SF Youth Centre - Data Protection Policy

Introduction

SF Youth Centre ("the Organisation") is committed to protecting the privacy and personal data of all individuals we engage with, including young people, parents/guardians, staff, volunteers, donors, and partners.

This policy sets out how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

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Scope

This policy applies to:

• • All staff and volunteers


• • Trustees and management


• • Contractors and third-party service providers

All individuals processing personal data on behalf of the Organisation must comply with this policy.

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Data Protection Principles

We adhere to the following principles:

• • Lawfulness, fairness and transparency


• • Purpose limitation


• • Data minimisation


• • Accuracy


• • Storage limitation


• • Integrity and confidentiality (security)


• • Accountability

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Types of Personal Data We Collect

We may collect and process the following:

• • Personal identification (e.g. name, address, date of birth)


• • Contact details (email, telephone number)


• • Safeguarding and welfare information (where necessary)


• • Financial data (donations, payments)


• • Equality monitoring data (e.g. ethnicity, gender)


• • Photographs, videos, or recordings (with consent)

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Lawful Basis for Processing

We process personal data under one or more lawful bases:

• • Consent


• • Contractual obligation


• • Legal obligation


• • Vital interests


• • Legitimate interests

Where we process special category data (e.g. health or safeguarding information), we apply additional safeguards in line with UK GDPR requirements.

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How We Use Personal Data

We use personal data to:

• • Deliver youth programmes and services


• • Safeguard children and vulnerable individuals


• • Communicate with participants, parents/guardians, and stakeholders


• • Manage staff and volunteers


• • Process donations and funding applications


• • Monitor, evaluate, and improve our services

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Data Sharing

We only share personal data where necessary, lawful, and proportionate. This may include:

• • Local authorities and safeguarding agencies


• • Partner organisations


• • Funders (typically anonymised or aggregated data)


• • Service providers acting on our behalf

All third parties are required to maintain appropriate data protection standards.

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Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal and regulatory requirements.

Retention periods are defined in our internal Data Retention Schedule.

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Data Security

We implement appropriate technical and organisational measures, including:

• • Secure digital and physical storage


• • Access controls and user permissions


• • Encryption where appropriate


• • Regular staff training on data protection

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Individual Rights

Under UK GDPR, individuals have the right to:

• • Access their personal data


• • Request correction of inaccurate data


• • Request erasure ("right to be forgotten")


• • Restrict or object to processing


• • Data portability


• • Withdraw consent at any time

Requests should be submitted in writing to the Organisation.

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Safeguarding and Sensitive Data

Due to our work with young people, safeguarding data may be processed with strict confidentiality.

Such data is:

• • Accessed on a need-to-know basis only


• • Shared in line with safeguarding laws and best practice


• • Protected with enhanced security measures

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Data Breach Management

All data breaches must be reported immediately to the Data Protection Lead.

Where required, breaches will be reported to the Information Commissioner's Office within 72 hours, in line with legal obligations.

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Roles and Responsibilities

• • Trustees: Overall accountability for compliance


• • Data Protection Lead: Implementation and oversight


• • Staff and Volunteers: Responsible for handling data in accordance with this policy

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Training and Awareness

All staff and volunteers receive regular training on:

• • Data protection


• • Confidentiality


• • Safeguarding responsibilities

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Policy Review

.This policy will be reviewed:

• • Annually, or


• • When there are significant legal or organisational changes

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Contact Information

SF Youth Centre

19 Harkett Court
Harrow, HA3 7EZ.

• Email: alukojoseph@gmail.com


• Phone: +44 7498 568 978