GDPR 2018 Update Data Privacy Policy

Privacy and data protection policy

Updated: 24 May 2018

This privacy policy sets out how Special Friends Club (a registered charity run by parent volunteers ) uses and protects any information that you give to us when joining as members of the club. We are committed to protecting your privacy. This policy has been written in accordance with the Data Protection Act 1998. If you have any questions regarding our management of your personal data, or wish to lodge a complaint about how we use your personal data, please contact:

Data Protection Officer Email:

How do we collect information?

We collect personal information from you when you submit a membership form, or otherwise provide us with personal information, whether online, on the phone or via post.

What we collect?

We may collect the following information:

* Family/ carers names inc siblings

* Age of child/ren or young person/s ( with their consent)

* Medical information (eligibility criteria )

* Contact information including home address , email address and contact number

* Demographic information such as postcode , diversity

* Information regarding child / young person special educational needs

* Other information that is relevant to your membership application ( DLA status, income support )

What information do we collect?

The types of information collected might include: your name, date of birth, e-mail address, full postal address and telephone number. We will also collect, and securely hold, data you supply us related to a financial donation or Direct Debit mandate. We do not keep on record data related to social media usage or accounts.

How do we use this information?

We require this information to understand your needs and provide you with a better service and in particular for the following reasons:

* Internal record keeping

* We may use the information to improve our service

* We periodically send out emails about our holiday activities , relevant news or events in your area using the email you have provided

* From time to time we may use your information to contact you for service user feedback. We may contact you by email, phone or mail.


We will not use your personal data for any other purpose without your consent and we will contact you according to your stated preferences. We hold your data on a secure database and in usable format only for as long as is required, and determined by the frequency of your interactions with us, or for as long as we are required to do so by law (for example, we may need to keep a record of any financial transactions for a pre-determined period of time).

We do not pass on your data to any other third party without your express permission, or unless required to do so by law. We may need to share your information with our commissioned service providers to help us carry out our charitable activities, meet our organisational aims, and to ensure that our monitoring records are kept up-to-date. However sharing of this data is anonymous and used for statistical purposes only.

We only use your personal information for sharing updates on our holiday and weekend activities programme if we have your consent (for electronic communications) and/or where we already have an existing relationship with you (for postal or telephone communications). If you no longer want to hear from us, please let us know by emailing or calling 07707632470

How do we protect personal information?

We also take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary. All of our trustees are Enhanced DBS checked and have completed recent GDPR Training.

We will not sell, distribute or lease your personal information to third parties. We will only use your personal information to send you information about our programmes of activities when you give us permission to add your email address to our e-share mailing list (Campaign Monitor)

Your consent

By providing us with your personal data, including sensitive personal data such as on your medical diagnosis information, you consent to the collection and use of any information you provide in accordance with the above purposes and this privacy statement.

Withdrawing consent

You can change or withdraw your consent for us to hold or to use your personal data for the purposes set out above by emailing or calling 07707632470 alternatively, you can write to the Data Protection Officer at the above address.

We try to ensure that any changes to your personal data are enacted as soon as the request is processed, which is usually within two working days. Please note, however, that due to the way our communications are prepared this can take up to four weeks to come into effect. We hope this delay won’t cause you any inconvenience.

Right of access

You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your personal details corrected. You can also request that we remove your records from our database or provide you with a copy of the information we hold about you. You can also ask us to stop using your data for a specific purpose.

We will aim to acknowledge receipt of all such requests within three working days and fully respond within four weeks. You can exercise any or all of these rights by emailing , calling 07707632470, or writing to the Data Protection Officer.