Privacy Statement – Headliners

Privacy Statement

We are committed to safeguarding your privacy and will take all reasonable steps to ensure your information is secure, as it is important that you feel completely comfortable and confident that your personal information (data) is in safe hands.

This statement explains how we will collect, use and disclose personal information collected on programme participants, partners and supporters. The use of information, why we collect it and what we store varies, depending on how you interact with us and what consent you have provided.

How we collect information

Information is obtained through various medium including:

Website: donations, enquiries, newsletter sign up and programme sign up
Email: programme sign up, volunteer and job applications
Paper: programme sign up

The accuracy of your information is important to us so if you change postal address, email address etc or any of the information we hold is inaccurate please email us at: [email protected].

Information collected and how it is used

Young people (programme participants):

We take the interests of young people very seriously and are very careful how we use and store data. For under 18’s‚ we require forms to be completed by a parent/guardian, for which we also collect name and contact details.

We collect:

personal/contact details including name, address, phone number and email so we can keep in touch with you during the project
age, education and employment background, to understand what access or barriers to education, employment or training you may have had and what type of programme will be most beneficial
equal opportunity data, physical or mental health information to ensure that we understand what additional needs there may be to ensure that the most appropriate support is provided
publication consent to share any film or images online of you, the young person
consent for us to contact you, the young person (and/or guardian) after the project

We do not share information with any third parties unless there is a safeguarding concern or we have been given explicit consent to do so.

Data may be shared with funders in compliance with reporting agreements but where necessary, personal information will be anonymised (ie where consent has been denied). Data analysis may also be undertaken to review programme performance and ascertain demographics of beneficiaries to ensure we are continually improving our services.

To ensure communication of services and fundraising opportunities are kept up-to-date, information may also be reviewed and shared with trusted parties (following due diligence) to undertake analysis, which will comply with consent obligations.

We will never sell personal data or share your information for marketing.

Donors

We collect:

personal/contact details such as your name, address, phone number or email. This information is only stored and used if you have consented for us to contact you and this would be to share new opportunities, campaigns and stories
Gift Aid information to identify whether we can claim gift aid donations from the government which increases the donation amount we receive by 25%

We do not personally hold your financial/card information as it is collected by our third-party payment processor who specialise in the secure online capture and processing of credit/debit card transactions.

We will never sell personal data or share your information for marketing.

Members of the public (enquiries/general communication)

We collect personal/contact details such as your name, address, phone number or email so that we can respond and/or communicate with you as appropriate. This information is only stored and used for the purpose in which you have consented and we will only contact you through the method confirmed (eg post, email, phone).

We will never sell personal data or share your information for marketing.

Staff/volunteer applications

We collect:

personal/contact details such as your name, address, phone number and email
education, volunteering and employment information to ascertain if you have suitable experience for the role
equal opportunity information to monitor diversity of applicants
additional needs or health issues we should be aware of to ensure adequate support is provided
referee details and subsequent references for those successful
photo/film consent for ID lanyards, website use and any images captured during projects that may be shared on social media

As a youth charity, safeguarding is paramount and all personnel (staff and volunteers) are required to undertake a disclosure check (Access NI or DBS). Convictions will not necessarily mean that you will not be invited to an interview and/or appointed but a risk assessment will be required. However, if you are on the barred list for working with children or adults, you will not be considered.

If successful in your appointment, we will retain all information for the duration of your time working with us and for 7 years from the end of your employment/ engagement.

If unsuccessful, we will hold your data on file for 6 months and at this point, all information will be securely deleted or destroyed.

Retention Periods

We review our retention periods for personal information on a regular basis but are required to hold some types of information for certain lengths of time to fulfil our contractual or statutory obligations and will hold your personal information on our systems for as long as is necessary for the relevant activity or for as long as is set out in any contract/agreement you hold with us.

Those that can access your information

Relevant information is only available to the necessary personnel or partners if needed, to deliver our work.

Data may be shared with funders in compliance with reporting agreements but where necessary, personal information will be anonymised (ie where consent has been denied). Data analysis may also be undertaken to review programme performance, ascertain demographics of beneficiaries etc to ensure we are continually improving our services.

Your rights

You have a choice about whether you wish to receive information from us. If you do not want to hear from us about certain things, then you can indicate this by ticking the relevant boxes situated on the form completed on which we collect your information.

We will not contact you by email, post, phone or text message unless you have given consent and you can change your contact preferences by emailing us at [email protected].

Use of ‘cookies’

Like many other websites, our website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual eg storing your country preference. This information helps us to improve our website and deliver a more personalised service.

It is possible to switch off cookies by setting your browser preferences, although turning cookies off, may result in a loss of functionality when using our website.

Links to other websites

Our website may contain links to websites run by other organisations. This privacy statement applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be held responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third-party site, we are not responsible for the data protection policy or privacy practices of the owners and operators of that site and recommend that you check the policy of that third party site.

Review of this Privacy Statement

We review this statement and our data protection policy annually. If you have any questions, please email [email protected].