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The Dome Youth Zone Privacy and Cookie Policy

The Dome Youth Zone is committed to protecting the privacy and security of personal information. We take our data protection responsibilities under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Data (Use and Access) Act 2025 and the Privacy and Electronic Communications Regulations (PECR) very seriously.

This Privacy Notice explains:

  • What personal information we collect.
  • How we use and protect that information.
  • The legal basis for our processing of personal data.
  • Who we may share information with.
  • How long information is retained.
  • The rights available to individuals in relation to their personal information.
  • How we keep information safe and secure.

This notice applies to members, parents and carers, employees, volunteers, trustees, donors, supporters, suppliers, contractors, website users and other individuals whose personal information we process. It is important that you read this Privacy Notice together with any other Privacy Notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This notice supplements other Privacy Notices and is not intended to override them. We may update this notice at any time, details of which are found at the end of this document.

Who We Are and How to Contact Us

The Dome Youth Zone is the Data Controller responsible for the personal information processed under this policy. We are registered with the Information Commissioner’s Office with registration number ZC065881. Questions about this notice or requests relating to personal information should be sent to: Email: enquiries@thedomeyouthzone.org.

Individuals also have the right to complain to the ICO if they believe their personal information has not been handled appropriately. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Data Protection Principles

The Dome Youth Zone will ensure personal information is:

  • Processed lawfully, fairly and transparently.
  • Collected for specified and legitimate purposes.
  • Adequate, relevant and limited to what is necessary.
  • Accurate and kept up to date.
  • Retained only for as long as necessary.
  • Protected by appropriate security measures.
  • Processed in a manner that demonstrates accountability and compliance.

Information We Collect

Depending on an individual’s relationship with the organisation, we may collect:

  • Names and contact details.
  • Emergency contact information.
  • Membership records.
  • Employment and volunteering records.
  • Financial information.
  • Communications and correspondence.
  • Attendance and activity records.
  • Images, photographs and CCTV recordings.
  • Safeguarding information.
  • Website and technical usage data.

 

We may also process special category information, including:

  • Health information, including accident information.
  • Disabilities and support needs.
  • Race or ethnicity.
  • Religious beliefs.
  • Trade union membership (where relevant).
  • Criminal offence information where legally permitted.

Why We Use Personal Information

We may process personal information for the following purposes:

 

Service Delivery

  • Delivering services and activities and communicating various information relating to these services.
  • Managing memberships.
  • Communicating with members and parents/carers.
  • Safeguarding and welfare support.

 

Employment and Volunteering

  •  
  • Payroll and pensions.
  • Performance management.
  • Training and development.
  • Health and safety management.

 

Organisational Administration

  • Financial management.
  • Governance and reporting.
  • Complaint handling.
  • Fraud prevention.
  • Research and evaluation.

Supplier management

Marketing and Fundraising

Where consent has been provided, personal information may be used for fundraising, campaigns, marketing communications and supporter engagement activities. Consent can be withdrawn at any time.

Lawful Basis for Processing

We process personal information under one or more of the following lawful bases:

  • Performance of a contract.
  • Compliance with a legal obligation.
  • Protection of vital interests.
  • Legitimate interests.
  • Employment requirements.
  • Safeguarding obligations.

Sharing Information

We may share information where necessary with:

  • Service providers and contractors.
  • Software and database providers.
  • Insurers and professional advisers.
  • Funders and partner organisations.
  • Statutory and Regulatory bodies.
  • Fraud prevention and credit risk reduction
  • Safeguarding agencies.
  • Emergency services.
  • Law enforcement agencies where required by law.

 

All third parties are required to protect personal information and comply with applicable data protection legislation.

Where appropriate we may also transfer your personal data to a potential buyer (and its agents and advisers) in connection with any proposed purchase, merger or acquisition of any part of our business, or to other interested third parties (and their agents and advisors) in the case of any reorganisation or other potential transfer of any part of our business, provided that we inform the buyer (or relevant third party) it must use your personal information only for the purposes disclosed in this notice.

Data Security

The Dome Youth Zone uses appropriate technical, physical and organisational measures to safeguard personal information.

 

These measures include:

  • Secure systems and networks.
  • Restricted access controls.
  • Staff training.
  • Secure storage arrangements.
  • Data breach reporting procedures.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

International Transfers

Personal information is generally stored within the UK or EEA. Where information is transferred internationally, appropriate safeguards will be implemented in accordance with UK GDPR requirements.

Data Retention

Personal information will only be kept for as long as necessary for legal, regulatory, operational, safeguarding or contractual purposes. When information is no longer required, it will be securely deleted, destroyed or anonymised.

individual rights

It is important that the personal information we hold about you is accurate and current.  Please keep us informed if your personal information changes during your relationship with us. 

Individuals have the right to:

  • Be informed about how their information is used.
  • Access their personal information.
  • Correct inaccurate information.
  • Request deletion where appropriate.
  • Restrict processing.
  • Object to processing.
  • Request data portability.
  • Withdraw consent where processing is based on consent.
  • Complain to the ICO.

You will not usually have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

Please contact enquiries@thedomeyouthzone.org for further information about any of your rights. 

Please note if you ask us to erase your data and/or restrict processing of your data, we may not be able to provide you with the Services.

Withdrawing Consent

Where processing is based on consent, individuals may withdraw that consent at any time. Withdrawal of consent will not affect processing already carried out lawfully before consent was withdrawn.

Cookies

Our website uses cookies and similar technologies to:

  • Enable website functionality.
  • Improve user experience.
  • Analyse website performance and usage.
  • Support communication and marketing activities where consent has been provided.

 

Essential cookies may be used without consent where necessary for website operation. Non-essential cookies will only be used with appropriate consent.

 

External Websites and Social Media

Our website may contain links to third-party websites. We are not responsible for the privacy practices of external websites and encourage users to review their privacy notices.

 

Interactions with social media platforms are subject to the privacy policies and terms of those platforms.

Complaints and Contact

Questions, concerns or complaints about this policy should be directed to enquiries@thedomeyouthzone.org.

If an individual remains dissatisfied, they may contact the Information Commissioner’s Office:

Website: www.ico.org.uk

changes to this policy

The Dome Youth Zone may update this policy periodically to reflect organisational, legal or operational changes. The latest version will always be available from the organisation.