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PRIVACY POLICY

PRIVACY POLICY

At City Family CIC we are committed to protecting and respecting your privacy.

City Family CIC is partner of A Better Start Southend, which acts as a joint data controller on key aspects of our projects and evaluations.

This Privacy Policy explains what personal data we collect and store, as well as when, why and how we keep it secure. We also detail the conditions where we may need to disclose it to others.

How do we collect your information?

We obtain information about you when you:

  • Complete an online contact form on our website

  • Email us with an enquiry

  • Enquire about or apply for open vacancies

  • Complete our Registration Form

What type of information is collected from you?

  • When you apply to work with us, complete an online contact form, complete our registration form, or email us, we may ask for personal information. This might include your name, email address, contact details and any other personal information that you would like to share with us. This allows us to provide the right information and assist you with your queries. 

  • We may also collect special category data such as health records and racial or ethnic origin from you when you register to use our services. 

All our employees and data processors or partners who process your personal data on our behalf are obliged to respect your confidentiality.

What lawful basis do we use to collect and store your information?

We will ensure we have a lawful basis for the processing of your information.

 

In order to provide our services we need to process your personal data and do so under the lawful basis of Legitimate Interests (with our interest being to provide our services to you).

This applies when you complete a registration form or email us with an enquiry, and we must process your data in order to respond.  Where you apply to work for us, we will process your data as necessary to potentially enter into a contract with you.  If you are working with us and ABSS you should refer to our employee privacy notice.

 

In the event that we ask to process your special category data (for City Family that is Ethnic Origin and data concerning health), we will only do so where you give us your Explicit Consent. You have the right to withdraw your consent at any time.​

How do we use your personal information?

We may use your personal information to:

  • Contact you for reasons related to your query or submission

  • Provide you with the right information 

  • Contact you where you have opted in to receive further information about City Family CIC and its services.

  • To assist with the delivery of the City Family CIC service

  • To help operate and improve our website and deliver the services that you have requested

  • Contact you to invite you to take part in service evaluations

  • Conduct service evaluations

  • In the event that we process special category data, it is to help us provide the best service to you and other parents and to keep you or your child(ren) safe.

  •  We may link your data with other data collected by our partners for evaluation purposes to ensure our services are making a difference.

If we would like to use your personal information for any other reason, we will obtain your permission first.

Third Party Service Providers working with City Family CIC:

We may pass your information on to ABSS, our Partner and evaluation partners. We disclose only the minimum information required to fulfil this purpose and have a contract in place to ensure that your information is kept secure, and it is only used for this purpose and to deliver the services provided

 

There are some circumstances and situations where we are required to share data with relevant authorities to safeguard a child and/or vulnerable adult. To find out more on this please request a copy of our Safeguarding Policy.

How can you update your information?

To ensure we have the most up to date information about you, you can contact us via email at contact@cityfamily.org.uk

If you change your mind? or need to update your information?

Where you have consented to the processing of your data and you no longer wish for us to process your information, then please contact us at contact@cityfamily.org.uk.

Your rights and your personal information?

The following rights apply with respect to your personal information.  Please note these rights are not absolute and do not apply in all circumstances;

  • The right to be informed of what we are doing with your information, who we are sharing with and how long we are going to keep it

  • The right to request a copy of the personal information that we hold about you

  • The right to request that we correct any personal information if it is found to be inaccurate or out of date

  • The right to request your personal data is erased where it is no longer necessary for us to retain such data

  • The right, where there is dispute in relation to the accuracy or processing of your personal information, to request a restriction is placed on further processing

  • The right to object to the processing of personal information (where applicable)

  • The right to data portability if you are moving out of the area/country and you want your information to be sent over to your new place

  • The right not to be subject to automated decision-making including profiling

You also have the right to lodge a complaint with the Information Commissioners Office (ICO). You can contact the ICO on 0303 123 1113 or via email at or write to Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

How Long City Family CIC Retains Your Information

We will not retain your data for longer than necessary for the purposes of the processing

Special category data collected prior to January 2024 will not be retained by City Family CIC.

Changes to this privacy policy:

If this privacy policy changes in any way, we will place an updated version on this page.

Regular reviewing of this page ensures you are always aware of the information we collect, how we use it, and under what circumstances, if any, we will share it with other parties.

Contact us:

If you have any general questions, please contact us at support@dataprotectionpeople.com

Last reviewed: April 2024 

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