Yellow Submarine’s Privacy Policy

Our contact details

Name: Yellow Submarine

Address: 12 Park End Street, Oxford, OX1 1HH

Phone Number: 01865 236119

E-mail: hello@yellowsubmarine.org.uk

Who are we?

Yellow Submarine is an award-winning Oxfordshire charity that believes people with learning disabilities and autism deserve to live life to the full.

We tackle the problem that many people with learning disabilities leave school with limited life skills and as a result poor life chances. This often leads to isolation and being marginalised. Our projects start working with young people in community settings from the age of 11 onwards, to build their social skills, confidence, independence and ultimately their employability. At the same time we are supporting families and carers with respite.

We are a small to medium organisation which is primarily volunteer led, with about 30 staff members. We have a strong and active board of trustees which includes parent representatives, and significant professional expertise. We have been registered as a charity (no. 1136735) since 2010.

The type of personal information we collect and why

The type and amount of data we collect and use will depend on why you have provided it. There is some information that you give us directly when you interact with us by filling in forms on our website or by corresponding with us by phone, e-mail or otherwise.

We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.

Customers

For anyone who places an order through our online shop [www.yellowsubmarineshop.org], we process your personal information such as your name, date of birth, email address, postal address, telephone number and credit/debit card details as well as information you provide in any communications between us. This information will solely be used for the purpose of fulfilling the order you place with us.

Members

Yellow Submarine provides social and training opportunities for individuals with a learning disability and/or Autism aged 11 upward. When you sign up as a member of Yellow Submarine we will collect your name, contact details, emergency contact details, contact preferences, ethnicity, gender, date of birth, details of disability and health (including physical and mental conditions).

We collect this data so that we can process your profile, keep you up to date with information about our services, keep young people safe at our services help us anonymously measure inclusion and accessibility at our services, and accommodate disability or health conditions.

Please be assured that we will only use such sensitive information for the purposes set out in this policy and as provided by law.

With regards to our under 18 members we may share some of the information you provide us with Oxfordshire County Council.

Supporters

If you support us, for example by signing up to a fundraising event, donating, signing up to Gift Aid, we will usually collect your name, contact details, and whether you would like to be contacted, and how we would do so. If appropriate, we may also ask to collect your date of birth, financial details, Gift Aid eligibility, reasons for support, and responses to our campaigns.

We collect this data so we can keep you up to date with information and products you have requested, or may be interested in, and to ask for more support, in the way that you have chosen; to run our events; and to fulfil our legal responsibilities for financial and Gift Aid reporting.

Volunteers

If you apply to be a volunteer with Yellow Submarine, we will ask for your name, contact details, emergency contact details, contact preferences, gender, whether you have a disability, criminal convictions and your availability to volunteer.

We collect this information so that we can keep you informed of volunteering opportunities, pay expenses, and ensure the safety of our volunteers, staff and the young people we support.

Legal basis for processing the data we collect

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting gdpr@yellowsubmarine.org.uk

(c) We have a legal obligation.

(f) We have a legitimate interest.

How we store and dispose of your personal information

Your information is securely stored on our online cloud service Huddle, any paper copies will be stored in our head office – 12 Park End Street, Oxford, OX1 1HH.

Members

For any members who are under 18, we keep personal information [name, contact details, emergency contact details, contact preferences, ethnicity, gender, date of birth, details of disability and health] until their 26th birthday, in line with government guidance, we will then dispose your information.

For members who are over 18 and formally withdraw from our services we will keep personal information [name, contact details, emergency contact details, contact preferences, ethnicity, gender, date of birth, details of disability and health] for 6 years, we will then dispose your information.

Supporters

We keep your personal information [name, date of birth, financial details, Gift Aid eligibility] for 6 years, we will then dispose your information.

Volunteers

For any volunteers that formally withdraw from our organisation, we keep personal information [name, contact details, emergency contact details, contact preferences, gender, whether you have a disability, criminal convictions and your availability to volunteer] for 6 years, we will then dispose your information.

Any paper documentation containing personal information will either be blacked out and anonymised or cross-cut shredded then recycled. Electronic documents will be deleted.

Marketing

We will only contact you about our work and how you can support Yellow Submarine by phone, email or text message, if you have agreed for us to contact you in this manner.

However, if you have provided us with your postal address we may send you information about our work and how you can support Yellow Submarine by mail unless you have told us that you would prefer not to hear from us in that way.

You can update your choices or stop us sending you these communications at any time by contacting hello@yellowsubmarine.org.uk or clicking the unsubscribe link at the bottom of the relevant communication.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at gdpr@yellowsubmarine.org.uk  if you wish to make a request.

Cookies and other technologies

Our website may use cookies and/or other similar technologies, such as Facebook Pixel and Google Analytics, to collect and store certain information. These typically involve pieces of information or code that a website transfers to or accesses from your computer hard drive or mobile device to store and sometimes track information about you. Cookies and similar technologies enable you to be remembered when using that computer or device to interact with websites and online services and can be used to manage a range of features and content as well as storing searches and presenting personalised content.

Our website use cookies and similar technologies to distinguish you from other users. This helps us to provide you with a good experience when you browse our website/use our App and also allows us to improve them.

Most web browsers automatically accept cookies and similar technologies, but if you prefer, you can change your browser to prevent that and your help screen or manual will tell you how to do this. We also give you information about how to disable cookies below. However, you may not be able to take full advantage of our website if you do so.

A number of cookies and similar technologies we use last only for the duration of your web session and expire when you close your browser or exit the app. Others are used to remember you when you return to our website and will last for longer. These are detailed below.

We use these cookies and other technologies on the basis that they are necessary for the performance of a contract with you, or because using them is in our legitimate interests (where we have considered that these are not overridden by your rights), and, in some cases, where required by law, where you have consented to their use.

Disabling cookies

The effect of disabling cookies depends on which cookies you disable but, in general, the website may not operate properly if all cookies are switched off.

If you want to disable cookies on our website, you need to change your website browser settings to reject cookies. How you can do this will depend on the browser you use. Further details on how to disable cookies for the most popular browsers are set out below: –

For Microsoft Internet Explorer:

  1. Choose the menu “tools” then “Internet Options”
  2. Click on the “privacy” tab
  3.  Select the setting the appropriate setting

For Google Chrome:

  1. Choose Settings then Advanced
  2. Under “Privacy and security,” click “Content settings”.
  3. Click “Cookies”

For Safari:

  1. Choose Preferences then Privacy
  2. Click on “Remove all Website Data”

For Mozilla firefox:

  1. Choose the menu “tools” then “Options”
  2. Click on the icon “privacy”
  3. Find the menu “cookie” and select the relevant options

For Opera 6.0 and further:

  1. Choose the menu Files then “Preferences”
  2. Privacy

Where you have not set your permissions, we may also separately prompt you regarding our use of cookies on our website.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at complaints@yellowsubmarine.org.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk