Privacy policy

Responsible person: Jude Williams, Chief Executive
Last reviewed: 20th Aug 2020
Next review date: Aug 2021


The Literacy Pirates is a registered charity and we process, gather and store information to support the delivery of our Learning Programme to young people, to recruit volunteers and to raise funds.

We take the collection and storage of your information seriously, so this document tells you more about how and why we collect and store your information, and how you can control the information we hold.

The Literacy Pirates is considered a Data Controller and Data Processor, and therefore falls under the obligations of the General Data Protection Regulation (GDPR) and the Data Protection Act.

Literacy Pirates collects and stores personal information in the legitimate interest of achieving our charitable aim; to develop the literacy, confidence and perseverance of young people who are falling behind at school and referral partner and have fewer opportunities in their lives. Where possible we gain consent from individuals to complement our legitimate interest in holding information.

What information we collect

Young people under the age of 16 years old

We collect the name, pupil number, address, phone numbers and emails of young people on the Learning Programme and their primary carers and designated people who can collect young people.

We also collect and process educational progress data about young people we work with. We collect attendance and educational data in order to track attendance and individual progress through the Learning Programme.

We collect this information from primary carers directly, their school or referral partners, through tests given during the programme and comments made by staff and volunteers.

We collect and record behaviour and health information about young people we work with in order to keep the young people we work with safe. We collect this information from school or referral partners, primary carers and from volunteers and staff that work with young people directly.

We collect and process information about young people’s ethnicity and eligibility for Pupil Premium Funding (Free School and referral partner Meals). We also collect and process information about the additional learning needs, Special Educational Needs, English as an Additional Language or general behavioural need, as well as collecting their gender and year group.

This information helps us understand those who we are supporting and the impact we are making on them to address the systemic educational inequalities that are driven by socio-economic dividers. This information also helps us improve the impact we have on the young people we work with. We make use of the information in an aggregated, anonymised way; this anonymised data is then stored for future research and evaluation. We collect this information from school or referral partners, and primary carers.

We store information about the young people we work with in ‘personal information records’ on our CRM system, Salesforce.

We collect video footage of live online lessons of the children and volunteers, in order to better safeguard children. These videos are stored on our Microsoft SharePoint site, and kept for 12-18 months, before being deleted. Should the need arise we would share these with staff, parents, schools and local authorities in the pursuit of protecting a child’s best interests.

Data that we hold about educational progress is shared with the young person’s school or referral partner, and primary carers, as well as using in an anonymised way to evaluate the effectiveness of our Learning Programme.

We hold information about young people and their primary carers for four years; after which it is retained for research purposes as anonymised data.

In line with best safeguarding practice, we may share information with primary carers, school or referral partners, and other statutory bodies.

Volunteers over the age of 16 years old

We collect the name, address, phone numbers and emails of volunteers. We use this information in order to track and monitor through the recruitment process and sessions attended by volunteers.

We also use that information to communicate through Mailchimp, about the successes of the Literacy Pirates and other opportunities to support us.

We collect, process and store Disclosure and Barring System information of all volunteers, to ensure the safety of the young people we work with. We use the online system UCheck to process the data.

Information about how DBS process your data and the options available to you when submitting an application can be found at: https://www.gov.uk/govenment/publications/dbs-privacy-policies

By agreeing to our privacy policy volunteers are confirming that they have read and understood the DBS Standard/Enhanced Check Privacy Policy.

We collect and process information about our volunteers’ ethnicity, age, gender, occupation and place of work/work status. We collect this information from individuals directly. This information helps us to monitor diversity within our volunteering community, with the aim of creating a diverse and inclusive organisation that reflects the diverse community of young people that we work with.

We make use of the information in an aggregated, anonymised way; this anonymised data is then stored for future research and evaluation. We also use information about occupation and place of work to help identify people and places that can support our fundraising work.

We store information on the number of volunteering session completed and individual performance of volunteers in sessions. This information allows us to assess volunteers against our minimum requirements and provide development opportunities where required. This information is also used to ensure that we can provide accurate references when requested.

We store information of active volunteers for four years after the last volunteering session.

Supporters

We collect supporters’ and donors’ name, email addresses, addresses and phone numbers, which we gather directly from the individual, through online giving platforms, JustGiving, Virgin Money Giving and Benevity and through our website.

Donors have the option to remain anonymous through these online giving platforms, in which case we only receive information on the amount and date of donation.

We collect information to track donations, to communicate about our ongoing achievements and how any donations have been used. We use that information to tell people about opportunities to volunteer and fundraising appeals.

Supporters are contacted through e-newsletters that are created and email lists maintained by Mailchimp. We store information in our database Salesforce for up to four years after a donation.

Where consent is given to receive the e-newsletter communicating opportunities to support Literacy Pirates, we store information until consent is withdrawn via the ‘unsubscribe’ process.

Staff

We store information about staff on BreathHR. We use this information in order to track and monitor through the recruitment process and progression within the organisation.

We track ethnicity, disabilities and age during the recruitment process. This information is anonymised at the point of contact with the organisation. We use this information in order to track and modify our recruitment strategy to increase the diversity of our staff make up.

We do not hold any information about applicants, without their consent, for more than three months after the recruitment process is complete.

We collect, process and store Disclosure and Barring System information of all staff, to ensure the safety of the young people we work with.

Information about how DBS process your data and the options available to you when submitting an application can be found at: https://www.gov.uk/govenment/publications/dbs-privacy-policies

We collect personal information like next of kin and bank details from individuals directly. By agreeing to our privacy policy staff are confirming they have read and understood the DBS Standard/Enhanced Check Privacy Policy.

We store information of staff members for four years after the date of them leaving the company.

How we store your information

We promise to keep your information safe and secure.

Information that we collect is stored securely on our client relationship management system (CRMS) Salesforce. Information is also stored on our Cloud based filing system, Microsoft 365 and used on staff computers. These computers are protected by Anti-Virus and Encryption software.

We avoid keeping paper copies of sensitive information in all possible instances. In the case of our Learning Programme, we need to print out the information needed about the young people attending at the beginning of each session, and then we shred the paper copies at the end of each
session.

How long we store your information for

Personal information stored online is disposed of after four years after the point in which that person is no longer involved in the organisation.

Young Person’s information after they graduate is used in an aggregated, anonymised way. This data is then stored for future research and evaluation. We have completed a separate Legitimate Interest Assessment specifically for storing graduated Young Person data. This data is retained and analysed to allow for strategic organisational planning.

How we collect information online

We collect analytical data from Google and our website, operated on the WordPress platform, along with Twitter, Facebook and Instagram. This information helps us communicate more effectively with supporters about how we are making a difference in young peoples’ literacy, confidence and perseverance.

Our website, www.literacypirates.org, operates Cookies. Cookies are small amounts of data generated by a website and saved by your web browser. Cookies remember information about you, in order to make your online experience smoother. You can change the way Cookies work on your
computer through your Settings. You can also control your Cookie preferences for our website here.

Who we share your information with

We will never sell your information.

We have two types of contractual partners that we do share information with.

  1. School and referral partners, or statutory bodies operating like school and referral partners (for instance social workers looking after in-care children) who refer young people to our Learning Programme. We share information that helps us deliver our Learning Programme to the highest standards and impact. We inform school and referral partners of a young person’s progress throughout the year. We will also share information that keeps young people safe as part of our Safeguarding duties.
  2. Organisations involved in our Volunteering Programme. We have a contractual partnership with companies that are part of our Volunteering Programme. The organisation shares information with us with individuals’ consent. We share information about attendance and observable behaviour to the organisation; as well as sharing any information that ensures we keep young people we work with safe.

We share information only when there has been consent. We might share information without consent if there is reason for concern for the individual or the safety of a young person; in which case we might contact a statutory body or our contractual partner.

How you can see the information we store

Literacy Pirates will provide an easy to read print out of information we hold about you. You can request that information by writing to admin@literacypirates.org. We aim to provide that information within four weeks of the request being made.

How you can request to be erased

We generally hold information for four years. Any information held beyond this time is held because of a legitimate interest for example, for evaluation purposes where data is anonymised, and the need to hold Gift Aid information for seven years.

Anonymised information will be kept beyond four years in order to undertaken research and evaluate the ongoing and longer-term success of the Learning Programme.

Your data will be removed from our online database and or any paper records shredded, when requested or after a lapse of the above timeframe. The Data Protection Officer is responsible for maintaining records.

You can request that your information is erased by writing to admin@literacypirates.org.

How to complain about the way we handle your information

If you would like to make a complaint about the way we have handled your information you can make that directly to us by emailing admin@literacypirates.org or calling and asking to be put in contact with our Chief Executive, Jude Williams or Chair of Trustees, James Westhead on 020 3227 1777.

You can also make a complaint directly to the Information Commissioners Office https://ico.org.uk/concerns/

Scroll to Top