General Privacy Notice

Beyond the Horizon Charity as a body is a DATA CONTROLLER under the Data Protection Act 2018 (“DPA”) and the Trustees are ultimately responsible for the implementation of the Data Protection Policy and Data Retention Policy & Disposal Schedule.

Beyond the Horizon Charity relies on Consent as the lawful basis for processing personal data.

• Our privacy notices are clear, and written in plain, age-appropriate language.
• We use child friendly ways of presenting privacy information.
• We explain to children why we require the personal data we have asked for, and what we will do with it, in a way which they can understand.
• As a matter of good practice, we explain to children how we keep their data safe.
• We tell children what rights they have over their personal data in language they can understand.
• This privacy notice does not apply to employees, volunteers and applicants, and there are specific policies and notices to cover these groups.

1. Information collected

Parental/guardian/other consent is obtained for any data processing activity where the child/young person is under 18 yrs.

1.1 We collect personal information from when an enquiry is made about our therapy services in order to assess whether our service is appropriate. This information may include contact details, child’s name, Date of Birth, school attended, GP details, family history and other relevant personal information. Notes regarding therapy services we have provided may also be kept. Personal data is stored securely for 7 years or until the young person reaches 18 years of age whichever is the longest period and then destroyed. Files for children who are in the care of the local authority or where there has been a safeguarding concern will be retained for the life of the charity.

1.2 Upon receiving an enquiry about fundraising or events and activities etc we ask for contact details and relevant personal information that is needed to answer enquiries and to keep people informed about any upcoming activities. This data is stored securely for 2 years.

1.3 We have separate privacy notices for enquiries regarding volunteering or job applications.

1.4 We collect and store personal data regarding our Employees which is covered in our Employee Data Protection Policy & Privacy Notice.

2. Our use of this information

2.1 Personal information will be used only to provide our services and to give information relating to our services. We will not share personal details with any other person or organisation without prior knowledge and permission, unless there is a risk of substantial harm to the client or others or a perceived risk of harm or under a legal requirement e.g. terrorism, drug money laundering, or via a court order for disclosure.

2.2 We will never publish or post any information or photographs of clients where they can be identified on Social Media without signed consent.

3. Security

3.1 BTHC will take all reasonable precautions to prevent the loss, misuse or alteration of information given to us.

3.2 Communications in connection with this service may be sent by e-mail. Any email sent from BTHC that includes personal or sensitive data will be sent in an encrypted form or will be anonymised (it will not be possible to identify the data subject). Whilst we endeavour to keep our systems and communications protected against viruses and other harmful effects, we cannot bear responsibility for all communications being virus-free.

3.3 Any data breach will be reported to the ICO within 72 hours.

4. Your rights over your personal data

4.1 Clients have the right to ask for personal data to be erased and may withdraw consent for personal data to be collected/processed.

4.2 Clients have the right to data portability and can request and reuse personal data for their own purposes.

4.3 Clients have the right of access and can request to see information that is being held about them.

4.4 Clients have the right to have their data rectified if it is inaccurate or incomplete.

If you would like to see the information that BTHC hold about you, would like to correct, update or delete any records, or if you have any concerns about our use of your data or for a copy of our Subject Access Request procedure, please email us at: admin@beyondthehorizon.org.uk. We will do our utmost to resolve any concerns you have, but if these are not resolved to your satisfaction, you may choose to contact the ICO.

If you need any further information, please contact us at Beyond the Horizon Charity, Holy Cross Centre, Beauchamp Road, Billesley, Birmingham, B13 0NS. Tel: 0121 444 5454