Privacy Policy

Who we are

The data controller is:

Single Parents Friendship and Community UK CIC (SPFC)

Contact email: spfcuk@outlook.com

What data we collect

Depending on how you interact and your role within SPFC we may collect:

• Full name & known as name
• Date of birth
• Address
• Phone number
• Email address
• Names & date of birth for children attending events
• Emergency contact details 
• Relevant medical information
• Information submitted through our Feeback & Concerns form
• Information recorded in safeguarding or incident reports

Why we collect this data

We collect and use personal information where necessary to:

• Help keep members and children safe at SPFC events
• Support our safeguarding responsibilities 
• Contact someone in an emergency
• Make appropriate arrangements for medical or additional needs
• Manage and respond to feedback, complaints and concerns
• Record and respond to incidents or safeguarding concerns
• Meet our legal and regulatory responsibilities

Lawful basis

Single Parents Friendship and Community UK CIC (SPFC) processes personal information where it is necessary for our legitimate intrests including the safe running of our community and events, communicating with members, responding to concerns and supporting our safeguarding responsibilities.

When we process special category data such as relevant health or medical information information we will only do so where an appropriate additional condition under UK GDPR applies.

Where information needs to be processed to protect a child or individual at risk, this may include processing for safeguarding purposes in accordance with the Data Protection Act 2018.

Who has access to the data

Access to personal information is restricted to authorised members of the Single Parents Friendship and Community UK CIC (SPFC) team who require it as part of their role. This currently included Krystal Edwards, Adam Watts and Beverley Pilcher.

Safeguaring and incident information may also be accessed by appropriate members of the safeguarding team where necessary.

Personal information will not be shared outside of Single Parents Friendship and Community UK CIC (SPFC) unless there is a legitimate reason to do so such as a safeguarding concern, medical emergency or where information needs to be shared with the appropriate authorisities or emergency services. 

Access to personal information is limited to what is necessary for each person's role.

How we store your data

Personal information collected through our forms is stored securely using forms.app which is a password protected online form management system.

Access is restricted to autorised Single Parents Friendship and Community UK CIC (SPFC) team members and protected by individual account access and passwords.

How long we keep your data

We only keep personal information for as long as it is necessary for the purpose it was collected.

Event safeguarding will be retained for up to 12 months.

Safeguarding, incident, complaint or other records may be retained for longer where necessary for safeguarding, legal or regulatory purposes. 

When information is no longer required it will be securely deleted. 

Whatsapp Communities and Group Chats

SPFC offers optional Whatsapp communities and group chats to help members connect, communicate and build friendships. Participation in any Whatsapp chat is entirely voluntary. Please be aware that when you join a Whatsapp group that your phone number and name may be visible to other members within that chat. This is a feature of Whatsapp and is out of SPFC's control. Members are always free to choose whether or not to join Whatsapp chats and are encouraged to only join spaces they feel comfortable participating in. SPFC will never share members numbers and does not use phone numbers accessed via Whatsapp for any purpose outside of community communication. By choosing to join a Whatsapp group members acknowledge and accept how Whatsapp displays contact information within chats.

Your rights

Under UK GDPR you have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information
• Object to the processing of your personal information in cirtain circumstances

To excercise any of your data protection rights contact: spfcuk@outlook.com

Complaints

If you have concerns about how your personal information has been handled please contact us at spfcuk@outlook.com or fill out a feedback and complaints form.

You also have the right to make a complaint to the Information Commissioner's Office (ICO).

www.ico.org.uk