How Fight 4 Change uses your personal information
Who are we
Fight 4 Change is a registered sport for development charity with our head office in Lambeth. Our primary purpose is to deliver specific programmes targeting Mental Health, crime reduction and female empowerment
What we need
Fight 4 Change will be what is known as the controller of the personal data you provide to us. We collect personal data about you which may also include any special types of information or location based information. Upshot is known as the Processor as they will log all your information on Black Prince trust’s password protected account. Data Protection officers are appointed in some organisations to make sure data is secure, however as we are a small charity we do not need a Data Protection Officer and have put together a small team of people instead to make sure personal data is safe.
What types of data we collect from you
Name, address, telephone numbers, date of birth, email address, gender, emergency contact information and social media handles. Special information: Ethnicity, medical conditions or any allergies.
Where do we get this information from
We will collect your personal information when you attend a session at the Fight 4 Change for the first time. Every time after this, we will only take your name for the register on computer database.
How we will use the information about you
Here at Fight 4 Change we take your privacy seriously and will use your personal information in the following ways:
- To ensure we provide a good service to you at the Hub
- To produce invoices
- To make you aware in an emergency situation that the session cannot go ahead
- To view the amount of people we have engaged with in each session
- To keep attendance records of your participation
- To send out information on opportunities, events and new sessions
- To contact family members in an emergency
- To help if you have a question or complaint
- To promote sport sessions and events
- To make sure we are maintaining good health and safety
- To ensure you are fit and able to take part in sessions on site (injuries, medication etc).
- To make sure we are offering fair opportunities to everyone
We upload your personal information onto Upshot www.upshot.org.uk – a monitoring and evaluation process to take registers of each session. This is then used by us to indicate and report on how many individuals we have engaged with in each session. We will not disclose your information to any company except to help prevent fraud or if required by law to do so.
Why we need it
All the personal data is collected by Controller and processed on Upshot the processor for funder purposes. Engagement numbers are required by our funders for us to keep delivering the free-to-user sessions and programs.
What we do with it
All the personal data from registration forms is directly uploaded on to Fight 4 Change Upshot account. The account is password protected and is only used by trained staff members. Our Monitoring Manager will then use this to build reports on engagement numbers, not specific details i.e. 100 females attended basketball in 2017. Upshot does not forward your data on to other third-party companies. Upshot have a GDPR policy in place, and for more information on this please contact Rebecca@fight4change.org.uk The provision of the personal data is a not statutory requirement. The information is required to take part in sessions on site for health and safety reasons and that whist you are not obliged to provide the data, failure to do so would mean that you may not be able to attend any session on site.
How long we keep it
Personal details form registration forms will be uploaded directly onto Upshot, meaning no paper files. We are required to keep your basic personal data, such as name, address, contact details and proposal application details for a minimum of 6 years after the last visit on site. At this time, it will be destroyed and removed from Upshot account. The information we use for marketing will be kept with us until you notify us that you no longer wish to receive this information.
However, from time to time we would like to contact you with detail of opportunities, future events and new sessions at the Hub if we have your permission to do so. This can be stopped at any time by just contacting the office on Rebecca@fight4change.org.uk
You can request to see any information we hold on you if at any point you believe retained information is incorrect it can be corrected or possibly deleted. You can request to see how we use and store your data at any time. You can ask for your personal details to be removed from the system at any time, unless it needs to be kept for legal reasons. For further information on how your information is used, how we maintain the security of your information and your rights to access/alter and change information we hold on you, please contact Rebecca@fight4change.org.uk If you wish to raise a complaint on how we have handled your personal data, please contact the office on Info@fight4change.org.uk who will investigate the matter.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO