Welcome to the Saturday Club! 

Hello! We are the National Saturday Club, and this is a notice about what personal information we receive about you as a result of your application and membership of the National Saturday Club (the “Club“).  

There are laws governing our use of information which identifies you or could be used to identify you (known as “personal data”). We have to tell you what is happening with your personal data in this notice to comply with those laws.   

Under data protection law, we are referred to as a “Controller” of personal data. You can find our full corporate details at the end of this notice. 

This notice has been written for, and is addressed to, our members and applicants. If you are a parent / guardian completing a National Saturday Club form for your child, please read this notice with that in mind. 

This notice includes: 

1. How can you contact us? 
2. How do we receive your personal data? 
3. What do we use your personal data for? 
4. What personal data do we use? 
5. How long will we keep your personal data? 
6. Who do we send personal data to? 
7. How do we keep personal data safe? 
8. Your rights 
9. Our corporate details 

 

1. How can you contact us? 

We hope this notice provides everything you need, but if you have any questions for us, or have a request regarding your personal data, please contact: 

Gemma Rust, Saturday Club Trust, Somerset House, Strand, London WC2R 1LA. 

Phone number: 0207 845 5860 

Email address: hello@saturday-club.org 

 

2. How do we receive your personal data? 

We are provided information from: 

• You, if you submit your details onto our website or share information with us directly; 

• Your parents/guardians, if they have shared or submitted information about you on your behalf; 

• Your local Club, your Club tutors and coordinators share information about you with us; 

• Our website, if you use our website our web cookies will collect technical information about your usage with our software called Google Analytics. 

 

3. What do we use your personal data for? 

When you send an enquiry, we use your personal data to respond directly to you with an answer or share it with a Club host to answer. When you apply to the Saturday Club, we collect information about you on your application. We use the information on the form to find you a Club placement, share information about the Club and to create your Club membership. 

Once you are a Club member, we use the information you or your parents have provided to us, so that you can safely join Club events and activities.  

We do this with your best interests in mind, and don’t do anything with your data that would impact your rights and freedoms. This is known as under your ‘legitimate interests’ under the law.  We will only ever use your personal data in the ways the law says we can. 

We may ask your consent for some things like taking your photograph. We may also use your data to comply with a legal or regulatory obligation (such as if the police ask us for information), or if there is an emergency situation. 

When we have collected your personal data, this is used to: 

• Register you as a Club member and organise your Club visits so we know who you are and what you need when you’re with us; 

• Answer any correspondence you send to us; 

• Make the ‘Post’, so that members of the Club have a memento of the Club; 

• Organise an ‘alumni’ Club of previous members, to enable you to keep in touch for years to come and find out about new opportunities; 

• Organise special Club events such as the annual exhibition of members’ artwork in London; 

• Evaluate attendance at the Club and to carry out research and provide training to improve the Club; 

• Share information about you to your local Club host institution; 

• Promote and raise money for the Saturday Club charity (though this only applies to photographs and film of you attending the Club, a Club event or photographs of your work produced at the Club where you have consented); 

• Technical information is used to make improvements or modifications to our website or platform, analyse use of them and to develop new features for them. 

• Send surveys and other information out to you by email which may include questions about your experience of the Club, so that we can try and improve the Club. You can let us know at any time if you do not want to receive these by email to hello@saturday-club.org or by clicking “unsubscribe” on the emails we send. 

4. What personal data do we use? 

We will use: 

• ​​​Your name, address, email address, school details (such as which school you attend, and your year group) and any other information on the “National Saturday Club” forms; 

• Information about your attendance at the Club, for example what the subject of the Club you attended was, how many years you have attended for, and details about your experience of the Club (as set out on the end of year evaluation form); 

• If you have consented, we will use photographs and film taken whilst attending the Club or Club events for promotional activities; 

• Members’ work created when you attend the Club or use our online platform at saturday-club.org/online/; 

• Any information that you send us if you email or write to us with a question, feedback or concern;  

• Technical information if you use our website or platform, namely the pages you visit and how long you spend on them, how you got to the website, the device you are using to access it and its IP address. 

When you apply, you have the option to provide information about your background, family life and any specific requirements to make the Club accessible to you. Some of this data is called ‘special category’ data under the law, and it means we must treat it more carefully because it is more sensitive. Providing this type of information to us is optional and if you don’t want to share it, you can use the option ‘prefer not to say’. We use this data to help the charity give places to those that need it most and to provide personalised support to members. 

We use a lot of the data we collect for reporting on a ‘no name’ basis to create general statistics about Club members. For example: 

“In the year 2020, 10% of Art&Design Club members at [a particular institution] had a disability.” 

Under the law, we do this reporting because the public want to improve the availability and access of our Club activities and we want to do research to better understand and promote how our activities can help young people like yourself and others.  

If you provide us with special category personal data when you make an enquiry through our website about joining a Club, then this will be shared with the relevant institution which is most appropriate for you, so that they can process your membership. 

5. How long will we keep your personal data? 

We only keep your personal data for as long as we need to do whatever it is that we collected the information for. Generally, we keep it for seven years from the date we receive it, unless there is another legal reason to keep it for longer. 

If you apply to the Club but there are no spaces available, we will keep your application on our Waiting List so that we can contact you when a space becomes available. We will keep your application for no longer than 3 years. 

We delete any unsuccessful applications after 1 year.  

6. Who do we send personal data to? 

We do not send your personal data to anyone unless the law says that we can. We may share your personal data with: 

• ​​​Your parents / guardians e.g. to ask them for feedback about your experience of the Club; 

• The people and companies that contribute money to the Saturday Club charity (this only applies to photographs, we do not share contact details); 

• ​​​The partner institution which hosts the Club, and the people that run it, namely the Club tutors and any special guest tutors; 

• Any businesses that provide services to us to enable us to run the charity (such as IT providers); and 

• Someone that we have to share it with because of the law, such as the police or a court (though this is quite unlikely). 

Your personal data is also turned into anonymous statistical data (so you can’t be identified) and is shared with funders to monitor and evaluate who comes, and doesn’t come, to our clubs.  

7. How do we keep your personal data safe? 

We have security measures in place designed to keep your data safe. 

Your data is stored on our “Exchange Portal” which is encrypted for protection. Anyone that accesses your data is trained and understands how to look after your data safely.  

We transfer personal data outside of the UK sometimes, for example to the USA, because we use MailChimp (an American email company) to manage our email mailing lists. We only make these transfers outside of the UK where the law says that it is OK for us to do so, which means that there are steps we have to take to try and keep it safe, such as making the person or company we send the information to agree to implement security measures if they or the country they are based in have not been certified as having an adequate level of protection for personal data.  

If you would like more information about this, please send an email requesting what information you seek to hello@saturdayclub.org. 

 8. Your rights  

You have rights that relate to your personal data. In some circumstances they may not apply, but you can make a request related to any of your rights to the contact details at the top of this notice. Your rights include: 

• Knowing how your data is used (which is why we have written this ‘Privacy Notice’); 

• Asking for copies of your data that we hold about you; 

• Asking for your data to be deleted or removed from our systems; 

• Asking for your data to be updated so that it is accurate and true; 

• Withdrawing consent to how we use your data; 

• Asking that we stop using your data in a certain way (such as asking us to stop emailing you); 

• Asking us to share your data with another organisation. 

We try to respond to all requests within 1 month, though it might take us longer if your request is complex. 

You also have the right to make a complaint about our use of your personal data to the Information Commissioner’s Office, which is the organisation in charge of data protection issues in England (www.ico.org.uk). If you do have a complaint, we ask that you contact us first, so that we can try and sort this out for you. 

  

1. Our Corporate Details 

Corporate Name: The Saturday Club Trust 

Registered company number: 09559467 

Charity number: 1165362 

Data Protection Public Register Number: ZA315350