North Halifax Partnership Privacy Notice
This notice explains how we collect and use your personal information.
North Halifax Partnership (NHP) is registered as a ‘data controller’ with the Information Commissioner’s Office under the Data Protection Act. You can find out more about the Data Protection Act, and your legal rights at https://ico.org.uk
We collect and process your information in order to provide various services to you. These services range from providing a child with an early education and childcare place, to keeping you up to date with events in your local community by newsletter.
Personal information may be collected on paper or online forms, by phone, email or by a member of NHP staff.
We will only use your personal information for the purpose which we have stated when we collect that information, and we will not collect unnecessary information about you. We will ensure your personal data is held securely and is not seen by anyone who should not see it.
We will not keep your information longer than it is needed. In some cases, the law states how long personal information should be kept. We will dispose of paper records or delete any electronic personal information in a secure and confidential way.
In accordance with your right to be informed the forms we use to collect your personal information will include a Privacy Notice explaining:
- What the information is for, and the lawful basis for processing it
- Whether the information will be shared and with whom
- How long the information will be kept for (retention)
- Your rights including the right to complain to NHP’s Data Protection Officer
We may not be able to provide you with a product or service unless we have enough information, or your permission to use that information.
We may need to pass your information to other people and organisations that work with us to provide local services. These providers are obliged to keep your details securely and use them only to provide the service to you or in accordance with our instructions. This sharing will always be done with your explicit consent and will be explained to you at the point of requesting our services.
Where we need to share sensitive or confidential information such as children’s data, financial data or health information with third parties, we will do so only with your prior explicit consent, or where we are required by law to do so. We will endeavour to ensure wherever possible that appropriate steps have been taken by the recipient to protect personal information that is shared.
We may share your information including sensitive or confidential information where it is necessary for the prevention or detection of crime or to prevent risk of harm to an individual.
Please note that unless encrypted, email messages sent via the internet may not be secure and they could be intercepted and read by someone else. Please bear this in mind when deciding whether to include personal or sensitive information in any email messages you intend to send. If you email us we may keep a record of your contact and your email address and the email for our record-keeping of the transaction. Contact the NHP Data Protection Officer if you are unsure about this.
Using our websites
If you are a user with general public access, the Sure Start Children’s Centre NHP and North Halifax Partnership website does not store or capture personal information, but merely logs a number called your IP address which is automatically recognised by the system.
The system will record personal information if you:
- Subscribe to or apply for services that require personal information
- Report a fault and give your details for us to respond
- Contact us and leave your details for us to respond
Cookies are small text files that ‘remember’ bits of information from your visit to a website. They make the interaction between you and the website faster and easier. Without cookies the website thinks you are a new visitor every time you move to a new page.
We also use them to collect anonymous statistics about how people use the site, and to help us to make it as easy for you to use as we can.
A cookie is stored on your computer or mobile device by a website’s server. Only that server can retrieve or read the contents of that cookie. Each cookie is unique to your web browser. So if we put a cookie on your computer it cannot be read by any other website.
We have installed CCTV systems in some of our premises used by members of the public, for the purposes of public and staff safety and crime prevention and detection. In all locations signs are displayed notifying you that CCTV is in operation.
We will only disclose CCTV images to others who intend to use the images for the purposes stated above or where disclosure is legally required or otherwise permitted under the Data Protection Act. CCTV images will not be released to the media for entertainment purposes or placed on the internet.
Images captured by CCTV will not be kept for longer than necessary. However, on occasions there may be a need to keep images for longer – for example where a crime is being investigated.
Rights for individuals under GDPR
The General Data Protection Regulation is effective from 25 May 2018 and includes the following rights:
The right to be informed. Every form for recording your personal data will include a Privacy Notice. The Privacy Notice explains why we need your personal data, where it will be stored, who it will be shared with, the purpose of collecting it, the Data Protection Officer contact, your rights to object and how long the data will be kept for. Each Privacy Notice is different depending upon the data being collected. There is also a generic NHP Privacy notice (this document)
The right of access. This is your right to request sight of the information that NHP holds about you. Your Subject Access Request (SAR) will be dealt with by the NHP Data Protection Officer free of charge, with 30 days of us receiving your request. If your request is manifestly unfounded or excessive, we may charge a fee for providing it. Please contact email@example.com or ring 01422 251090.
The right to rectification. You have the right to request that we correct any incorrect or inaccurate information held on our systems, such as wrong addresses, incorrect spellings etc. Corrections must be carried out within a month of us being informed, including asking third parties to also amend their systems accordingly. Please contact firstname.lastname@example.org or ring 01422 251090.
The right to be forgotten (or right to erasure). If the purpose for processing the data is not a statutory one, or in other words doesn’t have a legal basis, then you can request that your information is withdrawn by withdrawing your consent for processing. As long as the data is not required for a legal or safeguarding purpose, you have the right for your entry to be deleted from our systems. Obviously an individual cannot be “forgotten” from the our systems to receive payments for services but for systems such as mailing lists, then you have the right to be forgotten and erased from the system.
You have the right to request that NHP stop processing your personal data where that processing is likely to cause substantial and unwarranted damage or distress. However, this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with your request, however there may be circumstances where this is not possible – for example if we are required to hold or process information to comply with a legal requirement. Please contact email@example.com or ring 01422 251090.
The right to restrict processing. This right applies if you feel that we are acting upon incorrect or inaccurate information. You have the right to request that we restrict processing while we look into the situation. This must be done and a decision made within a month. During this time no action or further processing can take place. Once a written decision is made and any inaccuracies documented and amended the processing can be re-commenced. Please contact firstname.lastname@example.org or ring 01422 251090.
The right to data portability. This only applies to personal data an individual has provided to a controller and where the processing is based on the individual’s consent or for the performance of a contract; and when processing is carried out by automated means.
The right to object. You can complain to the NHP Data Protection Officer if you feel that your data rights have been incorrectly handled or breached. Complaints about data protection should not be sent to the Councils complaints department but should be sent to email@example.com or ring 01422 251090.
The right not to be subject to automated decision-making including profiling. If NHP intends to use your data for profiling purposes or for automatic decision making you must provide explicit consent to process your data in this way. You can withdraw your consent at any time. In addition, you can request that a “human” make the decision and that the “automated” part is not utilised.
You have the right to request that NHP stop processing your personal data where that processing is likely to cause substantial and unwarranted damage or distress. However, this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with your request, however there may be circumstances where this is not possible – for example if we are required to hold or process information to comply with a legal requirement.
Changes to this privacy notice
We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with the changes in the law.
Complaints about data protection or enquiries about this Privacy Notice should be sent to the
NHP Data Protection Officer
North Halifax Partnership
Kevin Pearce Children’s Centre
Tel 01422 251090