The Bronte Youth and Community Centre Privacy Policy

This Policy explains when and why we collect personal information and how we use it, the conditions under which we may disclose it to others, and how we keep your information secure.

Who are we:

The Bronte has been delivering Youth and Community services in the heart of Liverpool City Centre for the last 50 years. We are a registered charity (1131577) and a company limited by guarantee (06956531)

Our contact details
The Bronte Youth and Community Centre privacy notice,
Trowbridge Street, Liverpool, L3 5NB, GB
Telephone
07735602858
Email
hello@thebronte.org

What information we collect and use, and why

We collect or use the following personal information as part of staff recruitment, administration, and management:

  • Contact details (e.g. name, address, telephone number or personal email address)
  • Date of birth
  • National Insurance number
  • Gender
  • Copies of passports or other photo ID
  • Copies of proof of address documents (e.g. bank statements or bills)
  • Next of kin or emergency contact details
  • Employment history (e.g. job application, employment references or secondary employment)
  • Education history (e.g. qualifications)
  • Right-to-work information
  • Details of any criminal convictions (e.g. DBS checks)
  • Performance records (e.g. reviews, disciplinary records, complaints, or disciplinary action)
  • Training history and development needs
  • CCTV images

 

We also collect the following information for staff recruitment, administration, and management:

  • Racial or ethnic origin
  • Health information

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:

  • Consent
  • Contract
  • Legal obligation
  • Public task

We collect or use the following personal information as part of managing salaries and pensions:

  • Job role and employment contract (e.g. start and leave dates, salary, changes to employment contract or working patterns)
  • Time spent working (e.g. timesheets or clocking in and out)
  • Expense, overtime, or other payments claimed.
  • Leave (e.g. sick leave, holidays, or special leave)
  • Maternity, paternity, shared parental, and adoption leave and pay.
  • Pension details
  • Bank account details
  • Payroll records
  • Tax status

Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:

  • Consent
  • Contract
  • Legal obligation
  • Public task

We collect or use the following personal information for managing staff health and wellbeing:

  • General health and wellbeing information
  • Occupational health referrals and reports
  • Sick leave forms or fit notes (e.g. Statement of Fitness for Work from a GP or hospital)
  • Accident at work records
  • Access needs or reasonable adjustments

Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:

  • Consent

Where we get personal information from
We collect your information from the following places:

  • Member registration forms
  • From staff members or volunteers directly
  • Schools, colleges, universities, or other education organisations
  • Referees (external or internal)
  • Security clearance providers
  • Occupational Health and other health providers
  • Pension administrators or government departments (e.g. HMRC and DWP)
  • Public sources (e.g. LinkedIn or other websites)
  • CCTV images (from your landlord’s or your own CCTV systems)

How long we keep information

The Bronte Youth and Community Centre will only store your data for as long as necessary and in line with the original purpose(s) that it was collected. We will collect, store and process personal data in line with our Data Protection Policy. The Bronte Youth and Community Centre also comply with its legal obligations to keep certain data for a period of time (e.g. financial transactions). We review our retention periods for personal information on a regular basis.

Who we share information with
In some circumstances, we may share information with the following organisations:

  • The Disclosure and Barring Service (DBS) for the purposes of verifying suitability of those working with children and young people.
  • Social Services, emergency services, the Health and Safety executive, local authorities, and the police in the event of an emergency or in the event of a safeguarding issue (e.g. there is a risk to the safety of a young person or any other party) or to law.
  • Where we have a legal or regulatory obligation we will share data/information with the police, law enforcement agencies, the Government and statutory agencies or any other necessary parties.
  • HMRC
  • Training suppliers
  • External auditors
  • Funders will receive aggregated and anonymised statistics only. These are shared with funders to demonstrate the impact of our programmes.
  • Organisations and partners delivering our programmes.

We use the following data processors for the following reasons:
Third party suppliers: We may need to share your information with data hosting providers or service providers who help us to deliver our services, projects, or fundraising activities and appeals.

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal data.
  • Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
  • You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
  • To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

Last updated
28 May 2024