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LIGHTHOUSE DATA PRIVACY POLICY

 updated 28th February 2023

This privacy policy explains how we use any personal information we collect about you.

1.  Your personal data – what is it? Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we? Throughout this policy, the term ‘Lighthouse’ shall be taken to mean, collectively the Data Controller, namely:

    • Lighthouse Beaconsfield, Registered Charity No.1198953
    • Lighthouse Burnham, Registered Charity No. 1182190
    • Lighthouse Cressex, Registered Charity No. 1183476
    • Lighthouse Haddenham, Registered Charity No. 1201685
    • Lighthouse Hazlemere, Registered Charity No. 1178562
    • Lighthouse High Wycombe, Registered Charity No. 1114541
    • Lighthouse Langley, Registered Charity No. 1181000
    • Lighthouse Loudwater, Registered Charity No. 1197125 
    • Lighthouse Mansfield, Registered Charity No. 1164680
    • Lighthouse Marlow, Registered Charity No. 1178062
    • Lighthouse Princes Risborough, Registered Charity No. 1178119
    • Lighthouse Safe Harbour, Registered Charity No.1180779
    • Lighthouse Shelswell, Registered Charity No. 1187651
    • Lighthouse Central, Registered Charity No. 1169839
    and Lighthouse Water Eaton which is an associate Lighthouse through St Frideswide’s Church, a resource hub in the Diocese of Oxford for community organising and church growth.

Lighthouse Central is the Data Processor, processing data on behalf of the Data Controller. This means it decides how your personal data is processed and for what purposes.
Data Processor: Lighthouse Central  Registered Charity No. 1169839

Our registered office is Bridge House, Station Approach, Great Missenden, Buckinghamshire HP16 9AZ

There is one other Lighthouse that is not part of Lighthouse Central: Great Missenden registered Charity No 1071892 (Lighthouse88). They will have their own Data Privacy Notice.

3.  How do we process your personal data? Lighthouse complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. All personal data is kept on central IT systems and is not stored or transported on portable electronic devices.

We use your personal data for the following purposes:

  • To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in the constitution of each Lighthouse
  • To manage our volunteers, processing your application and keeping you updated with relevant information such as your role and training dates
  • To register children attending Lighthouse; to process your application, to keep you updated with relevant information such as where to collect tickets, when children can be collected;
  • To fundraise and promote the interests of the Lighthouse charities;
  • To maintain our own accounts and records (including the processing of gift aid applications);
  • To email you about other Lighthouse activities we think may be of interest to you. We will only do so where we have a legitimate interest in doing so.
  • Volunteers: Data is processed under legitimate interest
  • Parents & Children: Data is processed under legitimate interest
  • Donors outside Lighthouse: Data is processed under Consent of Data Subject
  • Processing is also necessary for carrying out obligations under health and safety, or social protection law or any regulatory body. 

4. What is the legal basis for processing your personal data?

  • Volunteers: Data is processed under legitimate interest 
  • Parents & Children: Data is processed under legitimate interest 
  • Donors outside Lighthouse: Data is processed under Consent of Data Subject
  • Processing is also necessary for carrying out obligations under health and safety, or social protection law or any regulatory body. 

 5. What information do we collect about you?

a) Volunteers

We collect information about you when you volunteer with us that includes your date of birth, address and telephone number, email address along with answers to the following declaration questions:

  • Have you any health problem(s) which might affect your work with children or young people?
  • Have you ever been known by any name other than the one given on this form?
  • Have you, during the past five years, had any home address other than that given on this form?
  • Has a child in your care, or for whom you have or had parental responsibility, ever been removed from your care, been placed on the Child Protection Register, or been the subject of a care order, a supervision order, a child assessment order, or an emergency protection order under the Children Act 1989, or a similar order under other legislation?
  • Have you ever been convicted of any criminal offence?
  • Have you been cautioned by the police, or bound over to keep the peace?
  • Have you ever been found by a court exercising civil jurisdiction (including matrimonial or family jurisdiction) to have caused significant harm to a child or young person under the age of 18 years? Or has any such court made any order against you on the basis of any finding or allegation that any child or young person was at risk of significant harm from you?

Any volunteer who is aged 16 or over during Lighthouse and has a role where they have contact with the children and young people (aged under 18) at Lighthouse must have an Enhanced Disclosure and Barring Check (DBS) in place. If you apply for a DBS check through Lighthouse, you will be required to sign a declaration that you have read and understood the Disclosure and Barring Service Standard and Enhanced DBS Check Privacy Policy.  This is available to review here: https://www.gov.uk/government/publications/standard-and-enhanced-dbs-check-privacy-policy/standard-and-enhanced-dbs-check-privacy-policy

Please note that DBS checks are carried out on behalf of Lighthouse by Peters Research Ltd.

b) Parents and children

We collect information about you when you register a child for a place at Lighthouse that includes your address details and the date of birth, health and special needs information of your children.

 6.  Sharing your personal data

Your personal data will be treated as strictly confidential. Lighthouse will not share your information for marketing purposes with anyone else unless obliged by law.

You have a right at any time to stop us from contacting you. If you no longer wish to be contacted by Lighthouse, please contact admin@lighthousecentral.org

 7.  Who sees your information?

Lighthouse considers the following information to be confidential:

  • Addresses
  • Declaration question answers, specifically information relating to the criminal records of volunteers
  • Health information
  • Special needs information

Confidential information shall be seen only by Lighthouse Trustees and other individuals nominated by them (including admin staff and key leaders such as Age Group Leaders and activity co-ordinators).  In all other cases data is only shared on a strict need-to-know basis.

For example, an Age Group Leader or Teacher will generally only receive the names of the volunteers and children assigned to their age group. They may receive health and special needs information if a leader or child has a health condition or special needs that will impact upon them during their time on-site, whether this be behaviourally or through the requirement for medication.

Any printed reports are collected at the end of Lighthouse and securely destroyed.

8. How long do we keep your personal data?

Lighthouse retains all data collected about volunteers and children for a period of two years from the time it is first given. This time period is renewed when a volunteer or child registers again for Lighthouse.

The data for volunteers shall be used each spring to contact those who have volunteered in previous years. At this point, volunteers have the choice to register again for Lighthouse, ask for their data to be kept on file and for them to be contacted the following spring, or for their data to be deleted.

For the avoidance of doubt, if a volunteer registers and then in the subsequent two years requests for their data to be kept on file and for them to be contacted again, the second request will see the data kept for a third year after it was originally given. If no response is given the following spring (i.e. spring of year 4 where data was registered in year 1), the data will be deleted.

 9. Exception to the two year period

In accordance with its duty of care responsibilities to all volunteers and children attending Lighthouse, Lighthouse will exceptionally keep a volunteer’s data on file for more than two years if that data indicates that the said volunteer could pose a threat to others, and the trustees or individuals nominated by them consider there to be a reasonable risk of that person attempting to register at Lighthouse again in the future.

It is required by our Insurers that records of who attended training and who attended Lighthouse is kept for 15 years. This will be on the basis of data sufficiency: name, role at Lighthouse and Lighthouse location only and will be archived on a secure database at Lighthouse Central

We retain gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.

 10. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

  • The right to request a copy of your personal data which Lighthouse holds about you
  • The right to request that the Lighthouse corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for Lighthouse to retain such data;
  • The right to withdraw your consent to the processing at any time
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable)
  • The right to lodge a complaint with the Information Commissioners Office.

 11. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

 12. Changes to our Data Privacy Notice

We keep our privacy policy under regular review and we will place any updates on this web page. Our Data Privacy Notice was last updated on 22nd February 2022

 13. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance email admin@lighthousecentral.com or write to us at the following address:

Lighthouse Central, Bridge House, Station Approach, Great Missenden, Buckinghamshire HP16 9AZ You can contact the Information Commissioners Office on 0303 123 1113 or via email  https://ico.org.uk/global/cont... or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5A