Privacy Notice
This document describes how and why we collect, store, protect, process and share the data you give to us.
Date of Issue: October 2023
First Issue of a New Privacy Notice
Introduction
The General Data Protection Regulations come into effect in the UK from 25 May 2018, replacing the Data Protection Act 1998.
This Privacy Notice sets out most of your rights under the new laws. As the Regulations come into effect and the Information Commissioners Office (ICO) update their rules and best practice, we will continually update this Notice.
About the organisation
We are a constituted group led by parent/carers who all have children/young people with a variety of Special Educational Needs and/or Disability (SEND) and we exist to support other parent carers who live in our borough.
Families often come to us at their most vulnerable and with no one to turn to and we can offer information, advice and guidance as well as opportunities to spend time with other parent carers to access mutual support and share experiences.
Our vision is that children and young people with SEND in Cheshire East enjoy the same opportunities, hopes and aspirations as others in education, health, social care & leisure and therefore we also work in partnership with service commissioners and providers, sharing the knowledge and experience of families to help plan and develop the quality, range and accessibility of provision, creating better outcomes for families through participation and co-production.
Cheshire East PCF is the data controller, and this means that we are ultimately responsible for the data that we hold about you.
Contact Address:
Cheshire East Parent Carer Forum
c/o 256 Longridge
Knutsford
Cheshire
WA16 8PH
The Data Protection Officer for Cheshire East Parent Carer Forum is Kayla Sellors
What data will we collect about you
Cheshire East Parent Carer Forum may collect and use the following kinds of personal information both electronically through our website and social media sites, and also through your interactions with us when accessing our support services.
• information about your use of our website including information obtained via cookies
• information that you provide during the use of our services, membership process, joining of our mailing lists and for the purpose of making electronic bookings or referrals to our services
• information that you provide for the purpose of feedback on this website and on any service provided by Cheshire East Parent Carer Forum and any other information that you send to Cheshire East Parent Carer Forum
Specifically, the information we may collect, depending on the service you are accessing, is as follows:
Your name and contact details (including postal address, phone number and email)
The dates of birth of your Child or Young Person (CYP)
Details of any diagnosed or suspected Special Educational Needs an/or Disabilities in relation to you or your CYP
Ethnicity
Health information such as your GP and NHS numbers in relation to you and/or your CYP
The school that your CYP attends
If your CYP has an EHC plan
Other agencies that may be involved with your family
Your views about your concerns in relation to your CYP
External services that we may signpost you to
What will we use your data for?
Collecting your data allows us to communicate with you, it also allows us to monitor your progress when accessing one of our support services to ensure we are having a positive impact. We also collect evidence to request further services for you if required and plan services in the future to make sure they are focused on what families need. We may therefore use your data for the following purposes:
• enable your access to and use of the website to make electronic bookings for events and activities
• publish your feedback on the website in a way that ensures your full name and personal data are not disclosed
• send you marketing communications including but not limited to newsletters, surveys, offers and promotions
• contact you for the purpose of discussing a booking that you have previously made
Your information will be held confidentially. Occasionally we may need to disclose information to our Data Processor or sub-Processor. Where we need to do so, the Data Processor or sub-Processor in question will be obligated to use that personal information in accordance with the terms of this privacy statement.
In addition to the disclosures reasonably necessary for the purposes identified above,
Cheshire East Parent Carer Forum may disclose your personal information to the extent that it is required to do so by law, in connection with any legal proceedings or prospective legal proceedings, national security and in order to establish, exercise or defend its legal rights.
Who will see your data?
Authorised employees of CEPCF will be able to see all of the data collected.
Why do we do this?
Processing of your data is covered by Article 6b of the GDPR in the sense that you are giving us information to receive a service.
CEPCF has a legitimate interest (6f) processing basis as it is reasonably within the interests of CEPCF as a non-profit organisation (6e) to make timely, efficient and effective assistance available to comply with the performance of our contracts and comply with our legal obligations under those contracts.
There’s more on your rights below (see “Your Rights”).
How long do we keep your personal data?
Your data will not be kept any longer than necessary. This means that we will delete it when it is no longer needed. We will keep some records permanently if we are legally required to do so and may keep some other records for an extended period of time to follow best practice. Membership data will be stored whilst ever you are a member of CEPCF.
How is your data stored and processed?
Cheshire East Parent Carers Forum will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will take reasonable technical and organisational precautions to store, process and transport all personal information you provide in a secure manner.
Data will be held on CEPCF’s secure systems which include within our website and our Office 365 domain with restricted access only to authorised staff.
Transfer overseas
Your data will not be stored or sent outside of the UK.
Your rights
You have the right to access, correct, have erased, and object to processing your personal data.
You can make any changes easily by telephone, email, or by post (see Contact Details below).
When exercising any of the rights, we may need to verify your identity for your security. Once we have received your request, we will respond within one month. For the right to access there are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.
We will confirm whether the data has been deleted or processing has stopped or the reason why this cannot be done (for example because we need it for our legitimate interests or regulatory purpose(s)).
Complaints
If you’ve already told us that we need to do something, but we haven’t responded in a way you’re satisfied with, you have the right to lodge a complaint with the Information Commissioner’s Office. It’s easiest to do this online via the ICO website (https://ico.org.uk/concerns/handling/) but you can also do so in writing to:
The Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Updating This Statement
Cheshire East Parent Carers Forum may update this privacy policy by posting a new version on
this website at any time. You should check this page occasionally to ensure you are familiar with any changes.
Other Websites
CEPCF website contains links to other websites. Cheshire East Parent Carers Forum is not responsible for the privacy policies or practices of any third party.
Contacting Us
If you have any questions about this Privacy Notice or your personal information, please contact us:
by email to: info@cepcf.org
by post to 256 Longridge, Knutsford, Cheshire, WA16 8PH
I have read and understood Cheshire East Parent Carers Forum Data Privacy Policy. By proceeding to register on the website or access support services, I consent to my personal data being collected and used as stated in this Privacy Notice.
