Friends of Goldsworth Primary School Charity Privacy Notice 

Under data protection law, individuals have a right to be informed about how the Friends of Goldsworth Primary School Charity (‘the Friends’) uses any personal data that we hold about them.  

Who is collecting the data? 

The Friends rely on Goldsworth Primary School (‘the School’) parents/carers, individual volunteers as well as contributions of third party organisations to further its fundraising activities on behalf of the School.  

We collect and store minimal personal data to enable community building activities and fundraising events in line with the Friends of Goldsworth Primary School constitution.   

The Friends are committed to ensuring the transparent collection, storage and utilisation of data.  This Policy sets out what data we collect, how it is stored and the utilisation thereof.   

The Friends are the ‘data controller’ for the purposes of data protection law. 


What data is being collected? 

The following personal data is collected  

  • name, address, email address, telephone number of adult parents/carers or individuals and in some instances pupil names 

 The Friends gathers personal data relating to the following:  

  • Class Representatives:  Individuals who have volunteered to collate and share current information with parents/carers.  

  • Volunteers: Individuals who have agreed to be part of funding raising activities for a specific activity, event or school year.  

  • Ticket Sales:  Information to identify and allocate ticket sales to individuals.   

  • Third Party Organisations:  Organisations who are contributing to or donating to the Friends. 


What is the legal basis for processing the data? 

Communication of information to individual parents/carers, relating to past and future events and requests for volunteers is managed via the School.  Information about the School Privacy Notice is available here.  

Personal data is collected and held based on consent obtained and stored from class representatives and volunteers, and in association with ticket sales.   

Data received from Third Party Organisations is requested, received and held based on consent to Friends of Goldsworth Primary School Privacy Policy.  Third Party Organisation consent includes permission to publish information relating to the Third Party Organisation and their association with the Friends, and the right to contact the Third Party Organisation in relation to future events.   


How will the information be used? 

Ticket Sales & Raffles  

Ticket, online and physical, as well as Raffle sales for the Friends Events include a consent statement to enable the capture of personal data for sole purpose of the administration of the event and/activity.   

Event Sub-committees 

Volunteers for Events are required to provide consent to collection and sharing of their contact details with fellow sub-committee and the Friends committee members for the purposes of organising the Event.   

Online 

Individuals interested in getting involved with the Friends can provide their contact details with associated consent via the Friends website

The Friends run a Facebook community page.   This is subject to Facebook data policy: https://www.facebook.com/about/privacy 

School Newsletter Content 

The Friends provides information to the School on past and upcoming events, which may be included in the regular school newsletter.  

The Friends does not hold a mailing list for the parents/guardians of the School.     

Class Representative Email Communications 

Class representatives may include notifications relating to the Friends in the email communications to class parents/carers.  The authority to hold the class mailing list and send the information is based on the School Privacy Notice.  


Will the data be shared with any third parties? 

The Friends do not share personal data with third parties without consent nor sell data to third parties.  


How long will the data be stored for? 

All data is received and securely managed with controlled administration rights.   Any queries relating to data management should be directed to thecommittee@goldsworthfriends.org.uk 

All personal data electronically held for ticket and raffle sales will be deleted at the start of the following school year.   

All personal data held as physical information relating to raffle sales will be destroyed within 4 weeks of the raffle event.  

All collected parental and volunteer data associated with community building activities and fund raising events during a school year, will be deleted at the start of the following school year, where the individual no longer has a child or children at the School, or on request to thecommittee@goldsworthfriends.org.uk 

Records relating to Third Party Organisations that have not have not engaged with the Friends for 3 consecutive school years will deleted.  


What rights does the data subject have? 

For information on what information the Friends holds on you or to request that personal data is deleted, please email thecommittee@goldsworthfriends.org.uk 


How can the data subject raise a complaint? 

Please let us know if you think we’ve done something wrong about how we collect and use your personal data.   Please contact thecommittee@goldsworthfriends.org.uk with the details.  

If you are contacting us to exercise any of your rights under the GDPR, you will have to provide valid proof of identification. We are required to respond to your request within 1 month. 

You can also complain to the Information Commissioner’s Office in one of the following ways:  

  • Report a concern online at https://ico.org.uk/concerns 

  • Call 0303 123 1113  

  • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF  


Updates to this Policy 

We reserve the right to make changes to this Policy. Where changes are made, we will post the revised Policy here with an updated effective date.  

 

 

Last updated: 25 May 2018