Privacy notice for children and young people

The United Nations Convention on the Rights of the Child recognises that children and young people have the right to express their views on matters that affect them and to have those views taken seriously.

To do this, we may need to collect and use some information about you.

Information we collect

The information we collect will depend on the activity, but may include:

• Your name
• Your email address
• Your age
• Your school or organisation (if relevant)
• Emergency contact details
• Details of your parent or guardian and
• Information about any support, access or medical needs that you tell us about

We will only collect the information we need.

Why we use your information

We use your information to:

• Organise and manage events and activities
• Contact you about activities you have signed up for
• Communicate with your parent or guardian where appropriate
• Understand and support any access or wellbeing needs you may have
• Keep participants safe and
• Improve the services, activities and opportunities we provide for children and young people
• Receive feedback from you

Our legal basis for using your information

We need a legal reason under data protection law to use your information.

Where we ask for your permission (consent), we will assess whether you are able to understand what you are agreeing to. If you are not able to provide consent yourself, we will seek consent from your parent or guardian.

You may withdraw your consent at any time by contacting us. This will not affect any use of your information that took place before your consent was withdrawn.

Who we share your information with

We will only share your information where it is necessary and appropriate to do so.

This may include:

• Council employees involved in organising or running an activity
• Organisations working with the Council to deliver an event or activity
• Emergency services, safeguarding agencies or other public authorities where necessary to protect your safety or the safety of others and
• Organisations where we are required to share information by law

We will not sell your information or share it for marketing purposes.

How we keep your information safe

We take the security of your information seriously.

We use measures such as:

• Secure computer systems and networks
• Restricted access to information
• Encryption where appropriate
• Staff training
• Information sharing agreements where information is shared with partners and
• Retention and disposal procedures to ensure information is not kept longer than necessary

How long we keep your information for

We keep your personal information for the minimum period necessary and, in any event, for no longer than three months from the date it is received. After this period, it will be securely deleted.

Your rights

Under data protection law, you have rights in relation to your personal information.

These include:

• The right to ask for a copy of the information we hold about you
• The right to ask us to correct information that is inaccurate or incomplete
• The right to ask us to delete your information in certain circumstances
• The right to object to certain uses of your information
• The right to restrict how we use your information in certain circumstances and
• The right to withdraw your consent where we rely on consent to use your information

Depending on your age, understanding and the circumstances, you may be able to exercise these rights yourself, or they may be exercised on your behalf by your parent or guardian. Further details on these rights can be found on our data protection pages.

Who you can contact if you have questions

If you have any questions about how we use your information, or if you would like to exercise any of your rights, please contact the Council's Data Protection Officer.

Email: data.protection@rushmoor.gov.uk.

Address: Rushmoor Borough Council, Farnborough Road, Farnborough, Hampshire, GU14 7JU

You can contact us yourself, or you can ask your parent, guardian or another trusted adult to help you.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your data is handled. 

ICO website: www.ico.org.uk ICO helpline: 0303 123 1113