Privacy Policy

Privacy Policy – YMCA Crewe Children’s Sessions

YMCA Crewe is committed to protecting your personal information and being transparent about what data we collect, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR).

1. Information We Collect

When you register your child for one of our sessions, we collect the following information:

  • Child’s name, date of birth, and contact details
  • Parent/guardian name and emergency contact information
  • Medical conditions, allergies, and additional support needs
  • Attendance records
  • Email or communication preferences

2. How We Use Your Information

We collect and process this information to:

  • Administer your child’s participation in our programmes
  • Ensure the safety, wellbeing, and medical needs of your child are met
  • Communicate session details and updates to parents/guardians
  • Maintain attendance and safeguarding records
  • Comply with legal obligations (e.g., safeguarding, insurance, health and safety)

We will never sell your information or use it for purposes unrelated to your child’s participation.

3. How We Store and Protect Your Data

  • Data is stored securely on password-protected systems with access restricted to authorised staff only.
  • Paper forms are stored in locked filing systems and disposed of securely once digitised or no longer needed.
  • We retain data only as long as necessary to fulfil the purpose it was collected for, or as required by law.

4. Sharing Your Information

We may share information only when necessary with:

  • Emergency services in the event of a serious incident
  • Relevant health or safeguarding professionals, if required by law or for the protection of the child
  • Funding bodies or external evaluators (in anonymised form only, unless otherwise agreed)

5. Your Rights

You have the right to:

  • Request access to the data we hold about you and your child
  • Ask us to correct or update inaccurate information
  • Request erasure of personal data (where legally appropriate)
  • Withdraw consent for non-essential communication at any time

To exercise these rights or raise a concern, please contact:

millie.oldroyd@ymcacrewe.org.uk

6. Contact and Complaints

For questions or concerns about how your data is handled, you can contact our Data Protection Lead via the above email.

If you believe your data protection rights have been breached, you may also contact the Information Commissioner’s Office (ICO):

www.ico.org.uk | Tel: 0303 123 1113