Keeping your details safe and secure
Sheffield United Community Foundation are committed to making sure the privacy of all the young people we work with is upheld at all times.
At Sheffield United Community Foundation, we only ever use your details in ways which your school wants us to. If you have any questions about this use, please contact your school directly who will then contact us where needed.
Sheffield United Community Foundation Privacy Promise
We promise to collect, process, store and share your details safely and securely, by ensuring we:
- Always respect the privacy or our service users, their parents and guardians at all times and work with our partners in upholding your privacy.
- We will be open and honest about the details about you that we receive and how we use that data.
- We will protect the data that you trust us with using proper security measures and controls. We’ll also ensure that the partners we work with are just as careful with your details.
- When we use your details, we will use them to benefit all the young people who we work with, to make your experience with the Sheffield United Community Foundation better and to continue to improve our services.
- Who we are and how you can contact us
“Sheffield United Community Foundation ” or “SUCF” (referred to in this policy as “we”, “us” or “our”) is a trading name of:
Registered Company Number: 06736385
ICO Registration Number: z1888430
“SUCF” have appointed a Data Protection Team, who can be contacted in the following ways should you have any questions or feedback about the way your data is handled:
Mail: Data Protection
Sheffield United Community Foundation
- Where we collect your personal information from
We may collect personal information about you in the following ways:
Data you give to us:
- When you make an enquiry through our website;
- When you talk to us on the phone or at any of our events;
- When you use our website;
- When you send emails or letters to us;
- When you take part in any of the services we offer;
- When you give us feedback.
Data we collect when you use our services:
- Payment and transaction data;
Data from third parties we work with:
- Public information sources;
- Agents working on our behalf; and
- Data we collect about you
We may collect, use, store and transfer different kinds of personal data about you (service user, parent or guardian) which we have grouped together as follows:
- Identity data – name, title, date of birth of those paying for or using our services.
- Contact data – location, postcode, email address or telephone numbers.
- Transaction data – details of the products and services you have purchased from us, including date and time of booking or purchase and spend in relation to that transaction.
- Medical data – medical information about you in case we need it while you are in our care such as details of any medication, existing conditions and disabilities which you may have.
- Equal Opportunities data – school or college, gender, ethnicity, sexual orientation
We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
- How we use your personal information
We are only allowed to use personal information about you if we have a legal basis to do so, and we are required to tell you what that legal basis is. We have set out in the table below: the personal information which we collect from you, how we use it, and the legal ground on which we rely when we use the personal information.
In some circumstances we can use your personal information if it is in our legitimate interest to do so, provided that we have told you what that legitimate interest is. A legitimate interest is when we have a business or commercial reason to use your information which, when balanced against your rights, is justifiable. If we are relying on our legitimate interests, we have set that out in the table below.
|What we use your personal information for||What personal information we collect||Our legal grounds for processing||Our legitimate interests (if applicable)|
|To register you as a new service user and enable you to attend any of our services.||· Identity|
|· Performance of a contract with you|
|To process the payment for our service||· Identity|
|· Performance of a contract with you|
|To keep service users safe while in our care||· Identity|
|· Legal obligation|
· Legitimate interests
|Maintain high standards of health and safety.|
|To ensure individuals can access our services regardless of their background||· Equal Opportunities||· Legitimate Interests||To maintain our high levels of community interaction and to provide this information to our funding partners as required.|
- Who we share your personal information with
In order to provide you with our services and meet our legal obligations, we only share your data with 3rd parties, in the following circumstances:
- To fulfil your order;
- To authorise debit/credit card payments and any other transactions authorised by our user, their parent or guardian;
- To manage and maintain the accuracy of your records;
- To handle complaints and improve customer service;
- To meet legal obligations, for example, for the purposes of national security, taxation and criminal investigations; and
- To meet the obligations we have with our funding partners;
- If SUCF is acquired by a third party, in which case personal data held by it, about its customers, will be one of the transferred assets.
We’ll never make your personal data available to anyone outside SUCF for them to use for their own marketing purposes without your prior consent.
The third parties we may share your personal data with includes our card payment providers, Premier League Charitable Fund, the EFL Trust, the National Citizen Service Trust, The Sheffield College and Sheffield United Football Club.
- Third party links
Our website may include links to third party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice or policy of every website you visit.
- Transferring your personal information outside the EEA
The EEA is the European Economic Area, which consists of the EU Members States, Iceland, Liechtenstein and Norway. If we transfer your personal information outside the EEA we have to tell you.
We do not transfer your data outside of the EEA and we are working will all of our partners to ensure your information is securely held within the EEA.
- Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator (including the ICO) of a breach where we are legally required to do so.
- How long do we keep your personal information
We will keep your personal information for as long as you are a service user.
After you stop being an active service user we may keep your personal information for up to 7 years for one of the following reasons:
- To respond to any questions or complaints from you;
- To maintain our records;
- To comply with laws applicable to us.
After such time, we will securely delete your personal information. If we receive a bounceback from any of the emails that we send to you on a number of occasions, we will delete your personal information in relation to those emails.
- Your rights
You have certain rights which are set out in the law relating to your personal information. The most important rights are set out below.
Getting a copy of the information we hold
You can ask us for a copy of the personal information which we hold about you, by writing to the Data Protection Team (in Section 1). This is known as a data subject access request.
You will not have to pay a fee to access your personal data, unless we believe that your request is clearly unfounded, repetitive or excessive. In such circumstances we can charge a reasonable fee or refuse to comply with your request.
We will try to respond to all legitimate requests within one month.
Telling us if information we hold is incorrect
You have the right to question any information we hold about you that you think is wrong or incomplete. Please contact the Data Protection Team if you want to do this and we will take reasonable steps to check its accuracy and, if necessary, correct it.
Telling us if you want us to stop using your personal information
You have the right to:
- Object to our use of your personal information (known as the right to object); or
- Ask us to delete the personal information (known as the right to erasure); or
- Request the restriction of processing.
There may be legal reasons why we need to keep or use your data, which we will tell you if you exercise one of the above rights.
You can withdraw your consent to us using your personal information at any time. Please contact the Data Protection Team if you want to withdraw your consent for all other activities. If you withdraw your consent, we may not be able to provide you with our services.
Request a transfer of data
You may ask us to transfer your personal information to a third party. This right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Making a complaint
Please let us know if you are unhappy with how we have used your personal information by contacting the Data Protection Team (details can be found in section 1).
You also have a right to complain to the Information Commissioner’s Office. You can find their contact details at www.ico.org.uk. We would be grateful for the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.