Early Intervention & Make Lunch Volunteers Privacy Notice

Volunteer Programmes Volunteers

We collect your data for:

• Ensuring that our safeguarding information is fully compliant
• Ensuring suitability for Early Intervention coaching or being on the Make Lunch team
• Keeping in contact with you with regards to training events and any other Volunteer Programmes related information

Children and families – TLG Early Intervention

We collect your data so:

• the Early Intervention volunteer can keep in touch with you regarding the Early Intervention your child is involved in
• we can monitor the progress of the TLG Early Intervention programme

Children and families – TLG Make Lunch

We collect your data so:

• the TLG Make Lunch club you/they are attend can keep in touch with you and can monitor who has attended
• the TLG Make Lunch club attended can record any dietary requirements etc

Volunteer Programmes Volunteers

We collect your data for:

• Ensuring that our safeguarding information is fully compliant
• Ensuring suitability for Early Intervention coaching or being on the Make Lunch team
• Keeping in contact with you with regards to training events and any other Volunteer Programmes related information

Children and families – TLG Early Intervention

We collect your data so:

• the Early Intervention volunteer can keep in touch with you regarding the Early Intervention your child is involved in
• we can monitor the progress of the TLG Early Intervention programme

Children and families – TLG Make Lunch

We collect your data so:

• the TLG Make Lunch club you/they are attend can keep in touch with you and can monitor who has attended
• the TLG Make Lunch club attended can record any dietary requirements etc

The personal information we collect, store and use about you includes:

• Personal identifiers such as your title, name, marital status and date of birth
• Contact details including postal address, post code, personal email addresses and telephone number

This data is stored on a secure web-based system.

Children and families – Early Intervention

The personal information we collect include:

• Child’s initial, gender, school attended, date of birth, free school meals eligibility, looked after child status and SEND details– this is kept on a secure web-based system
• Address, parents' mobile number and parents’ email address – this information is not available to TLG and is not stored on any of TLG’s secure systems, this is kept securely by the Volunteer Programmes Early Intervention volunteer based at TLG’s partner church so that contact can be made regarding Early Intervention

Children and families – Make Lunch

The personal information we collect for child and parent includes:

• First name and Surname, date of birth, gender, school, dietary requirements, medical conditions, photography consent and first language preference, this data is kept on a secure system and is only viewed by the local Make Lunch volunteers at the club where you attend and register. Any paper copies of this information will be kept securely by the local club -TLG’s partner church.

Sensitive personal data

• The Data Protection Act recognises some information as ‘sensitive personal data’. This includes, but is not restricted to, information which reveals your race or ethnicity, religious beliefs and sexual orientation; health, including any medical condition, health and sickness records; information about criminal convictions and offences.
• Where required, TLG will ask you to provide explicit consent to process sensitive information in accordance with the Data Protection Act. For example, we collect anonymised demographic data for volunteers, children and families we’re supporting to enable us to monitor Equal Opportunities. This information is used for statistical purposes only.

TLG is required to ensure that your data is stored securely – not only on the systems we use but also in the way that we store and transport paper copies of any data that you have provided us with. All of our staff are required to undertake training to ensure that your data is kept secure at all times. Only staff responsible for using your data have access to the system where it is stored.

Any external companies used by TLG, for example those overseeing IT systems are responsible for data under the GDPR and provide TLG with privacy policies as appropriate.

We do not share your data with any other organisations other than for the purposes for which you have given your consent. For example, with a school / church if you are volunteering for TLG.

Volunteer Programmes Volunteers

All the personal information you provide will be available to limited TLG employees with a need to access the information in order to effectively support and monitor programme delivery. We also share your personal information with trusted third parties, such as the school you are coaching in and TLG’s partner church that you are volunteering with.

Children and families – TLG Early Intervention

All personal information you provide will be available to limited TLG employees with a need to access the information in order to effectively support and monitor programme delivery. Parents’ email address, address and phone number is not shared with TLG.

Children and families – TLG Make Lunch

All personal information you provide will be available to safely recruited members of the core team at the local church where you attend Make Lunch. This information is not accessible to TLG employees.

As mentioned above, all data is kept on secure password protection systems. Any paper copies held by TLG’s partner churches will be kept securely in accordance with the church’s privacy policy.

We will only retain your personal information for as long as necessary to fulfil the purposes we have collected it for. All data is retained for as long as is required and in accordance with our retention documents. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from authorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We encourage you to note your rights as to how TLG handles your data. If you would like to discuss any of the information in this Privacy Policy with TLG, then please contact our Volunteer Programmes team on 01274 900373. TLG retains your information based on various lawful bases.

You have the right to change, alter or delete the information that we store as follows:

Right to be informed - we seek to be clear and specific when we collect information from Early Intervention and Make Lunch volunteers and the children and families we support.

Right to access - you are entitled to request a copy of any of your personal information that we have stored on our systems.

Right to rectification - if any of your personal information that is stored on our systems is incorrect, you have the right to have this updated.

Right to be forgotten - if you request for all of your records to be deleted from our systems, we are lawfully required to carry out this request, other than if your data is required for lawful reasons.

Like the majority of websites, TLG's website uses cookies to provide the best user experience.

A cookie is a small piece of data that is stored on your computer’s hard drive by your web browser. Cookies cannot look into your computer and obtain information about you or your family, or read any material stored on your hard drive. Using Cookies does not in any way compromise the security of your computer.

TLG may use cookies to gather statistics about the number of people who visit the site and to help us develop the site content, layout and services. TLG's website uses two types of cookies: Necessary and Analytics cookies.

Necessary cookies enable core functionality such as security, network management, and accessibility. You may disable these by changing your browser settings, but this may affect how the website functions.

Analytics cookies help us to improve your website experience by collecting and reporting information on how you use it. The cookies

collect information in a way that does not directly identify anyone. By selecting 'accept all' you are allowing our website to use analytics software (Google Analytics, ClickDimensions, HotJar and Facebook Pixel) to collect data on how you interact with the website.

You can find out more information about cookies by visiting: www.allaboutcookies.org

TLG's privacy policy was last updated in May 2018 in line with the new GDPR legislation. We update our policies regularly and change the information in this document to reflect any changes to the way in which we store, retain or use your personal data. We also update TLG policies to reflect any changes in legislation.

This TLG Volunteer Programmes Policy Statement was last reviewed March 2024

Next review date due: March 2025

You are encouraged to make reference to this document at any time that you might disclose further personal information to TLG.