PRIVACY NOTICE

Introduction

Our privacy notice is about safeguarding the privacy of the people we are in contact with and respecting the preferences of these contacts.

Get with the Program collects and uses personal information about you – our staff, volunteers and other individuals who come into contact with us. This information is gathered in order to enable the provision of educational workshops and other associated functions.

We carefully look after your data according to GDPR requirements.  Get with the Program is defined as the Data Controller for these purposes, and we have a Data Protection Officer you can contact if you have any queries.  Their details can be found at the end of this document.


This notice was last reviewed in May 2020, and is next due for review in May 2021.


1 How we collect data

We collect data about you when we meet or work together, when you volunteer for us, when we communicate with each other about working/volunteering together, when you contact us, when we’ve been referred to you and when we’ve been to the same event and details of attendees were shared. We do so using the ‘consent’, ‘contract’ and ‘legitimate interests’ rationales of the General Data Protection Regulations (GDPR) that came into force on 25th May 2018.

2 Rationale

2.1 The consent rationale is based on you giving us clear consent for processing your personal data for a specific purpose.  We store this consent document, and separately keep a record of the consent you have given.

2.2 The contract rationale is based on the processing necessary for a contract you may have with us, or specific steps required before entering into a contract.

2.3 Legitimate interest

The legitimate interest rationale is based on the alignment between our work and your work and / or interests, which if you work at a school, charity, social enterprise or other type of community organisation, those areas of work or interest could include:

  • Senior management and leadership

  • Corporate engagement and partnerships

  • Events, fundraising and marketing

  • Strategy


If you work in a business, those areas of work or interest could include:

  • Senior management and leadership

  • HR and learning & development

  • Sustainability, CSR, community engagement, diversity & inclusion

  • Customer insight, innovation and product, service and customer experience design


We also collect data on participants/volunteers at our events which can include employees and parent volunteers of schools/organisations we are working with.

If you feel that on this on this basis we do not have a legitimate interest in storing your data please tell us by contacting us on dataprotection@getwiththeprogram.org.uk  and we will delete your data from our database.

3 How we use and don’t use your data

If you are a volunteer/participant in one of our events, you will be asked if you are interested in participating in the future.  If you agree, we will use the data you give to contact you about future events and share relevant information with you.   We will also use your data to send you an occasional relevant volunteer newsletter and to let you know about promotions in your area, if we have your written permission to do so.

If you work in a school, we will use your data to send you an occasional relevant school newsletter and to let you know about promotions in your area, if we have your written permission to do so.

If you work in a business, charity, social enterprise or other type of community organisation in one of the fields listed above, we will use your data to email you our occasional newsletter or invitations to support or participate in events, if we have your written permission to do so.

If we have your permission to email you as described above, and you change your mind, you can unsubscribe at any time and we will no longer email you as described.

We will use your data to send you personalised emails that are relevant to work that we are doing together or that we might do together.

4 What data we store

We store names, email addresses, job titles and in some cases phone numbers and postal addresses.  In some case we will also store evidence of DBS certificates, and proof of the Right to Work in the UK.  We store notes on the work that we’ve done together and conversations that we’ve had.

We sometimes take and store photographs of our events and projects, in which case we will seek your consent to be photographed. You have the right to request to review photographs that we hold of you, and to request removal from digital media and removal from future versions of print media.

5 How the data is stored

We use One Drive and Dropbox, GDPR compliant cloud-based storage file systems.  We also store paper copies of some data, which is always stored in a locked box and compliant with GDPR.

6 Sharing data

Sometimes we need to share data with other organisations, such as the schools where we are running events, as part of the event management and facilitation service that we are providing. We will advise you if this is the case. When sending data, we take steps to ensure that it is secure, for example password protecting documents.

We will not sell your details or pass them on to any other third party.

7 Removing data

If you would like us to confirm what data we are holding for you, or would like your data removed, please contact our Data Protection Officer using: dataprotection@getwiththeprogram.org.uk


8 Roles and Responsibilities

Data Protection Officer: Get with the Program Founder and Director, Jeni Trice:


The Data Protection Officer will ensure the data is collected, stored, used and managed for the Data Controller ie. Get with the Program according to GDPR.  They are responsible for how this is achieved.  If you have any concerns, please contact out Data Protection Office on: dataprotection@getwiththeprogram.org.uk

©2020 Get with the Program

Al the Robot costume by Louise Walker

Photos kindly taken by Rachel Riley Photography

Al the Robot initial design by Ben Podd