures to prevent unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to personal data.
All personal data is held in secure systems with controlled access and subject to cyber security measures. We also apply strict physical security at all our sites.
All employees receive cyber security and data protection training relevant to their role.
We ensure that the personal information that you provide us is held on secure servers.
We reserve the right to update this privacy notice at any time, and we will provide you with or draw your attention to a new privacy notice when we make any substantial updates that affect you. We may also notify you in other ways from time to time about the processing of your personal information.