This privacy policy will explain how Children’s Play Services uses the personal data we collect from you when you use any of our following services:
- Play Scheme registration forms
- Contact Us forms
- All About Me Book
Children’s Play Services is part of Cardiff Council, who is the Data Controller for the purposes of the data collected. All personal data is processed in accordance with the UK GDPR and Data Protection Act 2018.
What data do we collect?
Children’s Play Services collects the following data:
- Parent/Guardians name – for contact and emergency contact purposes
- Parent/Guardians phone number – for emergency contact purposes
- Childs name
- Childs date of birth
- Childs address
- Childs gender
- Childs school
- Child’s Ethnicity
- Consent to provide food.
- Parent/Guardian medical consent – to consent for your child to receive medical treatment if required.
- Social Worker or Specialist Health Visitor name.
- Social Worker or Specialist Health Visitor telephone number.
Children’s Play Services collect the following special category data for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified in relation to that category with a view to enabling such equality to be promoted or maintained:
- Ethnicity data
Children’s Play Services process special category data under Article 9 (2): (g) Reasons of substantial public interest (with a basis in law) under Schedule 1 condition 8: Equality of opportunity or treatment.
Children’s Play Services collect the following special category data to support the child to attend the scheme safely, to ensure the scheme is appropriate to meet the child’s needs and to consider any additional support that maybe required:
- Disability data
- Child’s type of impairment
Children’s Play Services process special category data under Article 9 (2): (g) Reasons of substantial public interest (with a basis in law) under Schedule 1 condition 16: Support for individuals with a particular disability or medical condition.
Children’s Play Services collect the following data:
- Parent/Guardian photographic consent to consent for your child to be photographed.
- Consent to provide food.
- Childs Cultural or religious needs to support cultural or religious needs including dietary requirements.
- Details regarding the child’s personal care needs, medical needs.
under Article 9 (2): (a) Explicit consent.
Withdrawing consent: If you wish to remove your consent, please contact Childrens.Play@cardiff.gov.uk and we will deal with your request as soon as possible.
Volunteer Applications:
- Applicants name
- Applicants address
- Applicants phone number
- Applicants email address
- Applicants gender
- Applicants date of birth
- Person to contact in an emergency: Name, address, phone number
- Applicants referee details: including details of two individuals, name, address, phone number, email address.
This is collected for the purpose of:
- responding to queries, volunteer application requests or requests for information about our service
- providing you with information about the play schemes and service changes.
- Provide Play staff with the necessary information regarding your child, whilst participating in activities and for emergency contact purposes.
Data Protection law describes the legal basis for our processing your data as necessary for the performance of: (e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
Statutory Guidance: Play Opportunities, Children and Families (Wales) Measure 2010.
How do we collect your data?
You directly provide Children’s Play Services with the data we collect. We collect data and process data when you:
- Register or enquire online for and about any of our services.
- To address queries from you and to respond to any actual or potential disputes concerning our service.
- Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.
- Use or view our website via your browser’s cookies.
Organisations we may share your personal data with
From time to time we will share your personal data with partner organisations and service providers so that they can help us carry out our duties, rights and discretions in relation to the services we provide. Some of those organisations will simply process your personal data on our behalf and in accordance with our instructions. In each case we will only share data to the extent that we consider the information is reasonably required for these purposes.
Any Personal Information we hold will be disclosed, with reasonable purpose to:
- Our staff – where the information is vital and required for their work.
- The Courts – under the direction of a Court Order.
How do we store your data?
Children’s Play Services securely stores your data on secure Council drives. Only Cardiff Council staff have access to these systems.
Children’s Play Services will keep your data for the following time period. Once this time period has expired, we will delete your data from all Children’s Play Service secure council drives.
- Contact Us data:
- General queries or questions about our service: 1 year
- Volunteers: 6 years (25 years where employee has worked with children)
- Complaints: 3 – 6 years depending on if there is a legal element.
- Registration form data: for 3 years after the child has left the service or when data is superseded.
What are your data protection rights?
Children’s Play Services would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access
You have the right to request Children’s Play Services for copies of your personal data.
The right to rectification
You have the right to request that Children’s Play Services correct any information you believe is inaccurate. You also have the right to request Children’s Play Services to complete the information you believe is incomplete.
The right to erasure
You have the right to request that Children’s Play Services erase your personal data, under certain conditions.
The right to restrict processing
You have the right to request that Children’s Play Services restrict the processing of your personal data, under certain conditions.
The right to object to processing
You have the right to object to Children’s Play Services processing of your personal data, under certain conditions.
The right to data portability
You have the right to request that Children’s Play Services transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: Individualrights@cardiff.gov.uk
Call us at: 029 20873911.
Cookies
Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.
You can find further information about cookies on All About Cookie’s website.
Privacy policies of other websites
The Our Company website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
Changes to our privacy policy
Our Company keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 3rd September 2024.
How to contact us
If you have any questions about Children’s Play Services privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us via email at dataprotection@cardiff.gov.uk or by post:
Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
How to contact the appropriate authority
Should you wish to report a complaint or if you feel that Children’s Play Services has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office via their website or by calling 0303 123 1113.