The Important Stuff

At Ordinary Magic C.I.C we respect the privacy of the children, parents and families attending our clubs, projects or sessions as well as organisations that use our service and the privacy of our staff. Our aim is to ensure that all those using and working at Ordinary Magic C.I.C can do so with confidence that their personal data is being kept secure.

Our lead person for data protection is Katie Washbourne – Executive Director. The lead person ensures that the Club meets the requirements of the GDPR, liaises with statutory bodies when necessary, and responds to any subject access requests.

Confidentiality

Within the Club we respect confidentiality in the following ways:

• We will only ever share information with a parent about their own child.
• Information given by parents to Club staff about their child will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy).
• Concerns or evidence relating to a child’s or an adult’s safety, will be kept in a confidential file and will not be shared within any sessions, except with the designated Safeguarding Officer and the manager.
• Staff only discuss individual children, parents and families for purposes of planning and group management.
• Staff only discuss other organisations details including information about their staff for the purpose of planning and training management.
• Staff are made aware of the importance of confidentiality during their induction process.
• Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.
• All personal data is stored securely in a locked paper file, on a password protected computer and a passcode-locked mobile device.
• Students on work placements and volunteers are informed of our Data Protection policy and are required to respect it.

Information that we keep

The items of personal data that we keep about individuals are documented on our personal data matrix. The personal data matrix is reviewed annually to ensure that any new data types are included.

Children and parents: We hold only the information necessary to provide a health and wellbeing service for each child, parent and family. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records and so forth. Our lawful basis for processing this data is fulfilment of our contract with the child’s parents. Our legal condition for processing any health-related information about a child, is so that we can provide appropriate care to the child. Once a child leaves our care we retain only the data required by statutory legislation and industry best practice, and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely.

Other Organisations: We keep information about other professionals and organisations in order to provide bespoke training, direct support and advice based on each persons individual needs. This includes names, attendance records, incident and accident forms, medical information and so forth. Our lawful basis for processing this data is fulfilment of our contract with the organisation who have requested Ordinary Magic C.I.C’s report. Our legal condition for processing any health-related information about any employees for organisations whom we have contracts with, is so that we can provide appropriate care. Once our work is complete as contracted we retain only the data that is required by statutory legislation and industry best practice, and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely.

Staff: We keep information about employees in order to meet HMRC requirements, and to comply with all other areas of employment legislation. Our lawful basis for processing this data is to meet our legal obligations. Our legal condition for processing data relating to an employee’s health is to meet the obligations of employment law. We retain the data after a member of staff has left our employment for the periods required by statutory legislation and industry best practice, then it is deleted or destroyed as necessary.

Sharing information with third parties

We will only share information with outside agencies on a need-to-know basis and in the case of a child, with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (eg Police, HMRC, etc). If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons.

We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children, young people, families and other stake-holders in our care.

Some limited personal information is disclosed to authorised third parties we have engaged to process it, as part of the normal running of our business, for example in order to take online bookings, and to manage our payroll and accounts. Any such third parties comply with the strict data protection regulations of the GDPR.

Subject access requests

• Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves.
• Staff and volunteers can ask to see any information that we keep about them.
• We will make the requested information available as soon as practicable, and will respond to the request within one month at the latest.
• If our information is found to be incorrect or out of date, we will update it promptly.
• Parents /carers can ask us to delete data, but this may mean that we can no longer provide care to the child as we have a legal obligation to keep certain data. In addition, even after a child has left our care we have to keep some data for specific periods so won’t be able to delete all data immediately.
• Organisation/ Their Employees we are contracted with can ask us to delete date, but this may mean we cam no longer provide them with the service they have contracted us to carry out as we have a legal obligation to keep certain data. In addition even after our contract with the organisation is complete we have to keep some data for specific periods so won’t be able to delete all data immediately.
• Staff and volunteers can ask us to delete their data, but this may mean that we can no longer employ them as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment we have to keep some data for specific periods so won’t be able to delete all data immediately.
• If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO).

GDPR

We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.

This policy was adopted by: Ordinary Magic C.I.C

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2017): Safeguarding and Welfare Requirements: Information and records [3.68 -3.71].

At Ordinary Magic C.I.C we respect the privacy of the children, parents and carers and families attending our clubs, projects or sessions. The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. Our lawful basis for processing the personal information relating to you and your child is so that we can fulfil our contract with you. Our legal condition for processing any health-related information that you provide about your child is so that we can provide appropriate care for that child.

Any information that you provide is kept secure. Data that is no longer required* is erased after your child has ceased attending our clubs or sessions.

We will use the contact details you give us to contact you via phone, email, social media and post, so that we can send you information about your child, relevant services from Ordinary Magic C.I.C and other relevant news, and so that we can communicate with you regarding payment of our fees.

We will only share personal information about you or your child with another organisation if we:

• have a safeguarding concern about your child

• are required to by government bodies or law enforcement agencies
• engage a supplier to process data on our behalf (eg to take online bookings, or to issue invoices)
• have obtained your prior permission.

You have the right to ask to see the data that we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted, but note that:

• we will not be able to continue to care for you or your child if we do not have sufficient information to do so.
• even after you or your child has left our care, we have a statutory duty to retain some types of data for specific periods of time* so can’t delete everything immediately.

If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO).

* We do need to retain certain types of data (such as records of complaints, accidents, and attendance) for set periods of time after you or your child ceases to be in our care, but we delete as much personal data as we can as soon as possible.

Ordinary Magic C.I.C believes that no child, individual, or family should be excluded from our services or activities based on the grounds of age, gender, health, sexuality, class, family status, means, ability, colour, ethnic origin, culture, religion, or belief. We aim to ensure that all who wish to work in, or volunteer to help with, our organisation should have an equal chance to do so.

Ordinary Magic C.I.C aims to provide a welcoming and caring environment that promotes and reflects cultural and social diversity. Ordinary Magic C.I.C will endeavour to challenge any offensive behaviour, language or attitudes with regards to race, ethnicity, nationality, class, religion, culture, gender, language, sexual orientation and disability.

The club recognises that achieving the objectives of our equal opportunities policy relies on the active involvement of parents/carers and community stakeholder. Ordinary Magic C.I.C both welcomes and encourages parents, carers and community stakeholders to get involved in the running and management of our business, and to comment on the effectiveness of its policies and procedures.

Ordinary Magic will facilitate regular opportunities for consultation with all stakeholders about the service that we provide, as a means of monitoring the effectiveness of the equal opportunities policy.

We strive to make the environment welcoming and physically accessible to all users. To do this we will work with staff and users to get an understanding of all our service users needs (both new and current) cultures and values.

Our Equal Opportunities Procedures aim to:

• Create an environment free from discrimination and welcoming to all
• Ensure that our services are available to all children who require our service, including those with difficulties and/or disabilities.
• Ensure that issues of race, ethnicity, nationality, class, religion, culture, gender, language, sexual orientation and disability do not inhibit a child from accessing our services
• Treat all service users with equal value and concern
• Make every effort to include every service user in all activities ensuring their individual needs are met.

• Have regard to promoting understanding, respect and awareness of diversity and equal opportunities issues in planning and implementing our programme of activities.
• Help service users celebrate and express their cultural and religious identity by providing a wide range of appropriate resources and activities.

• Ensure that Ordinary Magic’s recruitment policies and procedures are open, fair and non-discriminatory.
• Encourage and support staff to act as positive role models by displaying and promoting tolerant and respectful behaviour, language and attitudes and challenging any discriminatory incident
• Treat seriously the case of any member of staff found to be acting or having acted in a discriminatory way according to the provisions of the Staff Disciplinary & Grievance Procedures policy.
• Ensure that all members of staff are aware of, and understand, the Equal Opportunities policy as it relates to all aspects of its work.

The Manager and Trustee’s will be responsible for ensuring that the Equal Opportunities policy is implemented and that its effectiveness is regularly monitored. They will be responsible for ensuring that:

• Staff receive appropriate training, where available.
• The Equal Opportunities policy is consistent with current legislation and guidance.
• All the club’s policies and procedures will be kept under review to ensure they do not operate in a discriminatory manner or in anyway against its commitment to equal opportunities.
• The Club will work to fulfil all the legal requirements of the Sex Discrimination Act 1975, the Disability Discrimination Act 1995, the Human Rights Act 1998 and the Race Relations (Amendment) Act 2000.

This Safeguarding Policy applies to all staff, directors, managers, volunteers, students, temporary staff or any person working on behalf of Ordinary Magic C.I.C at any location or premises. Ordinary Magic recognises that safeguarding is the responsibility of everyone within our organisation and therefore ensure that procedures are in place so that each person knows what is expected of them and understand their roles and responsibilities. To ensure we have the right people with the right skills Ordinary Magic C.I.C ensure all staff (In a paid or voluntary capacity) have an enhanced disclosure and barring check and provide induction training in safeguarding and bi-annual safeguarding training. All staff are required to sign this policy to state they have read and understood it in its fullness, including any appendices.

Ordinary Magic’s Intentions:

• We will protect the safety and wellbeing of all children, young people, adults and staff who use our service.
• We will respond quickly to anything that concerns us and report where necessary to any statutory bodies that require notification.
• We will where safe, work in partnership with children, young people and families to inform them of our concerns and promote welfare and safety.
• We will store and maintain accurate and confidential records of any safeguarding incident we are involved in.
• We will address without delay any failure to comply with the correct safeguarding procedures.

Ordinary Magic understands:

• That all people regardless of age, ability or disability, sexual orientation, special needs, race, religion, residential status or any other identity have the right to protection from all types of harm and abuse.
• That some children and adults such as those who are disabled or who have issues with communication are particularly vulnerable to abuse and will ensure that we do everything we can to ensure that all of our service users are understood and have a voice, so if needed they feel able to share safeguarding concerns.
• Sometimes it is necessary to share information without the consent of the person whom the information belongs to. In these instances, the Designated Safeguarding Officer will liaise with the Local Authority to ask for support in making this decision.

Ordinary Magic will seek to keep our clients safe by:

• Promoting a safe and inclusive environment for our clients to share and explore their thoughts and feelings.
• Providing a space where our clients feel listened to
• Valuing and respecting other’s opinions, values thoughts and beliefs.
• Promoting positive behaviour
• Working with a range of other professional agencies to share information and ask for support.
• Having an appointed Designated Safeguarding Lead who is contactable for each activity we carry out.
• Having a clear procedure in complaints and safeguarding.
• Providing effective management training and reflection for all staff.

Further Information

Ordinary Magic recognises that this policy cannot be read as a stand-alone document and we expect all staff before commencing work with clients to have read, understood and signed the following policy documents:

Complaints

Equality and Inclusion

Data Protection

Monitoring

This policy will be reviewed annually and revisions recommended to the Board of Trustees. This policy may also be reviewed in the following circumstances:

• changes in legislation or government guidance
• When there is learning identified by a Local Safeguarding Children Board;
• As a result of any other significant change or event.