PRIVACY POLICY

This Is My Life CIC – Data Protection Policy

Introduction and Summary

At This Is My Life CIC we are dedicated to safeguarding and preserving your privacy when visiting our site or communicating electronically with us. When we do work with children, families, professionals and staff, there are lots of personal details from the children and people working with them. This policy describes how we process, store and protect that information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We know that the confidence and trust of our partners is crucial. All people who come into contact with us, including those from young people and parents/carers to volunteers, staff and partners have the right to know what information we hold about them, why we hold it and how it is kept safe. Any breach of this policy may result in disciplinary action and, depending on the seriousness of the breach, action under law as enforced by the Data Protection Act 2018.

Key Definitions

Personal Information : Definition: any information, to identify an individual living person, name of the person,date of birth https date time address phone number email photograph activity logs. * Data Subject: The owner of the personal data.
Data Controller: This Is My Life CIC – the person or organisation who determines when, why and how personal data should be processed.
Data Processor: An individual or company that processes data on behalf of the controller.
Processing: Any operation carried out on personal data including by collecting, recording, storing, using, either sharing or deleting it.
Sensitive (Special Category) Data: Information about race or ethnicity, religion, political opinions, trade union membership, health status or disability, sex life and sexual orientation or criminal records.

Our Responsibilities

This Is My Life CIC will ensure that all personal information remains:

Processed fairly, lawfully and transparently.
Processed for legitimate, narrowly defined purposes — and not used in ways that are incompatible with those purposes.
Appropriate, necessary and limited to circumstances.
Accurate and kept up to date.
Held" information will be held only as long as appropriate.
Held securely to prevent unauthorised access, unlawful processing, accidental loss or destruction.
Processed in a manner that ensures appropriate security of the personal data.
Not be transferred out of the UK without similar safeguards.

Our Data-Processing Rationale Personal data is processed by us in part:

This is my Life CIC processes information digitally and on paper. Content could include contact details, emergency and consent forms, attendance records/levels of commitment, support/intervention plans, case notes, photographs or videos (where permission is obtained), feedback from evaluations. We use this information to:

Provide mentoring, life story work and creative learning schemes.
Communicate to participants, their families and professionals.
Protect youth and promote well-being.
Supervise staff, volunteers and contractors.
Comply with our legal and contractual obligations to funders and local authorities. *See our impact and help us learn how to improve our service. All information is securely password protected, encrypted and physical files have locked storage7. Access is restricted to authorized staff and volunteers.

Sharing Personal Data

Sensitive data is kept strictly confidential and shared only as needed for your straightening treatment by receiving party. We may share data with:

Local authority or social care (for safeguarding or coordinated support).
Guardians, funders or accreditation agencies (when anonymous data is needed for reporting).
Third-Parties (External) who are working, on our behalf, to help us deliver agreed projects and who will be required to satisfy the same data protection standards. Data will never be sold or shared without consent for marketing.

Retention of Data

We only hold information for as long to accomplish the purpose for which it was originally collected or as required by law and funding providers. Typical retention periods include:

Participant and project records – maximum of 7 years after programme completion.
Protecting records – up to 15 years in accordance with legislation.
Staff, volunteer and recruitment records – up to 6 years once they have ceased working.
Financial or accounting records – 7 years. After this period, all information is erased or destroyed safely.

Individual Rights

Rights under UK GDPR You’re entitled to:

Have their personal data we hold about them corrected.
Request to have any inaccurate or incomplete information corrected.
Ask to have their information removed (where local law allows).
Object to or restrict processing through certain circumstances.
Request that data is deleted or removed to restrict processing of your data where data is held by agreement. Data Subject Record Requests will need to be submitted in writing to the Data Protection Lead of This Is My Life CIC and will be processed within a 30-day period.

Data Breaches

This Is My Life CIC will respond promptly to any data breach, including unauthorised access and loss or misuse of personal information, taking such action as considered necessary - for example to mitigate its impact - and to report it where required under the Information Commissioner’s Office(ICO) within 72 hours.

Risks of Non-Compliance

Failure to adhere to data protection law can result in action by the ICO, including monetary penalties and prosecution. It may also be detrimental to others and the reputation of This Is My Life CIC. All employees, volunteers and contractors will adhere to this policy as applicable.

Contact Details

If you have any questions, requests to access your information or if you would like to express a concern about our Privacy Policy, please contact:

Data Protection Lead This Is My Life CIC Email: hello@thisismylifecic.org Phone: 07984 377360