Our Privacy Policy

Who we are

The Green Hub Project for Teens  is a Registered Charity in England & Wales, (No. 1203272) with registered office at The Lucks Yard Clinic, Portsmouth Rd, Milford, Godalming GU8 5HZ.

We are a community voluntary and fundraising group committed to helping the mental health of teenagers in Surrey, via social prescribing initiatives, utilising the benefits of the outdoors, the environment, and teamwork in projects located at our gardens.

To contact us, please email admin@greenhub.org.uk

 

About this policy

This policy was last reviewed on 01 October 2024. This policy will be reviewed from time to time and any updates published on our website. Alternatively, please contact  admin@greenhub.org.uk for the latest version.

This document sets out the policy and processes in place to ensure that information we collect is protected. This policy applies to anyone associated with us including Management Committee Members, employees, Volunteers and to the Teens and their families whilst working with us.

The type data we collect

We collect and process data relating to our volunteers, potential volunteers, teens, their families, employees, sponsors, donors and supporters to manage our relationships with them and to enable delivery of our aims and objectives. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.  We might collect the following data:

“Personal Data” which is information that identifies you.  If we have removed your identity (by making the data anonymous) it will not be classed as personal data.  We might collect, use, store and share various types of personal data about you as follows:-

  • Identity and contact details such as name, address and contact details, including email address, telephone number and emergency contacts
  • Permission to store and use photographic images to promote the work of the Green Hub Teen Garden.
  • Details of your work experience and skills relevant to your role/s Green Hub Teen Garden
  • Details of your availability/ schedule if you are in a volunteer role with us
  • Financial information such as bank account and card payment and details required to help manage any fundraising and sponsorship activities
  • Account details such as your username, password, purchases or orders made by you and your interest, preferences, feedback and survey responses
  • Usage and Marketing information such as how you use our website, products and services and your preference on receiving marketing from us or from third-parties along with communication preferences.

“Special Category Data”: We require your specific consent to process Special Category Data (such as information about your health, physical or mental, race, sexual orientation, criminal convictions/ offences and your genetic and biometric data). When you submit your details, we will ask you to confirm your consent to this processing. 

“Aggregated Data”:  We may also use the above information, without any of your identifiable details, to produce aggregated data. An example incudes statistical or demographic data, that can help us understand our volunteer needs better. If we combine this data with your personal data at any point so you do become identifiable, we treat this as personal data and use this in accordance with this policy.  

Legal Framework

This policy has been drawn up based on the Data Protection Act 2018 (DPA 2018) and the UK General Data Protection Regulation (UK GDPR).   Further information can be found here: https://ico.org.uk/for-organisations/guide-to-data-protection/      

Supporting Documents

The Green Hub operates within a framework of policies and procedures, guidance and related documents which, where relevant, should be read in conjunction with this policy.

The safety and welfare of children is very important to us. For purposes of clarification, under English Law, a child is an individual who is under the age of 18 years.

We will practice this Policy by:

  • Communicating that no information should be submitted to us by children without prior parental/guardian consent. If you are aged under 18, please ensure you obtain your parent/guardian’s consent before sending any personal information to us.
  • If you are referred to us via a GP or other person and if at the time of referral or any other time subsequently, we receive confidential information in relation to your health – physical or mental, including from you, the information will only be used to ensure safety and security of your welfare if that is necessary and will not be shared unnecessarily inside or outside of our organisation. You should also refer to any Privacy Policy and or Confidentiality Policy of the GP / other Professional who may be referring a Teen such as a school.
  • Having a named Management Committee Member who leads on the implementation and monitoring of this Policy.

How we get the personal information and why we have it

We use different methods to collect data from and about you.  Most of the information we process is provided by you for one of the following reasons:

  • You have applied to volunteer with us/expressed an interest in volunteering with us and have provided information to enable us to consider your application/ suitability. This could happen when you complete any of our online forms or correspond with us via post, phone, email or otherwise.
  • You volunteer with us and have provided information to help us keep in contact with you and to manage that relationship and to make sure that we adhere to any legal and or best practice requirements including to ensure safeguarding of our teen volunteers e.g. information required for DBS checks as required for your role with us or to ensure safety of our volunteers.
  • When you create and account in our website, subscribe to our services, complete one of our forms, give us feedback or disclose information verbally during discussions.
  • You are working in partnership with as a donor or sponsor and have supplied your details to assist in the management of that relationship.

We may also receive information directly from:

  • The Disclosure and Barring Service (DBS check report);
  • The use of automated technologies or interactions, like website cookies or other similar technologies. This includes information about your equipment, browsing actions and patterns and information about your browsing activity if you visit another website that uses the same cookies as us. This means we receive information about how you use these third-party websites. 
  • Your GP or other Professional such as through School as part of a referral to the Green Hub Garden for Teens;

In some cases, we may seek information about you from third parties, with your consent only, such as information from criminal records checks as permitted by law.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

  1. Your consent, especially for collecting sensitive data. You are able to remove your consent at any time and can do this by contacting admin@greenhub.org.uk or by writing to us at the above address.
  2. We have a contractual obligation;
  3. We have a legal obligation;
  4. We have a vital interest;
  5. We need it to perform a public task;
  6. We have a legitimate interest;

We may process your personal data for more than one lawful reason at a time, depending on the specific purpose for which we are using your data.

What we do with the information we gather

We need to process data to enable delivery of our activities. For example, we need to process your data to enable us to communicate with you to ensure smooth running of our offering/service and/or to enable fundraising activities.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, to comply with legal requirements regarding your safety and for insurance purposes.

We may also send promotional emails and newsletters about us, about our voluntary activities, fundraising initiatives and opportunities or other information which we think you may find interesting using the email address which you have provided.

Information will be held confidentially and anyone with access to it will be expected to comply with the terms of this Policy and as reflected in the Welcome Pack.

How we store your personal information

Your data is stored securely in our admin files, our CRM system and in other IT systems (including our email system).  We have strong security measures in place to keep your information safe.  Only authorised individuals who have a need to know are granted access to your data.  They will process your data in accordance with our confidentiality terms.

All information you provide to us is stored on our secure servers or in cloud-based storage. Any payment transactions will be encrypted.

In the rare circumstances that there is a data breach, we have procedures in place and will notify you, along any applicable regulator, when we are legally required to.

What is our process for retaining your data

The legitimate storage and retention of information is informed by the legal basis set out above. Where there is a legal, contractual or financial basis all records will be retained in accordance with the legal standards required.

Otherwise, we will retain your data for no longer than is necessary and for no longer than 3 years after your interaction/ engagement with us ends. Please see our Data Retention Policy for more information. A copy is available from admin@greenhub.org.uk

Do we ever share your personal data?

We take your data’s security seriously and only allow certain people to access it.  We may share your personal data with service providers, acting as processors who provide IT and system administration services. Professional advisers, acting as processors or joint controllers, including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services. HM Revenue & Customs, regulators and other authorities, acting as processors or joint controllers, who require reporting of processing activities in certain circumstances.  

All of the above third parties have a requirement to respect the security of your personal data. We do not permit them to use your personal data for their own purposes – they are only permitted to process your data for specified purposes in line with our instructions.  

Do we transfer your data internationally?

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). By submitting your personal data, you agree to this transfer or cloud storage. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Whenever we transfer your personal data out of the United Kingdom, we make sure it is protected by at least implementing one of the following safeguards:  

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom.
  • Where we use certain service providers, we may use specific contracts approved by the UK Information Commissioner’s Office and the European Commission which give personal data the same protection it has in Europe.  

Links to other websites and organisations

Our website may contain links to other websites of interest. However, you should note that we do not have any control over other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Your data protection rights

Under Data Protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
  • Withdrawal of Consent: At any point where we rely on your consent to process your data, you have the right to withdraw this consent. Withdrawal of consent will not affect the legality of the processing done before the consent was withdrawn. Should you withdraw your consent, we might be unable to provide you with certain products or services. We will inform you if that is the case when you withdraw your consent.

Making a request

Please contact us at admin@greenhub.org.uk if you wish to make a request or wish to exercise any of the rights set up above.

You are not required to pay any charge for exercising your rights. However, a reasonable fee may be charged if your request is clearly unjustified, repetitive, or excessive.  We also reserve the right to not comply in these scenarios. If you make a request, we will try to respond within one month.  Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests.  In this case, we will notify you and keep you updated.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Cookies

Like most websites, we use cookies to distinguish you from other users of our website. Cookies help make our website work better for you, remembering your preferences and improving your experience. You can control cookie settings in your browser.  Cookies make your browsing experience on our site as smooth as possible, because they remember your preferences.  

Please refer to our Cookie Policy here to learn more: https://greenhub.org.uk/cookie-policy/

How to raise a concern or complaint

If you have any concerns about our use of your personal information, you can make a complaint to us by writing to The Green Hub Project for Teens, c/o  Lucks Yard Clinic, Portsmouth Rd, Milford, Godalming GU8 5HZ , or email admin@greenhub.org.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s details:           

  • Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Helpline number: 0303 123 1113
  • ICO website: https://www.ico.org.uk  

Changes and Contact

Please keep us updated if your personal data changes. If you have any questions or need to exercise your rights, just get in touch. 

Thanks for reading our privacy policy. If you have any questions please don’t hesitate to contact us.