RAP Scheme – Privacy notice

Introduction

Croydon Council’s Active Lifestyles team process personal information for the child and yourself in order to safely provide the child with access to the Recreation Activity Project (RAP) scheme. The RAP scheme is funded by 0-65 Disability Service. Croydon Council is the data controller for the RAP scheme.

We process personal information lawfully and do so under the legal basis of consent. Registration to the RAP scheme is a mandatory part of participation in the service.

What information we collect from you and what we will do with it?

The RAP scheme registration collects the following personal information; name, date of birth, address, postcode, gender, ethnicity, medical conditions/disability information, School as well as name and contact information for parents/guardians. This information is collected for the purposes of registering the child as a participant of the RAP scheme with a view to equipping coaches with enough background information to enable them to best support them whilst taking into consideration health and safety. We also monitor the child’s involvement with the scheme, such as attendance and progress so we can better understand the usage of the service and ensure the child is receiving the most suitable level of coaching support for their individual needs.

In addition, we also use the data for statistical analysis so we can demonstrate the value of the RAP scheme. Data is used to better understand the reach of the service and enables the Active Lifestyles team to consider the equality of access to the service.

Processing by consent

Within the RAP registration form there are a number of options that allow you to consent to receive additional services, these include; your contact information being added to a mailing list so we can tell you about other services offered by the Active Lifestyles team.

You have the right to change your mind about anything you have consented to within the registration form. Please contact the Active Lifestyles team via the contact details listed in the “Contacts” section to request to change your preferences for consent.  

Who will we share information with?

All physical activity carries some degree of risk, if the child has an accident or injury whilst participating in the RAP scheme, it may be necessary for the Active Lifestyles team to share information with medical professionals if your child requires medical assistance.

The information you provide will be entered on the secure database platform Upshot (provided by the Football Foundation). The Football Foundation will therefore be able to view the data entered for the purposes of administering service access to Upshot. Access to Upshot is provided to the team of sport coaches who will record attendance, progress and use the data provided to best support the individual child’s needs.

To demonstrate the value and impact of the service, the child’s involvement in the RAP scheme will be monitored and reported upon anonymously.  Anonymous reports may be shared with key stakeholders and organisations to demonstrate the value of the service. It will not be possible to identify any individuals within the report. We may ask for additional consent to identify the child within a case study, however you have to not consent to this or to limit the personal data used about the child within the case study with no impact to the child’s involvement in the RAP scheme.

How long will data be kept for?

Once you information is collected it will remain on the Upshot database for 2 years after the last engagement the child had with the service upon which it will be securely destroyed. Please see below details of your rights over the data collected.

Your Rights

The law gives you a number of rights to control what personal information we use and how it is used. These are some of your rights:

You can ask for access to the information we hold about you. 

This applies to your personal information that is in both paper and electronic records. You can ask for your records by contacting the Information Management team at the Council at SAR@croydon.gov.uk.

When we receive a request in writing, we will give you access to everything we have recorded about you. However, we cannot let you see any part of your record which contains:

• Confidential information about other people or
• Data which is likely to cause serious harm or distress to you or likely to affect your physical or mental wellbeing or
• If we think that giving you the information may stop us or any law enforcement agency from preventing or detecting a crime.

If you cannot ask for your records in writing we will make sure there are other ways that you can ask for your information. If you have any concerns regarding making a request in writing please telephone 020 8726 6000 and ask to speak to a member of the Information Management Team.

You can ask to change information you think is inaccurate

You should let us know if you disagree with something written on your file, we may not always be able to change or remove that information but we will correct factual inaccuracies and may include your comments in the record to show that you disagree with it.

You can ask us to delete information (the “right to be forgotten”

You have the right to ask us to delete your personal information for example where your personal information is no longer needed for the reason why it was collected in the first place or where you have withdrawn your consent for us to use your personal information and there is no legal obligation for the Council to use it. Where your personal information has been shared with others legally, we will use reasonable endeavours to make sure the 3rd party also deletes your data where you request this.

You can ask us to limit how we use your personal information

You have the right to ask us to restrict what we use your personal information for where for example  you have identified inaccurate information and have told us of it or where  you want us to restrict what we use it for rather than erase the information altogether.

You can ask to have your information moved to another provider (data portability)

You have the right to ask for your personal information to be given back to you or another service provider of your choice in a commonly used format; this only applies where we are using your personal information with your consent and not if we are using it under any other legal basis.

You have a right to ask for any computer made decisions to be explained to you and to request details of how we may have “risk profiled” you

You have the right to question decisions made about you by a computer unless it is required for any contract you have entered into, required by law or you have consented to it.

You also have the right to object if you are being “profiled”. Profiling is where decisions are made about you based on certain things in your personal information e.g. your health condition.

If and when the council uses your personal information to profile you, in order to deliver the most appropriate service to you, you will be informed.

You can exercise any of these rights by contacting us at informationmanagement@croydon.gov.uk and providing details of the right you wish to exercise and the service involved.

Contact

To request to exercise any or all relevant rights, raise queries or make complaints please in the first instance contact the Active Lifestyles team at: SDO@croydon.gov.uk, or contact Croydon Council’s Data Protection Officer at: DPO@croydon.gov.uk.

Information Commissioner’s Office

For independent advice about data protection you can contact the Information Commissioner’s Office at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5A

Email: casework@ico.org.uk or call 0303 123 1113.