Our Privacy Policy

Who we are 

At Shropshire Youth Association (SYA), we are committed to maintaining the trust and confidence of the people we work with. In particular, we want you to know that we are not in the business of selling, renting or trading email lists. In this Privacy Policy, we've provided detailed information on when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure. 

Types of data we collect 

We collect and hold data on our trustees, staff, young people we work with and youth clubs/organisations we support.
This data includes:
Names, addresses, e-mails, phone numbers, date of birth and emergency contact details. 
Photos and video’s
Banking details and tax information
Appendix 1 lists of what kind of information is held, the legal reason why we hold it, where we hold it and for how long.
Google Analytics
When someone visits www.sya.org.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. 
We do this to find out things such as the number of visitors to the various parts of the site. 
This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. 

Wi-Fi 

We offer guest Wi-Fi in our venue. 
When you use SYA Wi-Fi we may collect data about:
a) Your device;
b) The volume of data which you use;
c) The websites and applications which you access; and
d) Your usage by access time, frequency and location.  

Mailing Lists 

As part of the registration process for our monthly e-newsletter, we collect personal information. We use that information to tell you about stuff you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. 
We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice. You can unsubscribe to general mailings at any time by emailing our data protection officer Liz Cowley at liz@sya.org.uk  

We share information with 

We may share anonymised personal information with other organisations, particularly our funders and commissioners, who use this to analyse our performance to understand the impact of the public investment made in SYA.  
Some events at SYA are presented in partnership with others. We will let them know about your booking and share your name and contact details with them if appropriate.  We will not share sensitive information or your payment details.

Access to your personal information

You are entitled to view, amend, or delete the personal information that we hold. Email your request to our data protection officer Liz Cowley at liz@sya.org.uk 
 

Changes to this Privacy Notice 

We will review this policy annually in May, or sooner in the light of any issues that cause us to review them urgently.

Appendix 1

Purpose of processing

Categories of individuals

Categories of personal data

Categories of recipients

Retention schedule (if possible)

General description of technical and organisational security measures (if possible)

Article 6 lawful basis for processing personal data

Payroll

Employees

Contact details

HMRC

5 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(c) - legal obligation

Payroll

Employees

Bank details

HMRC

3 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(c) - legal obligation

Payroll

Employees

Pension details

HMRC

75 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(c) - legal obligation

Payroll

Employees

Tax details

HMRC

6 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(c) - legal obligation

Personnel file

Employees

Contact details

N/A

6 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Personnel file

Employees

Pay details

N/A

6 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Personnel file

Employees

Annual leave details

N/A

6 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Personnel file

Employees

Sick leave details

N/A

6 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Successful candidates

Contact details

Referee

6 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Successful candidates

Qualifications

N/A

6 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Successful candidates

Employment history

N/A

6 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Successful candidates

Ethnicity

N/A

6 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Successful candidates

Disability details

N/A

6 years post-employment

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Safeguarding

Successful candidates

DBS Information & Immigration proof

N/A

25 years (Insurance requirement)

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Unsuccessful candidates

Contact details

N/A

6 months post-campaign

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Unsuccessful candidates

Qualifications

N/A

6 months post-campaign

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Unsuccessful candidates

Employment history

N/A

6 months post-campaign

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Unsuccessful candidates

Ethnicity

N/A

6 months post-campaign

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Unsuccessful candidates

Disability details

N/A

6 months post-campaign

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Trustees

Contact details

Charity Commission

1 year post attendance

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Recruitment

Trustees

NI details

Charity Commission & VAT

1 year post attendance

Encrypted storage and locked filing cabinet

Article 6(1)(b) - contract

Safeguarding

Young People

Young people's membership forms

N/A

1 year post attendance

Held by staff in sessions

Article 6(1)(c) - Legal obligation

Safeguarding

Young People

Parental consent forms

N/A

2 year post attendance

Encrypted storage

Article 6(1)(c) - Legal obligation

Safeguarding

Young People

Parental consent forms

N/A

3 year post attendance

Held by staff in sessions

Article 6(1)(c) - Legal obligation

Advertising, reports and records

Young People

Photographs & videos

N/A

4 year post attendance

Used for publicity

Article 6(1)(1) - Consent

Advertising, reports and records

partners

contact details

General public

1 Year post closure

web site & encrypted storage

Article 6(1)(1) - Consent

Income generation

Clients

Required by DBS

DBS

On receipt of DBS check received

Encrypted storage

Article 6(1)(b) - contract