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Privacy Notice

OnSide Youth Zones (“we“, “our” and “us”) are committed to protecting and respecting your privacy. We aim to be transparent and fair in all aspects of how we collect, manage and account for your personal data. We take the privacy and security of your personal information very seriously and we are committed to complying with our legal obligations under Data Protection legislation (the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA), the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR)) and any subsequent updated legislation.

This Privacy Notice explains what types of personal information we collect about you, what we do with that personal information, the legal basis for our processing of your personal information, what rights you have in relation to your personal information and how you can exercise those rights. It also explains how we keep your personal information safe and secure.

OnSide Youth Zones is a “data controller” and this means that we are responsible for deciding how we hold and use personal information about you. We are required under Data Protection legislation to notify you of the information contained in this Privacy Notice.

Our Privacy Notice applies to the personal data that we collect from and about you, including any personal data that is shared with us by our Youth Zones. Each individual Youth Zone is a data controller and has its own separate Privacy Notice, which you should read carefully before sharing any personal data with that Youth Zone.

It is important that you read this Privacy Notice together with any other Privacy Notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This notice supplements other Privacy Notices and is not intended to override them. We may update this notice at any time, details of which are found at the end of this document.

1. Who we are and how to contact us

We are OnSide Youth Zones, a company registered in England and Wales with company number 06591785 and a registered charity with charity number 1125893. You can contact us in writing at Suite Ge Atria, Spa Road, Bolton, BL1 4AG or by email at enquiries@onsideyouthzones.org. We are registered with the Information Commissioner’s Office, with registration number: ZA271676. Our DPO can be contacted at dpo@onsideyouthzones.org.

Any changes you make to your communication preferences will be processed by us within ten working days of our receipt of your instruction; however, you may still receive non-essential communications in the intervening time between the submission of your change and when we process that change.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance by following our Complaints Procedure.

2. Definitions

In this Privacy Notice:

3. Data Protection principles

The GDPR is based on six principles which are to be considered when processing Personal Data. Under the GDPR, Article 5 (1) Personal Data should:

  1. Be processed fairly, lawfully and transparently;
  2. Be collected and processed only for specified, explicit and legitimate purposes;
  3. Be adequate, relevant and limited to what is necessary for the purposes for which it is processed;
  4. Be kept accurate and up to date and any inaccurate data must be deleted or rectified without delay;
  5. Be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the data are processed;
  6. Be processed in a manner that ensures appropriate security, using appropriate technical and organisational measures.

Additionally, the UK GDPR Article 5 (2) requires organisations to demonstrate compliance with all the above principles and is sometimes known as the seventh principle.

4. Why do we process your personal data?

Privacy is very important to us. We will only use your personal data in a way that is fair to you and in a clear, honest and transparent way. We will only collect your personal data where it is necessary for us to do so and if it is relevant to our dealings with you.

Essential uses:

We may need to process personal data about you for many essential purposes. We could give lots of examples, but we have set out below a list of the main reasons that we may need to collect and use your personal data. We may not use your personal data for all of these purposes; it will depend on the nature of your relationship with us, and how you interact with OnSide Youth Zones, please note this list is not exhaustive.

Optional uses:

5. Lawfulness of our Processing

It’s lawful for us to process personal data where the following conditions apply:

If you are aged under 16, we will ask your parent or guardian to give their consent to processing of your personal data.

Where you (or your parent or guardian, as applicable) have given us consent to use your personal data in any way, you (or your parent or guardian, as applicable) have a right to withdraw that consent at any time by contacting us on 01204 362 128 or enquiries@onsideyouthzones.org. In some cases, withdrawing your consent may impact on our ability to provide the Services to you.

6. Personal data that we collect

Members, Members’ parents and/or guardians, enquirers, employees, volunteers, suppliers, customers, prospective, current or previous supporters and/or funders, participants at events, job applicants, and other professional contacts as required to carry out the operation of the charity.

7. Who do we share information with?

We may share your personal information within our funders and/or sponsors and within the Youth Zone Network, where it is necessary for the provision of the Services or the delivery of our core charitable services or where you have asked us about a Youth Zone project.

We may also share your personal data with statutory and regulatory bodies (for example, the Charity Commission, Companies House, Health and Safety Executive, Information Commissioner’s Office) where there is a legal requirement to do so.  This might include, for example, for the purposes of registration and maintenance of statutory information.

We may also pass personal data to various third parties who provide various goods and/services to us, or on our behalf, which we require in order to provide you with the Services. In all of these situations we ensure that we always have a written contractual agreement in place that will ensure that those organisations can only use the personal data provided for the specific purposes we direct them to do, and that they have in place strict security requirements in order to protect your personal data.

The table below sets out a non-exhaustive list of examples of some of the third party data processors that we share personal data with as at the date of this Privacy Notice. These third party data processors may change from time to time. You can request a copy of the current register of third party processors that we share personal data with by contacting us on 01204 362 128 or enquiries@onsideyouthzones.org.

Recipient Purpose
Cloud based database systems (Salesforce, UKG, FormAssembly) Storing and analysing data
Database system and application developers and consultants Development of data storing systems including migration of data from one system to another
Website developers Development of website and linked functionality such as online payment systems
Website analytics

(Google Analytics)

Analysis of website activity
Social media analytics Analysis of social media activity
Marketing, communication and PR consultants Marketing, communication and PR support
Consultants and evaluators Assessment of the impact of charitable services, projects, needs assessments or research reports
Recruitment services with applicant recommendation or tracking systems Targeted recruitment of staff
Insurance providers Provision of adequate insurance cover and resolution of policy queries or claims

 

In addition to the above, we may exchange information with third parties for the purposes of fraud protection and credit risk reduction. Where appropriate we may also transfer our databases containing your personal data to a potential buyer (and its agents and advisers) in connection with any proposed purchase, merger or acquisition of any part of our business, or to other interested third parties (and their agents and advisors) in the case of any reorganisation or other potential transfer of any part of our business, provided that we inform the buyer (or relevant third party) it must use your personal information only for the purposes disclosed in this notice.

Other than as set out in this Privacy Notice, we shall NOT sell or disclose your personal data to third parties without obtaining your prior consent unless this is necessary for the purposes set out in this Privacy Notice or unless we are required to do so by law.

8. Where we store your personal data

We have in place appropriate technical and security measures to prevent unauthorised or unlawful access to or accidental loss of or destruction or damage to your information. We store your personal details on a secure server. We use firewalls on our servers.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Our data is typically hosted in the UK and other parts of the EEA, there are however some of our contracted technical service providers that process from outside of the EEA. Where these transfers and any other transfer that may occur in the future are concerned, we ensure that there is a legal basis for the transfer and a lawful transfer mechanism in place prior to any transfers in place.

Any such transfers are done using either a transfer to a country with an adequacy ruling, or if a third country, using the relevant transfer mechanism such as the European Commission Standard Contractual Clauses or the UK International Data Transfer Agreement, or the UK Addendum to the Standard Contractual Clauses or the EU-US Data Privacy Framework; UK Extension to the EU-U.S. Data Privacy Framework or any future mechanisms replacing these and the relevant transfer impact/risk assessments..

Please contact us on 01204 362 128 or enquiries@onsideyouthzones.org if you want further information on the specific mechanism used if your personal data is transferred out of the EEA.

9. Your rights

It is important that the personal information we hold about you is accurate and current.  Please keep us informed if your personal information changes during your relationship with us.

Your rights in connection with personal information Under certain circumstances, by law you have the right to:

In the limited circumstances where you may have provided your consent to the processing of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time.

You will not usually have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

Please contact enquiries@onsideyouthzones.org for further information about any of your rights.

Please note if you ask us to erase your data and/or restrict processing of your data, we may not be able to provide you with the Services.

10. How long we keep personal data

We will only keep personal data for as long as we are either required to by law or as is relevant for the purposes for which it was collected in line with our Data Retention Policy, a copy of which is available on request by contacting us on 01204 362 128 or enquiries@onsideyouthzones.org. After this point the data will either be deleted or rendered anonymous.

Retention of data will normally be in line with statutory requirements, except where legitimate interest or best practice recommendations relevant to on-going provision of the charitable services dictate alternative periods.

We will keep a record of your name and email address on our ‘do not contact’ suppression list if you request that we do not send you direct marketing.

11. Cookies

By visiting www.onsideyouthzones.org (“our website”) you are accepting and consenting to the practices described in this Privacy Notice.

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. For further information about the cookies that we use and what to do if you don’t want to receive cookies, please see our Cookie Policy.

12. External Links

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own Privacy Notices and that we do not accept any responsibility or liability for these notices. Please check these notices before you submit any personal data to these websites.

13. Social Media Platforms (e.g. Facebook or X)

Any communication through external social media platforms that we participate on are subject to the terms and conditions as well as the Privacy Notices held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. We will never ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact us by telephone or email.

Our website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

14. Shortened Links in Social Media

Through our social media platform accounts we may share web links to relevant web pages. By default some social media platforms shorten lengthy URLs (web addresses), this is an example: http://bit.ly/2GGZh1E. Users are advised to take caution before clicking any shortened URLs published on social media platforms by us. Despite the best efforts to ensure only genuine URLs are published, many social media platforms are prone to spam and hacking and therefore we cannot be held liable for any damages or implications caused by visiting any shortened links.

15. Changes to this Privacy Notice & change of purpose

We may amend this Privacy Notice from time to time and any amended notice will be posted on our website.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

16. Version

This Privacy Notice is version 5 and was most recently updated in November 2024.

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