Ask our Nurse Privacy Notice

Raising Youth CIO is a registered charity in England and Wales with registration number: 1196201 whose registered address is: Raising Youth, St Nicholas Church, Rochester, Kent, ME2 4TR. We can be contacted by email via: enquiries@raisingyouth.co.uk. 

The Charity has appointed Callum Thomas as its Data Protection Officer. Raising Youth CIO is registered with the Information Commissioner's Office with Reference Number: ZB299411.  

  

Information We Collect  

To help us provide an individual response to enquiries made to the nurse, we collect: 

• Child’s Details: Full Name, Date of Birth and Diagnosed Medical conditions 

• Parent/carer’s contact details (Name and Email Address) 

How we Process your Information and Why  

Individuals provide the above information when completing the enquiry form, asking the nurse their question. The form is available here: https://forms.cloud.microsoft/e/A2JrKTNUNS. Individuals provide consent to processing via the form. This notice is available before consent is given. 

The child’s details are used to provide an individualised response relevant to the child. Parent/carer’s contact details are used to send the completed response. 

The Data Protection Act requires us to identify a Lawful Basis for Processing your personal data. For the purpose of our Ask our Nurse Service, we have identified the following Lawful Basis for Processing:  

• Article 6(1)(a) Consent: Individuals have provided clear consent to process their data for this purpose  

Some of the information you provide may include information about your child’s health, disability or medical conditions. This is known as special category personal data and receives additional protection under data protection law. Where we process this information, we rely upon: 

• Article 9(2)(a) Explicit Consent: the parent or carer has given explicit consent to the processing of this information for the purpose of receiving a personalised response from the Ask Our Nurse service. 

You may withdraw your consent at any time by contacting Raising Youth CIO. Withdrawal of consent will not affect processing that took place before consent was withdrawn. 

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How we use your Information  

We will use the information you provide to review your question and provide a personalised response through the Ask Our Nurse service. 

We will not use your personal information for marketing or for purposes unrelated to the Ask Our Nurse service unless we have a separate lawful basis to do so. 

Your information will only be accessible to authorised Raising Youth CIO personnel and service providers who require access in order to operate the service. 

We will not ordinarily disclose identifiable information to other organisations without your consent. However, there may be circumstances where we are required or permitted by law to share information without consent, including where this is necessary to protect a child or another person from serious harm, to comply with a legal obligation, or in connection with the establishment, exercise or defence of legal claims. 

Where another organisation processes personal information on behalf of Raising Youth CIO, appropriate data protection arrangements will be in place. 

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How your Data is Stored  

Information submitted through the Ask Our Nurse enquiry form is initially collected using Microsoft Forms. 

Once an enquiry has been received, the information required to manage and respond to the enquiry will be transferred to Halaxy, Raising Youth CIO’s secure electronic record system. A record of the enquiry and the personalised response provided by the nurse will be retained within Halaxy. 

Access to information held within Microsoft Forms and Halaxy is restricted to authorised Raising Youth CIO staff who require access to carry out their role. Appropriate technical and organisational security measures are used to protect personal information against unauthorised access, loss, alteration or disclosure. 

Information held within Microsoft Forms will only be retained for as long as is necessary to transfer and process the enquiry and will then be deleted in accordance with Raising Youth CIO’s data retention arrangements. 

Information held within Halaxy will be retained for 1 Year following the closure of the enquiry, unless there is a legal, safeguarding or other legitimate reason requiring us to retain it for longer. 

Raising Youth CIO uses third-party service providers, including Microsoft and Halaxy, to process and securely store information on our behalf. Where personal information is processed or stored outside the United Kingdom, Raising Youth CIO will ensure that appropriate safeguards are in place in accordance with UK data protection law. 

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Your Data Rights  

The Data Protection Act 2018 and UKGDPR gives data subjects greater control over their personal data and how it is used. The DPA introduced a unique set of rights on how you control your data; these are protected by law. Under the DPA you can:  

• View, Amend or Remove any data an organisation holds about you  

• Request that it is not used or restrict how it may be used  

• Object to the processing or use of your data  

• Complain about how your data was handled  

If you wish to exercise your rights at any time, please email: safeguarding@raisingyouth.co.uk and our Data Protection Officer will be able to help you.  

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Making a Complaint  

Raising Youth CIO is committed to ensuring that all personal data is handled correctly but recognises that things can sometimes go wrong. If you are unhappy with how we have used your data; you can make a complaint to us. Complaints can be received by email: safeguarding@raisingyouth.co.uk or by post: Raising Youth, St Nicholas Church, Rochester, Kent, ME2 4TR.  

If you’re unhappy with our response, you can complain to the Information Commissioner’s Office by post to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. You can call them on 0303 123 1113; alternative visit their website for more information: www.ico.org.uk