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:

• “Member” means a young person who is a member, or applies to be a member, or engages with a Youth Zone. “Membership” shall be construed accordingly;
• “Services” means the sport, art and enterprise activities and other services provided for Members at the Youth Zones, and the services provided in relation to Membership;
• “You” refers to: an individual who visits our website; a Member and/or the parent/guardian of a Member; a supporter; funder; or member of staff or volunteer of OnSide Youth Zones, in respect of whom we process personal data;
• “Youth Zone” means one of our youth centres in our “Youth Zone Network”, which are open to our Members.

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.

• Delivery of core charitable services: Delivery of our core charitable activities may require us to record your contact details, eligibility for our charitable services, records of financial transactions and any other relevant information.
• Communication about, and administration of, your Membership: Where you are a Member (or the parent/guardian of a Member) we and/or the Youth Zone where you are a Member will need to process your personal data in order to send you essential information about your Membership and/or the Services and to help us effectively carry out our charitable activities. For example, we and/or the Youth Zone may need to use your personal data to keep you updated about your Membership, to send you information generally relevant to the Services (including informing you about developments or changes to the Services) and to identify any misuse or abuse of our Services.
• Due diligence on donations: Our trustees have a duty to ensure that there is no reputational or financial risk to accepting a donation or other kind of support. Where you are a supporter or potential supporter, we may therefore use publicly available sources to carry out due diligence on you to ensure that we are fundraising within the law. For more information on the circumstances this may apply in and the type of information required please visit https://www.gov.uk/government/publications/charities-due-diligence-checks-and-monitoring-end-use-of-funds. If we cannot process your personal data for these purposes, then we may be unable to accept your donation or other support.
• Research: We may collect data to carry out research on the success of our charity. This is in order to improve the services we provide for young people and ensure that we understand how best to interact with our valued supporters.
• Profiling: In some circumstances we may combine the personal data a supporter gives to us with information available in the public domain to create a profile of a supporter’s interests and preferences where they are relevant to that individual’s engagement with OnSide Youth Zones. Information collected for these purposes may include, but is not limited to, information about your corporate directorships, shareholdings, published biographical information, employment, philanthropic interests and networks, charitable giving and relevant media coverage. We do this to help us understand the ways in which our supporters can support our work and more cost effectively. The use of publicly available source information helps us determine what support we should ask you for and helps us engage you in activities that are relevant to your areas of interest and influence.
• Management of volunteers: If you are one of our valued volunteers, we may need to use your personal data to manage your volunteering activities, deliver training, involve and update you on our projects and campaigns and to ensure your safety. This may include sending you newsletters or information about our fundraising appeals so that you are best equipped to perform your role and advise the public about our work. If we cannot process your personal data for these purposes, then we may be unable to involve you in our volunteering activities.
• Staff administration: OnSide Youth Zones employs staff who are crucial to both delivering our projects and raising the funds to provide our charitable services as well as providing a range of professional and technical support. We process the personal data of our staff for recruitment, staff administration, remuneration, pensions and performance management purposes. A separate Privacy Notice is available for employees.

Optional uses:

• We may also process personal data about you for other optional purposes. We have set out a list of examples below, which is not exhaustive, but gives an indication of our processing. This processing of your personal data is on an opt-in basis. If you have opted in, you can choose to opt out of your personal data being used for any of these purposes by contacting us on 01204 362 128 or enquiries@onsideyouthzones.org.
• Fundraising, campaigning and marketing: We have a range of fundraising and marketing activities that are designed to raise income or promote the aims and objectives of the charity. Where you have opted-in to receive such communications, we may use your personal data to contact you about projects, campaigns, competitions, commercial trading activities, sponsorships, events or volunteering opportunities, which we think you may be interested in. If you confirm that you are interested in supporting Youth Zone projects, we will share your information with the Youth Zone Network. We may also ask if you are able and prepared to Gift Aid any of your donations.
• Analysis, targeting and segmentation: In order to fund our charitable work giving young people somewhere safe and inspiring to go in their leisure time, we have to communicate our aims and objectives and ask people for financial support. Efficiency is very important to us, as we value every single donation. Therefore, we only want to send communications that are genuinely interesting and relevant to you. We will make use of information you have given us and your interactions with our Services, to help us predict your interests and tailor and personalise our communications in the future. This may also involve the use of focus groups to understand our supporters better.

5. Lawfulness of our Processing

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

• Consent: This applies where you have given your consent to the processing of your personal data for one or more specific purposes.

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.

• Contractual Necessity: This will apply where you are a Member, our staff and/or in some cases a volunteer and the processing of your personal data is necessary for the performance of our contract with you or in order to take steps at your request prior to entering into a contract with us. Where you are a Member, we process personal data about you in order to make the Services available to you. We cannot provide the Services without access to this personal data.
• Legal Obligation: This will apply where the processing is necessary in order for us to comply with a legal obligation which applies to us. This might include, for example, where we have a legal obligation in relation to a safeguarding issue or in relation to our statutory reporting requirements.
• Your Vital Interests: This will apply where the processing of your personal data is necessary in order to protect your vital interests. For example, this would apply if you were ill and we needed to share your personal data with the emergency services.
• Legitimate Interests: This will apply where the processing of your personal data is necessary for the purposes of the legitimate interests of OnSide Youth Zones (or a third party), provided that such processing is fair and balanced and does not have a disproportionate impact on your rights of data privacy. We will balance your rights and our legitimate interests to ensure that the way in which we use your data never goes beyond what you would expect and is not unduly intrusive or unfair.

6. Personal data that we collect

• Who do we collect it about? We may collect and use various personal data about:

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.

• What do we collect? We may collect and use some or all of the following types of personal data, which may include information that you provide to us or a Youth Zone, information that we or a Youth Zone collect about you, for example, in relation to your use of the website and/or the Services, and information that we collect from third parties:
• Title;
• Full name;
• Contact information (address, telephone number, email address etc.);
• Emergency contact details;
• Images (print and digital photographs, moving images, CCTV recordings);
• Personal and demographic information (date of birth, age, gender identity, free school meals, young carer status etc.);
• Professional information (organisation, title, board memberships, connections, employment records etc.);
• Correspondence information;
• Support services (care experienced, support/key workers etc.);
• Safeguarding records (concerns, disclosures, meetings etc.);
• Identification numbers;
• Financial information;
• Information relating to a Member’s use of their Membership and activities at a Youth Zone and impact measurement survey results;
• With regard to your visits to our website, we may collect the following information:
  • technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
  • information about your visit to the website, including the full Uniform Resource Locators (URL), clickstream to, through and from our website (including date and time), pages you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page.
• Special Categories of Personal Data relating to you that we may process may include (without limitation):
• Racial or ethnic origin;
• Religious or other beliefs of a similar nature;
• Data concerning health and accident information;
• Sex life or sexual orientation;
• Biometric data.

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:

• Be informed of how your personal information is processed, by the provision of Privacy Notices such as this notice.
• Request access to your personal information (commonly known as a “data subject access request”).  This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request rectification of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.  You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing.
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground. You also have the absolute right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you.
• Request the transfer of your personal information to another party (data portability).
• Request a review of automated decision making, including profiling. This gives you the right to not be subject to a decision based solely on automated processing which has a legal effect on you. It is unlikely we will use automated decision making but we will inform you if this changes.

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.