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

Business function 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)
Finance Payroll Employees Contact details HMRC 5 years post-employment Encrypted storage and locked filing cabinet
Finance Payroll Employees Bank details HMRC 3 years post-employment Encrypted storage and locked filing cabinet
Finance Payroll Employees Pension details HMRC 75 years post-employment Encrypted storage and locked filing cabinet
Finance Payroll Employees Tax details HMRC 6 years post-employment Encrypted storage and locked filing cabinet
HR Personel file Employees Contact details N/A 6 years post-employment Encrypted storage and locked filing cabinet
HR Personel file Employees Pay details N/A 6 years post-employment Encrypted storage and locked filing cabinet
HR Personel file Employees Annual leave details N/A 6 years post-employment Encrypted storage and locked filing cabinet
HR Personel file Employees Sick leave details N/A 6 years post-employment Encrypted storage and locked filing cabinet
HR Recruitment Successful candidates Contact details Referee 6 years post-employment Encrypted storage and locked filing cabinet
HR Recruitment Successful candidates Qualifications N/A 6 years post-employment Encrypted storage and locked filing cabinet
HR Recruitment Successful candidates Employment history N/A 6 years post-employment Encrypted storage and locked filing cabinet
HR Recruitment Successful candidates Ethnicity N/A 6 years post-employment Encrypted storage and locked filing cabinet
HR Recruitment Successful candidates Disiability details N/A 6 years post-employment Encrypted storage and locked filing cabinet
HR Safeguarding Successful candidates DBS Information & Imigration proof N/A 25 years (Insurance requirement) Encrypted storage and locked filing cabinet
HR Recruitment Unsuccessful candidates Contact details N/A 6 months post-campaign Encrypted storage and locked filing cabinet
HR Recruitment Unsuccessful candidates Qualifications N/A 6 months post-campaign Encrypted storage and locked filing cabinet
HR Recruitment Unsuccessful candidates Employment history N/A 6 months post-campaign Encrypted storage and locked filing cabinet
HR Recruitment Unsuccessful candidates Ethnicity N/A 6 months post-campaign Encrypted storage and locked filing cabinet
HR Recruitment Unsuccessful candidates Disiability details N/A 6 months post-campaign Encrypted storage and locked filing cabinet
HR Recruitment Trustees Contact details Charity Commission 1 year post attendance Encrypted storage and locked filing cabinet
HR Recruitment Trustees NI details Charity Commission & VAT 1 year post attendance Encrypted storage and locked filing cabinet
Youth Work delivery Safeguarding Young People Young people's membership forms N/A 6 year post attendance Encrypted cloud based storage
YWD Safeguarding Young People Parental consent forms N/A 6 year post attendance Encrypted cloud based storage
YWD Safeguarding Young People Educational Health Care Plans N/A 6 year post attendance Encrypted cloud based storage
YWD Advertising, reports and records Young People Photographs & videos N/A 4 year post attendance For Public use
             
             
Youth Clubs Advertising, reports and records partners contact details General public 1 Year post closure web site & encrypted storage
             
Business Income generation Clients Required by DBS DBS On receipt of DBS check received Encrypted storage
Business Income generation Clients Invoicing details invoicing data 1 year post booking Encrypted storage