Privacy Policy

Warwickshire Young Carers understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our young carers, their families and stakeholders, and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Information about Warwickshire Young Carers

Warwickshire Young Carers (WYC) is a registered Charity No 1098357 and a Company Limited by Guarantee registered in England Company No 4610367

Our Registered company address is: Warwickshire Young Carers, Holly Grange, Holly Lane, Balsall Common, CV7 7EB

Our office base is the same as above.

Data Protection Officer email address: info@warwickshireyoungcarers.org.uk

Telephone number: 02476 217740

Warwickshire Young Carers is assessed and approved in the Quality Management System BS EN ISO:2015

What does this notice cover?

This Privacy Information explains how WYC uses your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data. It covers data collected in order that we can provide personalised support services to meet individual needs, and data collected through individual engagement with the charity, its events, its appeals (including fundraising) or its provision of general information that may be of interest.

What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out below.

What Are My Rights?

Under the General Data Protection Regulations (GDPR) you have the following rights, which we will always work to uphold:

The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions by using the details below.
The right to access the personal data we hold about you. See below how to do this.
The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details below to find out more.
The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details below to find out more.
The right to restrict (i.e. prevent) the processing of your personal data.
The right to object to us using your personal data for a particular purpose or purposes.
The right to data portability. This means that, if you have provided personal data to us directly, and we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us. Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

What information do we collect?

WYC holds personal information about you which may include your name, date of birth, address, telephone number, email address, gender, ethnicity, and whether you have a disability, school /medical information, relative’s and cared for information and any other relevant information relating to the caring role. We also record information about the service provided to you, including assessments, case reporting, plans and reviews.

How do you use my personal data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for one or all the following purposes:

Provision of our support services to you
Personalisation of our support services to meet your individual needs
Communicating with you. This may include responding to emails or calls from you
Providing you with information on appeals or events you have signed up for or may be interested in
Supplying you with information by email, post, SMS You may unsubscribe or opt-out at any time by contacting us directly.

With your implicit permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message, or post with information and news on our services, events or funding and sponsor opportunities. You will not be sent any unlawful marketing or spam, and we will never share your data with third party organisations for marketing purposes. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always be able to opt-out.

How long will you keep my personal data?

Warwickshire Young Carers will keep your data for a specified period of time once we have finished working with you. Depending on the nature of the service and our legal obligations this will be a minimum of 6 years.

How and where do you store or transfer my personal data?

We will only store or transfer your personal data in the UK. This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.

The security of your personal data is important to us, and to protect your data, we take several important measures, including the following:

Storing data securely on servers or paper-based systems within WYC premises. Access to data held on our premises is restricted to individuals who are authorised to use your data in order to provide a service to you.
Data is stored securely on outsourced databases with Charitylog. Access is restricted to individuals who are authorised to provide a service to you.

Do you share my personal data?

We share your data within WYC with people who need to see it in order to provide you with a service. We may also share it with the organisation that pays for your service i.e. Warwickshire County Council or with external agencies who inspect our work. We may need to refer you to relevant services delivered by other support agencies or charities. In some cases, those third parties may require access to some or all your personal data that we hold.

If any of your personal data is required by an agency partner i.e. Compass, Schools, the organisation, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law. We will seek your consent before transferring any of your personal data to a third party or agency partner.

Otherwise, we will not share any of your personal data with any third parties for any purposes other than the provision of support services to you, subject to one important exception.

If we are concerned about your or someone else’s safety or serious risk of harm, we are duty bound through our Child Protection Safeguarding Policy to tell the police or social services.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

How can I access my personal data?

If you want to know what personal data, we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

Subject access requests can be made in writing and sent to the email or postal addresses shown below or requested verbally, telephone number below. To make this as easy as possible for you, a Subject Access Request Form is available on request for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will try to respond to your subject access request within 7 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

How do I contact you?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of the Data Controller):

Email address: info@warwickshireyoungcarers.org.uk