The Green Team’s Privacy Statement
The Green Team appreciates the importance of keeping personal information private and protected for everyone associated with our organisation. This includes participants, the adults helping them, Green Team staff and those who support us.
Your privacy and security is important to us and you can be assured that we do our best to ensure that your personal information is secure so that your confidentiality is maintained. The Green Team takes its obligations to any personal data held very seriously and complies with the General Data Protection Regulation (GDPR) that comes into effect on 25 May 2018, designed to give all EU citizens the right to know what data is stored about them and to have it amended or deleted if they so wish. It is designed to protect you from privacy and data breaches.
This statement explains how we achieve these goals and gives details of our privacy practices, including what information we collect about people. It also outlines how the information will be used or disclosed, and rights with respect to our collection and use of personal data.
By using our services and providing us with your personal information you are accepting the practices described in this Privacy Statement.
Child Protection and privacy
The Green Team operates in the youth sector, interacting with young people from pre-school to age 25. Where relevant, and if there exists a conflict, Child Protection legislation and policy supersedes GDPR.
What information the Green Team collects, why and how it is used
There are two types of information you provide us with when using our services:
- personal information provided when completing a booking form (paper or on Eventbrite) for yourself or a child in your care to attend one of our projects, programmes or training events. We hold data about you because it is vital to hold and process this data to ensure your (your child’s) safety, that of the general public and others in our care.
- information collected by us as you interact with our services. The information is used to provide you with a service that you have requested, to answer an enquiry or as part of our fundraising programmes. We may ask you to provide us with personal information on a voluntary basis in certain areas of our services. This information will be used for the purposes outlined at the time of collection.
We will only use your personal information to communicate information to help you participate in our programmes and services, or support those who are participating; and to tell you about activities which may be of interest to you. We never have and never will sell your data to a third party.
In addition we may also use information to analyse or profile our users to fulfil legal obligations, reporting obligations and to maintain and improve our services. This may include:
- using data to analyse our services e.g. programme evaluation surveys to see how we are doing and take on board feedback
- profiling data for statistics to complete reports e.g. annual reports or funding reports as a contractual obligation
- long term tracking of individuals to evaluate impact of our service
How we handle your data
The information you provide (your name, address, contact numbers, date of birth, gender, medical information and emergency contact details) is held on a central database accessible only to Green Team staff on a password-protected computer in a locked office. This data is also backed-up to a secure, cloud-based system.
Key information such as your name, contact numbers, medical and emergency details are made available to the project/training leaders and base emergency contact only for each project or training event in case of a medical or other emergency. Paper based information is shredded immediately afterwards.
We will not share your information with 3rd parties. Potentially sensitive personal information may be shared with funders, for the purpose of monitoring the engagement and impact of our programmes. All information is fully anonymised.
All staff and volunteers who apply for PVG scheme membership/updates provide sensitive personal data required to process the PVG Checks. These details are submitted by the Green Team via City of Edinburgh Council to Disclosure Scotland. Disclosure Scotland produce PVG certificates and share these with applicants and with the Green Team.
We build in safeguards to keep all your personal information as secure as is digitally possible. In addition to a rigorously enforced data handling policy, all our staff members are made aware of their obligations to keep the information for authorised use only. No technology is foolproof, but we have made every reasonable effort to keep our systems up to date with the relevant protocols.
All personal data is accessible only to those who need to use it. We make that judgement based upon the sensitivity and value of the information in question. Personal data is kept:
- in a lockable room with controlled access.
- in a locked drawer or filing cabinet.
- if data is computerised it is stored on network servers and on password-protected databases.
- particular care is taken of portable ICT equipment, memory sticks etc. which are password protected and encrypted to prevent unauthorised access.
- sensitive personal data is not kept on memory sticks or routinely taken from Green Team premises on any form of removable media.
The Green Team uses the Eventbrite platform to manage our bookings for training and events. Eventbrite is a third-party, cloud-based system and data is not held locally. Eventbrite store data globally in compliance with GDPR and the EU-US Privacy Shield Framework.
We use SurveyMonkey to capture feedback and evaluation data. SurveyMonkey is a third-party, cloud-based system and data is not held locally. SurveyMonkey store data globally in compliance with GDPR and the EU-US Privacy Shield Framework.
We use MailChimp as our email newsletter platform. MailChimp is a third-party, cloudbased system and data is not held locally. MailChimp store data in the USA in compliance with GDPR and the EU-US Privacy Shield Framework. Only your name and email address will be held in Mailchimp (if you opted in) in order to keep in touch about relevant training, events and news we believe may be of interest to you. You can unsubscribe from this at any time using the links within any of our Mailchimp communications.
The Green Team will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, and the applicable legal requirements.
Remember you can ask to view, amend or delete the data we hold on you at any time. To do this please contact firstname.lastname@example.org
Access and correction
You have a right to know about the personal information that the Green Team holds about you and to receive a copy of that information on request. You also have a right to request corrections to, or deletion of, the information that the Green Team holds about you. If you wish to exercise these rights, please contact us by post or email at the address shown in the ‘Contact’ section below. We will send you a copy of all the personal data held about you. Please apply in writing to: The Green Team Manager, 2 McLeod Street, Edinburgh, EH11 2ND
We may need to update or modify this Privacy Statement at any time, and modifications are effective upon being posted on the Green Team website. You are responsible for reviewing this privacy statement periodically to ensure that you are aware of any changes to it.
Contacting the Green Team
If you have any questions about this Privacy Statement, the privacy practices of the Green Team or if you want to exercise any of the rights that you are given under this Privacy Statement you can contact:
- Email: email@example.com
- Post: The Green Team, 2 McLeod Street, Edinburgh, EH11 2ND