Care and Learning Alliance Privacy Notice

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 Data Protection Legislation*.

*Data Protection Legislation means all applicable privacy and data protection laws including the General Data Protection Regulation (EU 2016/679) (“GDPR”) or any successor legislation to the GDPR and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time.”

Who are we?

Care and Learning Alliance are usually the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes. However, when we provide payroll services, we are the Data Processor.

How do we process your personal data

Care and Learning Alliance complies with its obligations under the Data Protection Legislation 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.

We are registered with the U.K Information Commissioners Office (ICO) and are governed by their rules and regulations.

Where possible information will be anonymised before being transferred.

We collect and use your personal data for the following purposes (full details below)

  • If you or your child/ren use one of our services such as Early Learning and childcare, Out of School club or daycare
  • To manage our employees and volunteers;
  • To enable us to deliver our contract with funders;
  • To administer membership records and provide membership services;
  • To inform you of news, events, activities and training in relation to Care and Learning Alliance or to promote or fundraise for the Charity
  • If you attend one of our training sessions
  • To maintain our own accounts and records (including the processing of gift aid applications);
  • To provide you with services such as payroll

If you or your child/ren use one of our services such as Early Learning and Childcare, Out of School club or daycare

We hold data on you and/or your child/ren to allow us to safely provide early learning and childcare services. This may include personal information such as medical records, emergency contact information etc. We will seek your consent for this, but we have a legal obligation to collect, process and store certain personal data.   This includes information required by public bodies to evidence our compliance with the applicable regulatory framework. We are also required to share personal information with external social or health care professionals, including public bodies and local safeguarding groups (in some circumstances) to ensure your or their safety.

Consent forms for media use and outings will be provided and information gathered at the setting themselves.

We do not retain this information once a child/ren leaves one of our settings, except to the extent as may be required by law or regulation.

To manage our employees and volunteers

If you apply to work or volunteer with us and are successful, we will retain your information to allow us to process your payroll and other HR procedures such as next of kin, medical information and so on.

If you are unsuccessful in your application we will retain your application data for 6 months in order to contact you should other suitable opportunities arise.

If you are a sub-contractor we will retain your contact details in case of our future needs for your expertise.

To enable us to deliver our contract with funders

We will keep data so we can report to our funders regarding the monitoring of grants or funding.

We also use it to keep you informed of our activities and of relevant events.

We may also consult with you or contact you, for instance, if we are seeking match funding from another organisation

Any personal data will be retained for the timescales as per in the grant agreements and will be deleted thereafter. If we retain it, we will seek consent.

To administer membership records and provide membership services;

If you sign up to be a member we will hold data on you to allow us to meet our obligation of providing you with information and support, We will also contact you regarding upcoming training, events and other activities which we think will be interesting to you (you can unsubscribe from this service at any time). We may also retain information after a gateway visit and we will share this with you and not hold it for any longer than is necessary.

We will only hold as much information as is required to perform this function. 

To inform you of news, events, activities and training in relation to Care and Learning Alliance or to promote or fundraise for the Charity

We will hold data on you so we can inform you of our activities, training and events that we organise or are party to.

We may also use it to consult with you for instance to inform policy, lobby on behalf of the sector or seek information or collaboration on projects

Also, we will want to keep you informed of our services and activities, for example, if you have signed up to one of our e-newsletters or our blog. You will be able to unsubscribe from this service at any time.

If you attend one of our training sessions

If you attend one of our training sessions we will record attendance and statistics to allow us to report back to our funders on the contract we hold to deliver the training.

We will seek your explicit consent as to use of your (anonymised) data to provide evaluation and feedback and on occasions to use to market our services.

To maintain our own accounts and records (including the processing of gift aid applications)

We will hold information to allow us to maintain our own account and finance information or, as a Charity, process gift aid applications where appropriate. 

If we provide you with a payroll services

We will keep and handle data with regards to your employees to allow us to provide you with payroll services, we will ensure you have a contract with us to allow us to do this. Further information can be obtained from our Finance Manager at the Dingwall Office – 01349  866749.

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.

If you visit our website

We only collect information that will help us make the site work better for you, let us contact you if you’ve asked us to, to let us provide you with information about our work and funding and to understand how people use the site so we can keep improving it. For further information, please see our Cookies and website information by clicking here.

If you withdraw your consent

If you do not wish for us to retain your personal data, please let us know as soon as possible – details below.  However, you should note that it could become difficult or impossible to complete any contractual agreements with you or keep you informed of our activities.