Privacy Notice

OUR PROMISE

You have received this privacy notice because you or your child has been involved in an Thrive to Excel project. To make sure our work is safe, we sometimes need to ask for personal information (data). Thrive to Excel wants to make sure the personal information you have given us is well looked after. By the way, personal information is any information that can be used to identify you, such as: your name, phone number, school, or home address. This notice explains what happens when Thrive to Excel collects and uses your personal information. 

By law we must give you this information so please do take the time to read it. If you would like to know more about our data protection and privacy policies, please contact our friendly team and we will be happy to help. The person in charge of all the data is the Thrive to Excel Project Manager who can be reached by email at ThrivetoExcel@outlook.com. Thrive to Excel collects and processes your personal data in line with the law: including the Data Protection Act 2018. 

Thrive to Excel is a registered charity in England (charity number: 1200910)

Our address is Thrive to Excel, 104 Gillway Lane, Tamworth, Staffordshire, B79 8PW.

HOW DO WE COLLECT YOUR INFORMATION?

When you: • Come to a Thrive to Excel activity, such as after-school sessions/clubs; • Apply to join one of our programmes, such as the Mentoring programme; • Are referred by somebody else, such as a parent/carer, teacher, social worker, health professional, etc. 

WHAT INFORMATION MIGHT WE COLLECT?

• Your name and birthday; • Contact details, such as your postal address and telephone number; • The school you attend; • Social media usernames; • The dates and places of the Thrive to Excel activity/activities that you have come to; • Records of your contact with us; • Details of conversations that you have with us during activities; • Information about your development and progress; • Your photograph (only with your and/or your parent/carer’s permission) 

SENSITIVE PERSONAL INFORMATION 

The Data Protection Act says some information is ‘sensitive personal data’, for example, information on your religious beliefs, health issues, race, or ethnic origin. Thrive to Excel might collect information about your religious beliefs, as we want to work equally with young people from all faiths and none. Also, we may collect details about any health concerns or disabilities (with your permission), so we can make sure you will be able to join in our activities and be well looked after. Thrive to Excel may also collect information about your sexual orientation and ethnic origin to check we are working equally with all young people. We may need to let the people who give money to support our projects know who we have worked with, but we will not personally identify you to them. Thrive to Excel will always make sure sensitive personal data is processed with even greater care and in line with the Data Protection Act. 

WHY DO WE COLLECT AND USE YOUR INFORMATION? 

• To ensure you can take part in Thrive to Excel activities; • To make note of your attendance at our projects & activities; • To track your progress & development and provide feedback to you; • To contact you when arranging trips; • To provide references for you; • To gather information about which of our website pages you visit to help us improve and provide you with the best service; • To improve the usefulness of our website; • To improve your experience on our website; • To report to those who give money to run our projects and support Thrive to Excel’s work, using collective or anonymous data; • To write your story (only with your and/or your parent/carer’s permission) for use in our publicity and/or for fundraising; • To help keep you safe; • To help us keep the law. 

THE LAWFUL BASIS FOR PROCESSING YOUR PERSONAL INFORMATION 

We use your personal data in line with the Data Protection Act and other data protection laws. These laws outline that we need to say why we are collecting data. The official main reason we collect your personal information is under the ‘basis of legitimate interest’. This means we only collect information that we need from you so we can work with you effectively. We need your information: • To allow you to come to the activities and projects we offer; • To look at the benefits to you of attending our activities to make sure what we are doing meets your needs and is helpful; • To look at the effectiveness of Thrive to Excel’s work across all our projects and activities; • To measure the benefits of Thrive to Excel’s work in the wider world; • To give general information to those who support our projects, to make sure we can continue to have money to run our projects. We also use some of your data according to the lawful bases of contract (for example, if you make a booking to attend a Thrive to Excel trip or activity), legal obligation (for example, for keeping you safe), or consent (for example, if we wish to write your story to promote the benefits of the work we do). 

WHO WE SHARE YOUR INFORMATION WITH?

Thrive to Excel does not sell or share your personal data with any other organisations for marketing purposes. Where we have been given information about you (e.g., in a referral) by another organisation or person, such as your school or a social worker, we may provide them (or a wider multi-agency team) with information about your progress and the activities we do with you. Where we run projects or activities with other organisations, we will share only the information received at that project/ activity (for example, if you attend a jointly run session, both organisations may record your name and dates of attendance, along with any other information you may share with us at that session). We may be under a duty to reveal your personal information, where required, to make sure we are keeping the law (for example, in relation to keeping you and others safe). We sometimes use other trusted organisations to help us look after your data and communicate with you. If these organisations are outside the European Economic Area (EEA) we require them to look after your personal information using our instructions and in line with the law. 

HOW LONG WE KEEP YOUR DATA AND WHERE IS IT STORED

Thrive to Excel only keeps your personal information for as long as we need it and in line with legal requirements. 

We use Microsoft 365 for general administration. Their security and compliance policies can be accessed at: www.microsoft.com/en-us/trust-center. All records are stored securely on their cloud storage system and all paper records are kept securely in locked cabinets. 

We will keep your information for seven years after you stop attending our activities and at least until you are aged 25. Where we no longer require information, we will make sure we remove/destroy it in a secure manner.

Thrive to Excel recognises the importance of the correct and lawful treatment of personal data. All personal data, whether it is held on paper, on computer or other media, will be subject to the appropriate legal safeguards as specified in the Data Protection Act 1998, the Privacy and Electronic Communications Regulations (EC Directive) Regulations 2003 (SI 2426/2003 as amended), and all applicable laws and regulations, including any replacement UK or EU data protection legislation relating to the Processing of Personal Data, including, where applicable, the guidance and codes of practice issued by the Information Commissioner’s Office.

Thrive to Excel fully endorses and adheres to the eight principles of the Data Protection Act. These principles specify the legal conditions that must be satisfied in relation to obtaining, handling, processing, transportation and storage of personal data. Employees and any others who obtain, handle, process, transport and store personal data for Thrive to Excel must adhere to these principles.

The principles require that personal data shall:

• 1. Be processed fairly and lawfully and shall not be processed unless certain conditions are met.
• 2. Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose.
• 3. Be adequate, relevant and not excessive for those purposes.
• 4. Be accurate and where necessary, kept up to date.
• 5. Not be kept for longer than is necessary for that purpose.
• 6. Be processed in accordance with the data subject’s rights.
• 7. Be kept secure from unauthorised or unlawful processing and protected against accidental loss, destruction or damage by using the appropriate technical and organisational measures.
• 8. Not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.
  
   

YOUR INFORMATION RIGHTS AND CHOICES

The Data Protection Act (DPA) gives you the following rights: • To write to Thrive to Excel asking for copies of the personal information that Thrive to Excel holds about you; • To correct or update your personal information processed by Thrive to Excel; • To ask Thrive to Excel  to delete personal data held by us; • To ask Thrive to Excel to restrict the processing of your personal data; • To withdraw your consent where that is the legal basis of our processing; You also have the right to ‘say no’ to Thrive to Excel  processing your personal data for direct marketing purposes. This means you can tell us to stop contacting you if do not want to hear about Thrive to Excel projects or ways to stay in touch. For more information about your information rights visit www.ico.org.uk. If you wish to exercise any of these rights, please contact us. 

REPORTING CONCERNS OR COMPLIMENTS

Please contact us if you are unhappy about Thrive to Excel’s handling of your personal information or tell us what you think we have done well. You also have the right to make a complaint to the Information Commissioner’s Office about how we manage your data. 

CHANGES TO THIS PRIVACY NOTICE

Thrive to Excel will review our privacy notice regularly. The terms of this notice may be updated at any time, for example, in the event of changes in law and how we operate. Please do check our webpage from time to time. If there are any big changes in the way we process your personal information, there will be a notice on our webpage, or we will send you a notification. If we plan to use your personal data for any new purposes, we will update this privacy notice and provide you with a copy before we change what we do with your data. Where and whenever necessary, we will ask your permission for this new processing. 

This notice was last updated on 14th February 2022