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 membership of the National Saturday Club (the “Club“), what we do with it and how we keep it safe. There are laws governing our use of information which identifies you or could be used to identify you (known as “personal data”), and we have to give you 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. If you are a parent / guardian completing a National Saturday Club form for your child, please read this notice with that in mind.
How can you contact us?
If you have any questions for us, or requests regarding your personal information, please contact Gemma Rust, Saturday Club Trust, Somerset House, Strand, London WC2R 1LA.
Phone number: 0207 845 5860
Email address: email@example.com
How do we receive personal data?
We are provided with personal data by parents / guardians of members, by members themselves, by Club Tutors or other staff of the organiser of the Club. We also receive technical information if you use our website or online platform from software called “Google Analytics”.
What do we use your personal data for?
We will only process your personal data where the law says that we can. This is most commonly if you (or your parent / guardian) say we can, or there is a good reason for us to do so, and this reason is not outweighed by an unfair impact on you. We may also use it if we have to in order to comply with a legal or regulatory obligation.
When we have collected your personal data, this is used:
- to make the Yearbook, so that members of the Club have a fun memento of the Club;
- to organise an ‘alumni’ Club of previous members, to enable you to keep in touch for years to come and find out about opportunities of interest to you;
- to organise special Club events such as the annual exhibition of members’ artwork in London and online;
- to answer any communications you send us;
- to evaluate attendance at the Club and to carry out research and provide training to improve the Club;
- to send the details you give us on our website enquiry forms to the relevant institution which hosts the Club, if you enquire about joining the Club via our website;
- to 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 firstname.lastname@example.org or by clicking “unsubscribe” on the emails we send);
- to send you our newsletter, if you sign up to receive this (you can let us know at any time if you do not want to hear from us, by emailing us at email@example.com or by clicking “unsubscribe” on the emails we send);
- to 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 – please see the next section); and
- 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.
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 you are asked to complete;
- 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);
- photographs and film taken whilst attending the Club or Club events, which will be used in the Yearbook and Summer Show or to promote the Club in our newsletters and other promotional information we prepare to raise money for the Club’s charity;
- members’ work created when you attend the Club or use our online platform atsaturday-club.org/online/. We might use photographs of this in the Yearbook or display it on our website or at the yearly exhibition of all members’ work in London and online;
- any information that you send us if you email or write to us with a question, feedback or concern; and
- 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.
We only use photographs or films of members or their work where we have a good reason for doing so (as long as our reason is not outweighed by any unfair impact on the member), such as for the Yearbook or for promotional purposes to raise money and awareness about our charity. Please email us if you would prefer for us not to do this at firstname.lastname@example.org. We are very respectful of such requests and make every effort to comply with them. It is not always possible to do so, for example, if there are group photographs at events or if the photograph has already been published in an irretrievable format.
We do collect information relating to the ethnic background, any special education needs or disabilities of members of the Club if you fill out our “Equal Opportunities Form”. This information is called “special category” data in the relevant data protection laws. This information is only used on a “no name” basis to compile our annual reports which set out general statistics about Club attendees, e.g. “In the year 2020, 10% of Art&Design Club members at [particular institution] had a disability”. We may use this information in reports we compile in the future about our past members as well, if we contact you and you respond to tell us how you are getting on or agree to be one of our case studies.
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.
How long will we keep your personal data?
We only keep your personal data for as long as we need to in order 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.
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 send them photographs of you attending the Club or 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).
How do we keep your personal data safe?
We have security measures in place designed to keep your data safe.
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 email@example.com.
You have certain rights under data protection law in relation to your personal data in certain circumstances, for example the right to ask for a copy of the personal data we have, to ask us to update it, to delete it, to withdraw your consent to us using it or only use it in a certain way. If you want us to do any of these things, or if you have any other questions or requests regarding your personal data, please contact us using the details at the beginning of this policy. 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 though we would ask that you contact us first, so that we can try and sort this out for you.
Our Corporate Details
Corporate Name: The Saturday Club Trust
Registered company number: 09559467
Charity number: 1165362
Data Protection Public Register Number: ZA315350
This privacy notice was last updated 9 June 2020.