Youth Active CIC

Youth Active CIC Data Protection Policy

Youth Active CIC (Community Interest Company) collects and processes personal information about individuals connected to our organisation. This includes customers, suppliers, business contacts, volunteers, and others with whom we maintain relationships or may need to communicate.

This policy outlines how we collect, manage, and store personal data in a secure and responsible manner. It ensures that we uphold the highest standards of data protection and fully comply with all relevant legal requirements.

Why this policy exists

This policy ensures that Youth Active CIC handles personal information responsibly, transparently, and securely. It helps protect the privacy rights of everyone we work with—whether they are volunteers, clients, staff, or partners.

  • Adheres to data protection legislation and implements best practices
  • Safeguards the rights of volunteers, staff, customers, and partners
  • Maintains transparency about how personal data is collected, used, and stored
  • Minimises the risk of data breaches and protects the organisation from potential harm

Data Protection Law

Youth Active CIC is committed to protecting the personal information of everyone we work with, including young people, volunteers, staff, partners, and supporters. We follow the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, which set out clear rules on how personal data must be collected, used, stored, and shared.

  • Collected and processed lawfully, fairly, and transparently
  • Used only for specific, legitimate purposes
  • Adequate, relevant, and limited to what is necessary
  • Accurate and kept up to date
  • Not kept longer than necessary
  • Handled in ways that respect individuals’ rights
  • Stored securely with appropriate safeguards
  • Not transferred outside the UK or EEA without ensuring adequate protection

Policy Scope

This policy applies to:

  • The leadership and management of Youth Active CIC
  • All programmes and projects delivered by Youth Active CIC
  • All staff members, volunteers, and young workers
  • All contractors, suppliers, and third parties working with us

It covers all personal data held by Youth Active CIC relating to identifiable individuals, regardless of format.

Protecting Personal Data at Youth Active CIC

At Youth Active CIC, a youth club supporting young people across London, we take your personal information seriously. Whether you're a young member, a volunteer, or part of the team, we’re committed to protecting your data and ensuring it’s used properly.

Why This Matters

  • Private information being shared by mistake
  • Not giving people control over their own data
  • Damage to our club’s reputation

Responsibilities

Everyone who works for or with Youth Active CIC shares responsibility for ensuring that data is collected, stored, and handled appropriately.

  • The Board of Directors holds ultimate accountability.
  • The Data Protection Officer, Mohammed Ahmed Mohammed, oversees all data protection responsibilities.

General Staff and Volunteer Guidelines

  • Access to data is limited to those who need it.
  • Data must not be shared informally.
  • All employees receive data protection training.
  • Use strong passwords and never share them.
  • Securely delete data no longer needed.

Data Storage

Paper-Based Data

  • Keep files in locked drawers or cabinets.
  • Shred paper records when no longer needed.

Electronic Data

  • Use strong, unique passwords.
  • Store only on approved secure servers or cloud systems.
  • Regularly back up data.

Data Accuracy

All employees must take reasonable steps to ensure that personal data is accurate and up to date. Errors must be corrected promptly.

Access Requests

Individuals can request access to their personal data by submitting a Subject Access Request (SAR) via email to the Data Controller.

A fee of £10 applies, and responses will be provided within 14 calendar days after verifying the requester’s identity.

Disclosing Data for Other Reasons

Youth Active CIC may disclose data to law enforcement agencies when legally required, ensuring full compliance with data protection principles.

Providing Information

We are committed to transparency. Individuals will always be informed about how their data is used and how they can exercise their rights under data protection law.