Website and Privacy Terms

Who we are

Somerville Youth & Play Provision Limited is a company limited by guarantee Company No. 5970025, Charity No. 1121081, Ofsted Registered

Our website address is: http://www.somerville-online.org.uk.

We

  • Provide a happy, safe, warm and stimulating environment for all children to play, learn and develop freely.
  • Help children and young people to develop responsibility for themselves and their actions and to become competent, confident, independent and cooperative individuals.
  • Deliver a variety of high quality, stimulating and challenging informal educational activities to young people, steering them away from crime and antisocial behaviour
  • Giving them an opportunity to learn new skills, build friendships, overcome barriers and experience new environments.
  • Encourage children and young people to have a positive attitude and respect for both themselves and other people.

What is this policy for?

This policy explains how SYPP collects your data, why we collect it, what we use it for, who we share it with and when we dispose of it.

Individuals share their personal information with us for a number of different reasons. For example you may be considering using our services or may already be an SYPP user.

The use of your information helps us to meet yours and your child’s (users) needs.

What personal data we collect and why we collect it

Comments

We do not collect comments at this time.

Media

Public information and posts

Any information about yourself or others that you submit on social media sites will be viewed by other people. As such, this personal data may be viewed, collected and used by third parties, including search engines, over which we have no control. SYPP is not responsible for either the information you submit/post or otherwise make available in such public areas or any use that may be made of such information by any third party.

Contact forms

This information will only be used in the fulfilment of our relationship with you.

Once that relationship is at an end, we will dispose of that information in line with our Privacy Policy.

For each method by which we collect personal data, e.g filling in a contact form, this privacy policy documents our lawful basis for processing the data. Where we rely on your consent to process your data, we explain how you can withdraw your consent and delete your data.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Cookies and Analytics

We use Google Analytics to tell us about traffic on our website so we can provide the best service.

The following table shows the default cookie field values used by analytics.js:

Field Name Value Type Default value
cookieName text _ga
cookieDomain text The result of the following JavaScript expression:
document.location.hostname
cookieExpires integer 63072000 (two years, in seconds)

This article summarizes Google Analytics’ data practices and commitment to protecting the confidentiality and security of data. Visitors to sites or apps using Google Analytics (aka “users”) may learn about their end user controls.

You can OPT OUT of analytics use in your browser HERE

Data collected by third parties on our behalf

 

Google Analytics

We use Google Analytics to track visitor interaction with our site in order to produce statistical reports. Google collects details of the pages you view and the time you viewed them, the features of your browser, and your IP address. We have enabled IP anonymisation so that Google will not store your complete IP address. For more information on how Google handles the data it collects, see Google’s privacy policy.

To opt out of Google Analytics tracking on our site, see the Google Analytics section of our cookie policy. To opt out of Google Analytics tracking on all sites, use the Google Analytics Opt-out Browser Add-on.

Lawful basis for processing: Pursuance of our legitimate interests

Why? To allow us to analyse how visitors interact with our site in order to improve our site and our services

This data system helps us

  • develop new and interesting products based on insight data;
  • understand which participants are most likely to benefit from their services;
  • develop strategies to engage with new target markets;
  • measure success against organisational and programme aims and objectives;
  • and make the case for further investment/funding.

 

Introduction Privacy

Individual rights

The GDPR gives you rights over how your personal data is processed. You can exercise your rights by contacting us. In some cases you can also exercise your rights through automated systems, as described at the relevant points in this privacy policy.

Security

The GDPR requires us to implement appropriate technical measures to protect data. We verify the identity of any individual who requests access to data before granting access. We use Transport Layer Security (TLS, also known as SSL) to encrypt any data you supply to us through our website. Additional technical measures are described at the relevant points in this privacy policy.

Disclosures

In addition to any sharing of data described elsewhere in this privacy policy, we may disclose data for legal reasons. If we suspect criminal activity we may disclose data relating to those involved or affected to the appropriate authorities. We may also be obliged to disclose data if we receive a request from an appropriate authority.

Collection of information

Your dealings with us

We collect your information when you provide it to us. For example, when you register your child, book a hall, fill out our Contact Us form on our website, when you contact us by telephone, by email, in writing, in person or through social networks.

Digital communications

By visiting our website or reacting to our social media communications you may also be sharing some basic information with us automatically, such as your browser type, geographic location, and IP address (this is the case when you visit most websites and social media platforms).

We have the ability to use this information through analytics tools which enable us to improve the content we provide to visitors, and provide tailored content based on users’ personal preferences and profiles.

Like most websites, our website uses cookies. These are small computer files which are downloaded onto your device and collect information about the way in which visitors to our website navigate and use it, and how they use the internet. They collect information which can help us to provide you with a more personal experience and identify ways we can improve our website over time. You can manage, delete or block cookies via your browser settings. However, if you choose to block or delete cookies, this may affect what information you are able to see on our website.

Please read our Cookie Policy above for more information about our use of cookies.

Public information and posts

Any information about yourself or others that you submit on social media sites will be viewed by other people. As such, this personal data may be viewed, collected and used by third parties, including search engines, over which we have no control. SYPP is not responsible for either the information you submit/post or otherwise make available in such public areas or any use that may be made of such information by any third party.

Other sources

We collect information directly from you. This will only be used in the fulfilment of our relationship with you. Once that relationship is at an end, we will dispose of that information in line with our Privacy Policy.

Information about other people

In the absence of a legitimate interest, by giving us information about another person, you confirm that they have appointed you to act for them, for you to provide us with their information, including sensitive personal data and to receive on their behalf any data protection notices.

How we use and share your information

Deliver services, improve experience and personalisation

We will use the information you have provided to us and information we may have gathered for the following purposes:

  • To provide you with the services you have requested
  • To enhance and improve our communications with you
  • To manage our relationship with you which may include:
  • Internal record keeping, enabling us to take appropriate decision using your registration and provide you with an effective service
  • Processing payments and to update your account accordingly
  • Creating statistics for funders approval

Sharing with third parties

We will only pass your details onto a third party for the purposes set out above with your permission, and/or if we have a duty to disclose or share your personal data to comply with any legal obligation.

Disclosures required by law

Your personal information will be disclosed where we are obliged to do so by law. We may also disclose your personal information where we are allowed by law to protect or enforce our rights or the rights of others and for the detection and prevention of crimes, such as fraud.

Acceptable use of services

If you post or send offensive content anywhere on our website, email or social media platforms, or try to engage in any disruptive behaviour on our website, email or social media platforms, we may use the information that is available to us about you to try to stop it. This may involve informing relevant third parties including law enforcement agencies.

Payment and credit checks

Client information will be used to take payment for the services we provide and may be used to verify credit details related to this payment. Permission to do so in implicit in providing financial details to process payment. Direct debit/BACS/Direct Transfer information may be retained for ease of renewal of services.

Contact and payment details of our suppliers and associates are stored in a specialist accounting system which enables us to log orders and process payments efficiently. This information is shared and stored securely with our bank to facilities online transactions. Permission to do so in implicit in providing financial details to process payment.

In all cases, the information we store can only be accessed by authorised individuals within SYPP.

User Access and Control

Controlling your data

When you share your personal information with us, we promise to use it respectfully and only for the purposes for which you originally shared it. You can ask us to correct any inaccuracies in your personal information , in person by coming to our reception 262 Queen’s Rd, London, UK or emailing office@sypp.org.uk. You may still be required to visit in person.

You can subscribe and unsubscribe from our newsletter at any time using the unsubscribe link in the email. We use Mail Chimp for our newletters. Mail Chimp privacy policy

Requesting copies of your personal information

Without charge, you may request a copy of the personal information we hold about you in person, from 262 Queen’s Rd, London, UK

Retention of personal information

How long we retain your information depends on your relationship with SYPP. Where we have provided a service to a client and that relationship is at an end we will only retain documentation for six months. All documentation will be reviewed after one year and deleted unless legally required to keep it.

For ongoing relationships with users, suppliers and partner organisations, we will retain your information for as long as necessary for the uses set out in this Policy. Again, personal information that is no longer pertinent to an ongoing relationship will be retained for no longer than six month or for as long as we are legally required to do so, as in the case of legal, financial or contractual constraints.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect about you. These include encryption at all access points to our electronic data and more fail safes such as Microsoft Authentication and encrypted and password protected cloud based storage systems.

We do our best to protect your personal information. However, as discussed under the Public information and posts section, any information about yourself or others that you submit on social media sites will be viewed by other people and may be collected and used by third parties. SYPP is not responsible for either the information you submit/post or otherwise make available in such public areas or any use that may be made of such information by any third party.

Updates to the Privacy Policy

This Privacy Policy for SYPP was last reviewed in May 2018. It is kept under regular review and changes are made as required. We encourage you to periodically read this statement for changes. If however any material changes as made and where we are required under privacy and data protection legislation, we will notify you or give you the option to consent to any changes as necessary.

Somerville Youth & Play Provision Limited is a company limited by guarantee Company No. 5970025, Charity No. 1121081, Ofsted Registered