Last Updated: 9th December 2024

Summary

ENACT is the operating name of the Enfield Island Village Youth and Community Trust which operates on Enfield Island Village.

At Enact, we believe in open, honest and healthy relationships. It is this belief, along with compliance to the law, which shapes the way we communicate with people and manage personal data.

We are committed to protecting the privacy of the individuals whose data we process and to processing all data in a lawful, open and transparent way. We aim to ensure that any information you give us is held securely and safely.

What personal information does ENACT collect from you and why do we need it?

When you interact with us by visiting us, calling our team members, filling in a form on our website and so on, we may collect your:

• name
• address
• email address
• (mobile) telephone number
• date of birth
• school
• gender

We also collect sensitive personal data such as information about your:

• racial or ethnic origin
• physical or mental health
• actual or alleged criminal offences
• sexual orientation
• care status
• school attendance
• medical conditions
• free school meals

Information we collect from other sources; We may receive information from Children’s Services or Social Services, from a local authority or other professionals such as health practitioners, teachers or employers who have you referred you to our services.

We will always endeavor to be clear, honest and transparent with you whenever we collect and use your personal data. It’s a commitment that reflects who we are and we hold ourselves to high standards.

Below are listed the different reasons why we may collect and use your data

We may use your personal information for the following purposes:

• to provide you with Enact services you have requested
• to respond to your enquiries
• to further our charitable aims
• for administration purposes
• as required by law
• to help facilitate further education or training
• to carry out risk assessments and manage your activities/behaviour
• to contact other professionals e.g. the housing office to help you to secure your benefits
• to contact emergency services if there is an immediate risk to life
• to use your case study in our campaign materials (only with your explicit consent)

We may also anonymise and aggregate personal information to improve our services or for research. You cannot be personally identified from such data.

How do you share my information?

We may need to share your information with the following parties for the following reasons:

• Service providers: in order to provide you with the services or information you have requested.
• Associated organisations: to further our charitable aims, for example with other charities and partner organisations.
• Organisations who are supportive of our aims: to further our charitable aims or for fundraising purposes. We only share your information for these purposes when we have your permission to do so.
• Funding bodies: to report performance indicators on our work and to cross reference funding and outcomes for young people. We only share your information for these purposes when we have your permission to do so.
• Police or Social Services: we are under various legal obligations to share certain data for the prevention and detection of crime, for example the sexual offenders register or to prevent benefit fraud.
• In order to conduct checks on you to verify the information you have provided us with where you are being considered for a position or contract with us:
  • With suppliers but only subject to robust contractual protections.
  • If we are legally obliged to do so.

Please note that we do not require your consent to share this information if we suspect criminal or unlawful activity, in these circumstances we will only contact the relevant organisations.

At no point will your personal data be sold to anyone else and if we do need to share your data to a relevant third party, we will obtain your consent first.

How do you protect my information?

We take appropriate technical and organisational measures to ensure that we (and our service providers on our behalf) keep your information secure, accurate and up to date. Enact has measures in place to protect the sensitive personal data it processes.

We regularly conduct data flows and a data inventory or data audit which looks at all aspects of the personal data that we process, including the legal basis for processing and any special requirements that the data needs. Any risk assessments (DPIAs) requirements are identified and completed paying particular attention to privacy risks associated with each processing activity: storage, collection, transmission, access and deletion.

How long do you hold my information?

We will retain your personal information for the period necessary to fulfil the purposes in this notice unless a longer retention period is permitted by law. Different types of information are held for different periods of time in accordance with our retention policy. You can request deletion of your personal information at any time (see “What are my personal information rights?” below).

What are my personal information rights?

• To be informed: we must provide fair processing information typically through our privacy notice.
• Access: you can ask for a copy of the information we hold about you.
• Correction: we will use all reasonable endeavours to ensure the accuracy of your personal information. It is your responsibility to ensure that you submit true, accurate and complete information to us. You can have any inaccuracies in your information corrected.
• Deletion: you can ask us to delete all your personal information in certain circumstances (for example, if the information is no longer necessary).
• Objection/marketing: You can object to us processing your data in certain circumstances (for example, profiling).
• Restriction: you can ask us to pause processing your information in certain circumstances (for example, if you are disputing its accuracy).
• Portability: you can ask us to transfer your information electronically to another organisation in certain circumstances.
• Automated decision making/profiling: you can ask for access to information about the reasoning behind any decisions taken by automated means. You have the right to ask us to reconsider a decision taken by automated means.
• Withdrawal of consent: you can withdraw your consent at any time.

All of these rights are free to exercise. We will aim to respond within one month unless we need to extend the timeframe for certain reasons. You can make any of the above requests by contacting Youth Concern (details below).

Data Breaches

We have procedures in place to deal with any suspected personal data breach and will notify you and any supervisory body of a breach if we are legally required to.

Data Subject Access Requests

When you ask us to provide your personal data, we may ask you to verify your identity using information that we have or we may ask for additional check information. We have 28 days to respond if we are able to or three months where the request is complex. We will give you the information in the format that you chose and will explain what data we have, why we have it, who it could have been shared with and what your rights are. We will not charge you for these requests unless they are excessive or unfounded.

Other information

• Transfers of your personal information: at all times, we intend to store and process your personal information within the EU. Should this ever change, we would take steps to ensure your personal information is only transferred once adequate safeguarding is in place. This includes Model Clauses, other adequacy mechanisms or derogations approved by the EU Commission or under UK law.
• Changes to this notice: from time to time, we may revise this notice. Updated versions will be posted on a notice board at the Enact Youth Centre, in the Youth team Office and on our website. If we make any significant changes, we will draw attention to them.

Our services are aimed at young people aged 0-19 year olds, adult volunteers families. When we receive contact from a person under 14 years old we will ask the young person if an adult with parental responsibility can provide consent for us to hold/use the young person’s personal data but if this is not possible, we will make a professional judgement. If it can be justified to be in the public interest to share the personal data, we will lawfully share it to protect the child from significant harm and promote the welfare of the child.

Consent to process your information for certain purposes we require your consent. You have the right to decline to provide or withdraw your consent at any time. You should note that we may not be able to provide you with Enact services without your consent.

Concerns, Comments and Feedback

If you have any concerns about your data, or any comments or feedback about our services then please get in touch and we will do our best to help you: info@enact.community or Enact Youth centre, 52 Island Centre Way, Enfield, EN3 6GS.

If you have any concerns about how your data is being used or processed and we have not been able to help you, then you can contact the ICO. Ways to report concerns are detailed on their website.

Team Handbook Summary Privacy Notice

We only collect data from Enact members, volunteers and families when we have good reason to do so.

We will store data securely at all times (see Data Protection Policy).

Individuals can ask to see what data we collect at any time and Enact must provide this information in a timely manner

Individuals can ask for personal data to be deleted, corrected or modified and Enact will do so in a timely manner.