Privacy Policy

Privacy Statement for The Early Childhood Mathematics Group.

Our website address is: http:.//earlymaths.org

What personal data we collect and why we collect it

The Early Childhood Mathematics Group needs to gather, store and use certain forms of information about individuals. These can include members, volunteers, business contacts and other people the group has a relationship with or regularly needs to contact.

Members agree to share email addresses for email discussion purposes.

This policy explains how this data should be collected, stored and used in order to meet The Early Childhood Mathematics Group data protection standards and comply with the General Data Protection Regulations (GDPR).

Why is this policy important?

This policy ensures that The Early Childhood Mathematics Group

Protects the rights of our members, volunteers and supporters
Complies with data protection law and follows good practice
Protect the group from the risks of a data breach

The policy applies to the data we may hold, including:

Names
Email addresses
Postal addresses
Phone numbers
Any other personal information held (e.g affiliations to organisations )

Roles and responsibilities

The Early Childhood Mathematics Group is the Data Controller and will determine what data is collected and how it is used. The Data Protection Officer for The Early Childhood Mathematics Group is Sue Gifford. She, together with the members, is responsible for the secure, fair and transparent collection and use of data by The Early Childhood Mathematics Group. Any questions relating to the collection or use of data should be directed to the Data Protection Officer.

Everyone who has access to data as part of The Early Childhood Mathematics Group has a responsibility to ensure that they adhere to this policy.

a) We fairly and lawfully process personal data in a transparent way

The Early Childhood Mathematics Group will only collect data where lawful and where it is necessary for the legitimate purposes of the group.

A member’s name and contact details will be collected when they first join the group, and will be used to contact the member regarding group membership administration and activities. Other data may also subsequently be collected in relation to their membership, including attendance at meetings. If appropriate The Early Childhood Mathematics Group will anonymise this data,
- Lawful basis for processing this data: Contract (the collection and use of data is fair and reasonable in relation to The Early Childhood Mathematics Group completing tasks expected as part of the individual’s membership).
If The Early Childhood Mathematics Group plans any events (for example a conference): An individual’s name and contact details will be collected when they make a booking for an event. This will be used to contact them about their booking and to allow them entry to the event.
- Lawful basis for processing this data: Contract (the collection and use of data is fair and reasonable in relation to The Early Childhood Mathematics Group completing tasks expected as part of the booking),
An individual’s name, contact details and other details may be collected at any time with their consent, in order for The Early Childhood Mathematics Group to communicate with them about and promote group activities. See ‘How we get consent’ below.
- Lawful basis for processing this data: Consent (see ‘How we get consent’)

b) We only collect and use personal data for specific, explicit and legitimate purposes and will only use the data for those specified purposes.

When collecting data, The Early Childhood Mathematics Group will always provide a clear and specific privacy statement explaining to the subject why the data is required and what it will be used for.

c) We ensure any data collected is relevant and not excessive

The Early Childhood Mathematics Group will not collect or store more data than the minimum information required for its intended purpose.

E.g. we need to collect telephone numbers from members in order to be able to contact them about group administration, but data on their marital status or sexuality will not be collected, since it is unnecessary and excessive for the purposes of group administration.

d) We ensure data is accurate and up-to-date

The Early Childhood Mathematics Group will ask members to check and update their data on an annual basis. Any individual will be able to update their data at any point by contacting the Data Protection Officer.

e) We ensure data is not kept longer than necessary

The Early Childhood Mathematics Group will keep records for no longer than is necessary in order to meet the intended use for which it was gathered (unless there is a legal requirement to keep records).

The storage and intended use of data will be reviewed in line with The Early Childhood Mathematics Group’s data retention policy. When the intended use is no longer applicable (e.g. contact details for a member who has left the group), the data will be deleted within a reasonable period.

f) We keep personal data secure

The Early Childhood Mathematics Group will ensure that data held by us is kept secure.

Electronically-held data will be held within a password-protected and secure environment
Passwords for electronic data files will be re-set each time an individual with data access leaves their role/position
Physically-held data (e.g. email sign-up sheets) will be stored on a locked cupboard
Keys for locks securing physical data files should be collected by the Data Protection Officer from any individual with access if they leave their role/position. The codes on combination locks should be changed each time an individual with data access leaves their role/position
Access to data will only be given to relevant members where it is clearly necessary for the running of the group. The Data Protection Officer will decide in what situations this is applicable and will keep a master list of who has access to data.

g) Transfer to countries outside the EEA

The Early Childhood Mathematics Group will not transfer data to countries outside the European Economic Area (EEA), unless the country has adequate protection for the individual’s data privacy rights.

Individual Rights

When The Early Childhood Mathematics Group collects, holds and uses an individual’s personal data that individual has the following the rights over that data. The Early Childhood Mathematics Group will ensure its data processes comply with those rights and will make all reasonable efforts to fulfil requests from an individual in relation to those rights.

Right to be informed: whenever The Early Childhood Mathematics Group collects data it will provide a clear and specific privacy statement explaining why it is being collected and how it will be used.

Right of access: individuals can request to see the data The Early Childhood Mathematics Group holds on them and confirmation of how it is being used. Requests should be made in writing to the Data Protection Officer and will be complied with free of charge and within one month. Where requests are complex or numerous this may be extended to two months

Right to rectification: individuals can request that their data be updated where it is inaccurate or incomplete. The Early Childhood Mathematics Group will request that members check and update their data on an annual basis. Any requests for data to be updated will be processed within one month.

Right to object: individuals can object to their data being used for a particular purpose. The Early Childhood Mathematics Group will always provide a way for an individual to withdraw consent in all communications. Where we receive a request to stop using data we will comply unless we have a lawful reason to use the data for legitimate interests.

Right to erasure: individuals can request for all data held on them to be deleted. The Early Childhood Mathematics Group’s data retention policy will ensure data is not held for longer than is reasonably necessary in relation to the purpose it was originally collected. If a request for deletion is made, we will comply with the request unless:
There is a lawful reason to keep and use the data for legitimate interests
There is a legal requirement to keep the data.

Right to restrict processing: individuals can request that their personal data be ‘restricted’ – that is, retained and stored but not processed further (e.g. if they have contested the accuracy of any of their data, The Early Childhood Mathematics Group will restrict the data while it is verified).

Though unlikely to apply to the data processed by The Early Childhood Mathematics Group, we will also ensure that rights related to portability and automated decision making (including profiling) are complied with where appropriate.

Member-to-member contact

Members agree to share members’ data with other members.

As a membership organisation The Early Childhood Mathematics Group encourages communication between members.

How we get consent

The Early Childhood Mathematics Group will regularly collect data from members and others we are associated with. This includes contacting them to promote educational events, updating them about group news and other group activities.

Any time data is collected for this purpose, we will provide:

A method for users to show their positive and active consent to receive these communications (e.g. a link to an email address)
A clear and specific explanation of what the data will be used for.

Data collected will only ever be used in the way described and consented to (e.g. we will not use email data in order to market 3rd-party products unless this has been explicitly consented to).

Any marketing communication will contain a method through which a recipient can withdraw their consent (e.g. an ‘unsubscribe’ link in an email). Opt-out requests such as this will be processed within 14 days.

Data retention policy

This policy sets out how The Early Childhood Mathematics Group will approach data retention and establishes processes to ensure we do not hold data for longer than is necessary.

It forms part of The Early Childhood Mathematics Group Data Protection Policy.

Regular Data Review

A regular review of all data will take place to establish if The Early Childhood Mathematics Group still has good reason to keep and use the data held at the time of the review.

As a general rule a data review will be held every 2 years and no more than 27 calendar months after the last review.

Data to be reviewed

The Early Childhood Mathematics Group stores data on digital documents (e.g. spreadsheets) stored on personal devices held by Sue Gifford.
Data stored on any third-party online services [(e.g. Google Drive, Mail Chimp)]
Physical data stored at the homes of members

Who the review will be conducted by

The review will be conducted by the Data Protection Officer with other members to be decided on at the time of the review.

How data will be deleted

Physical data will be destroyed safely and securely, including shredding.
All reasonable and practical efforts will be made to remove data stored digitally.
- Priority will be given to any instances where data is stored in active lists (e.g. where it could be used) and to sensitive data.
- Where deleting the data would mean deleting other data that we have a valid lawful reason to keep (e.g. on old emails) then the data may be retained safely and securely but not used.

The following criteria will be used to make a decision about what data to keep and what to delete.

Question	Action if Yes	Action if No
Is the data stored securely?	No action necessary	Update storage protocol in line with Data Protection policy
Does the original reason for having the data still apply?	Continue to use	Delete or remove data
Is the data being used for its original intention?	Continue to use	Either delete/remove or record lawful basis for use and get consent if necessary
Is there a statutory requirement to keep the data?	Keep the data at least until the statutory minimum no longer applies	Delete or remove data unless we have reason to keep the data under other criteria
Is the data accurate?	Continue to use	Ask the subject to confirm/update the details
Where appropriate do we have consent to use the data?	Continue to use	Get consent
Is consent implied by previous use and engagement by the individual?	Continue to use	Get consent
Can the data be anonymised?	Anonymise the data	Continue to use

Statutory Requirements

Date stored by The Early Childhood Mathematics Group may be retained based in statutory requirements for storing data other than data protection regulations. This might include bit is not limited to:

Member data

When a member leaves The Early Childhood Mathematics Group any potentially sensitive data held on them will be deleted – this might include bank details.
Unless consent has been given data will be removed from all email mailing lists after two years
All other data will be stored safely and securely and reviewed as part of the next two-year review

Mailing list data

If an individual opts out of a mailing list their data will be removed as soon as is practically possible.
All other data will be stored safely and securely and reviewed as part of the next two-year review

Volunteer and freelancer data

When a volunteer or freelancer stops working with The Early Childhood Mathematics Group and all administrative tasks relating to their work have been completed any potentially sensitive data held on them will be deleted.
Unless consent has been given data will be removed from all email mailing lists after two years
All other data will be stored safely and securely and reviewed as part of the next two-year review

Other data

All other data will be included in a regular two-year review.

The Early Childhood Mathematics Group – Privacy notice

What is this guide for?

Whenever we need to collect any of your data, we will let you at that point why we need to do so and what it will be used for, but this guide provides a useful overview of all of those situations and provides more detail on how we keep your data secure and up to date, how long we might hold it for, and what your rights are in relation to it.

The Early Childhood Mathematics Group is committed to protecting your personal data and will use any personal or sensitive data we collect from you in line with the General Data Protection Regulations (GDPR).

Who’s responsible for data the group collects?

The Early Childhood Mathematics Group is a Data Controller under The Early Childhood Mathematics Group’s Data Protection Officer is Sue Gifford who can be contacted at chair@earlymaths.org .

What data do we collect and what do we use it for?

The Early Childhood Mathematics Group collects data from individuals to help us plan, organise and run the day-to-day operations of the group (e.g. group meetings)

Members: for administering membership

When you join The Early Childhood Mathematics Group as a member, or during your membership with us, we may need to collect some of the following information on you:

Name
Email address
Phone Number

Address
Emergency contact details
Organisation

This data will be used by members to manage your membership with The Early Childhood Mathematics Group and to organise and run our meetings.

If you give us your consent to do so, we may also use your contact details to send you communications from the group about developments in early mathematics.

Any marketing/promotional communication we send you will include a clear option to withdraw your consent (e.g. to ‘opt out’ of future emails) and you can also withdraw consent at any point by contacting the Data Protection Officer , chair@earlymaths.org

Do we share your data with anyone else?

We will never pass your details on to third parties for marketing purposes.

Are there special measures for children’s data?

We do not knowingly collect or store any personal data about children under the age of 13.

Once a child is over 13 years old, parental consent to use their data will no longer be sufficient. We will only continue to hold/use the data if the child themselves also gives their consent.

How can you update your data?

You can contact us at any time at admin@earlymaths.org or chair@earlymaths.org to update or correct thedata we hold on you.

How long we will hold your data?

The Early Childhood Mathematics Group data retention policy is to review all data held on individuals at least every two years and remove data where we no longer have a legitimate reason to keep it.

Where you have withdrawn your consent for us to use your data for a particular purpose (e.g. unsubscribed from a mailing list) we may retain some of your data for up to two years in order to preserve a record of your consent having been withdrawn.

What rights do you have?

Under the GDPR, you have the following rights over your data and its use:

The right to be informed about what data we are collecting on you and how we will use it
The right of access – you can ask to see the data we hold on you
The right to rectification – you can ask that we update or correct your data
The right to object – you can ask that we stop using your data for a particular purpose
The right to erasure – you can ask us to delete the data we hold on you
The right to restrict processing – you can ask that we temporarily stop using your data while the reason for its use or its accuracy are investigated
Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)

All requests related to your rights should be made to the Data Protection Officer at admin@earlymaths.org or chair@earlymaths.org. We will respond within one month.

You can find out more about your rights on the Information Commission’s Office website

What will we do if anything changes?

If we make changes to our privacy statements or processes, we will post the changes here. Where the changes are significant, we may also choose to email individuals affected with the new details. Where required by law, will we ask for your consent to continue processing your data after these changes are made.

Use of Cookies

What are ‘cookies’?

‘Cookies’ are small text files that are stored by the browser (for example, Internet Explorer) on your computer or electronic device. They allow websites to ‘remember’ you for a period of time so that they can store things like user preferences and make the website quicker and easier for you to use.

How does the The Early Childhood Mathematics Group website use cookies?

A visit to a page on the Early Childhood Mathematics Group website may create the following types of cookie:

Anonymous analytics cookies

Anonymous analytics cookies

Every time someone visits our website, software provided by other organisations ([Google Analytics, WordPress]) generates an ‘anonymous analytics cookie’.

These cookies can tell us whether or not you have visited the site before and what pages you visit. Your browser will tell us if you have these cookies and, if you don’t, we generate new ones. This allows us to track how many individual users we have, and how often they visit the site. We use them to gather statistics, for example, the number of visits to a page, to help us identify if visitors would benefit from more information on a particular area.

How do I turn cookies off?

It is usually possible to stop your browser accepting cookies, or to stop it accepting cookies from a particular website.

All modern browsers allow you to change your cookie settings. You can usually find these settings in the ‘options’ or ‘preferences’ menu of your browser. To understand these settings, the following links may be helpful, or you can use the ‘Help’ option in your browser for more details.

Useful links
You can find out more about cookies and their use on the internet from www.allaboutcookies.org