Privacy Policy

You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply. 

If you want to access your information, send a description of the information you want to see by post to The Pace Centre, The Bradbury Campus, 156 Wendover Road, Aylesbury, Buckinghamshire. HP22 5TE or by email to info@thepacecentre.org. 

You have the right to have inaccurate or incomplete information we hold about you corrected.  If you believe the information we hold about you is inaccurate or incomplete, please provide us with details and we will investigate and, where applicable, correct any inaccuracies.

You have a right to ask us to restrict the processing of some or all of your personal information in the following situations:  if some information we hold on you isn’t right; we’re not lawfully allowed to use it; you need us to retain your information in order for you to establish, exercise or defend a legal claim; or you believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose and you have objected to us doing so. 

You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions, you have the right for this to be done.  

If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format. 

If we are processing your personal information based on our legitimate interests or for scientific/historical research or statistics, you have a right to object to our use of your information. 

If we are processing your personal information for direct marketing purposes, and you wish to object, we will stop processing your information for these purposes as soon as reasonably  possible. 

If you want to exercise any of the above rights, please contact us by post to The Pace Centre, The Bradbury Campus, 156 Wendover Road, Aylesbury, Buckinghamshire. HP22 5TE or by email to info@thepacecentre.org.  We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.  We will help any person for whom we have data access data as stated in our privacy notice.  For most of the year we aim to do this in a timely manner but during school holidays this may become more difficult.  

Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office (ICO).  

• We collect the personal information you choose to give us when: 
  • You donate, enquire about volunteering, sign up to our newsletter, join in one of our fundraising events or communicate with us.   
  • You choose to share your information with us as a fundraiser or when you support someone who is fundraising for us through third party sites such as Just Giving or Virgin Money Giving, you should check the Privacy Policy of these third-party sites and ensure you understand how they will process and share your data. 
  • You give permission to other organisations to share your information or it is available publicly.  

   

  We sometimes combine information you provide to us with information available from other sources. This helps us to better understand our supporters so that we can improve our fundraising, volunteering opportunities and communications. 

  • The information we get from other organisations will depend on what permissions you gave them.  This information could be: 
  • Other organisations
    If you have given permission for a company or other organisation to share your data with third parties, including charities.  This could be when you brought something, on or offline, registered your interest in a product or services or participated in a survey or competition.  
  • Social Media
    If you give us permission we will access basic information from your social media accounts. We might look at what events you are interested in or engage with you online when you comment on our posts. We won’t do anything you haven’t given permission to do.  
  • Information available publicly
    This may include information found in places such as Companies House and information that has been published in articles/ newspapers. 

  We collect data when you use our website.  

  Our websites will remember you, and track how you use our website:where you go, what path you take and how long you might be on our pages. The use of these “cookies” makes our site better, easier to use, faster and more responsive.  There are more details in our Cookie Policy. 

  Some mobile devices may provide us with information such as what device you have and the operating system you’re using, what your device settings are, and why issues or errors occur. You can find out what information your device makes available to us through the manufacturer or operating system provider.  

We will only collect the information necessary for Pace to continue to raise vital funds or to fulfil it’s legal requirements. Where possible we will offer you the chance to choose how we use that data.  

This depends on why you are giving us your data, and what you would like us to do with the information you provide.  

Where it’s necessary we will ask for specific information that will ensure that your engagement and participation is the best that it can be.  We sometimes will ask you for information that helps Pace to understand it’s donors, the reasons people volunteer or participate. These questions are optional and are asked to help us learn and develop our supporter programmes.  

• Your Names. This helps means we create your record, so we know who you are and so that we can develop a relationship with you. A minimum of initial and surname is required for Gift Aid purposes. 
• Your contact details – Address, Email, Telephone.  We would use these details to keep you up to date with the progress the children make, the impact you have on the lives of the children and families you support.  We also need your address to process Gift Aid. 
• Whether you pay tax so that we know that we can ask for and can claim Gift Aid 
• Your gender: it helps us understand who else might like to support our work.  
• Your Date of Birth: It also helps us target our communications, so you are sent the information that is most relevant to you. It also helps us understand who else might like to support our work.  

• Where you have informed us of a legacy gift in your will, we then hold this information and any information regarding next of kin the you may have provided us. 
• Which events, activities and products which we consider to be of interest to you or that you have indicated are of interest 
• Information about your health, if you are taking part in or attending an event, will be collected and stored for health and safety purposes 
• Age, nationality and ethnicity information for monitoring purposes; and 
• Any other personal information you provide to us.  

Wherever it is practical for us to do so, we will make clear why we are collecting the information and what we will use it for.

We use the information we hold on you to: 

• process and record your support for Pace, including donations, volunteering and participation 
• keep a track of your relationship with us 

• process Gift Aid 
• be accountable to you, as our supporters to show the impact that you make 
• fulfil or respond consistently to any communication from you in a timely, appropriate and informed manner 
• keep your information up to date, so that we don’t lose contact if you move, or change numbers. 
• display content to you in a way appropriate to the device you are using (for example if you are viewing content on a mobile device or a computer) 

• improve our events, fundraising and supporter care through analysis and reporting on our work 
• help us prevent disruptive use of our website, monitor website traffic and to personalise information which is presented to you. 
• process any job or volunteering applications 
• monitor and control quality of interactions 
• manage and audit our accounts: your data may be shared with our auditors as part of our contract with them, to prevent fraud and money laundering 

• help us meet our legal obligations, such as contracts between you and us, or ethical and legal obligations to regulators, government and/or law enforcement bodies. 

We use your data to communicate with you, in line with your requirements, preferences and permissions. 

We make it easy for you to have complete control over the information we keep and use for communicating with you. You can choose how we can contact you ie; by letter, email, telephone, social media and SMS. As well as having preferences on what we communicate about: for example: if you only want to hear about a particular type of event or area of our work.  

What do we send you? 

• Fundraising events and activities. 
• Campaigns and appeals. 
• Newsletters and updates from the services 
• Exciting developments from the world of education and disability. 

Some types of gifting require Pace to keep and use your contact details to administer your chosen donation methods. In particular; the Pace draw, direct debits and standing orders.

Simply call 01296 614 287 to tell us what you would like to hear about, and how.  

Whenever we send you an email you have the ability to update your preferences, there will be a link to the preference centre. You can fill our online form at any time. 

We have appropriate policies, procedures and technological controls in place to ensure that your information is stored, used and accessed in a safe and secure way. Our systems and processes are audited regularly.  Our network is protected and monitored.  

We keep your information for as long as:  

• You are an engaged supporter of Pace.  
• You are happy for us to do so.  
• Until we no longer need the information for operational purposes. 
• Until you have not engaged with Pace for 5 years.  

• You tell us to delete it. 

We will keep any data that we are legally required to for as long as the legislation demands (for example Gift Aid). 

We will not share your data with any other organisation for marketing purposes unless you have given explicit permissions. 

In order for Pace to process donations, appeals, events and communications as well as other operational activities we will give the following partners access to your data, under compliant contractual agreements; 

• Suppliers who might process your information on our behalf: for example, a mailing house, who send our newsletters or might help us analyse our fundraising and volunteering activities.  
• If you are a legacy giver: we may share your information with co-beneficiaries 

We may be required to share your information for legal or contractual reasons. For example, if the police, HMRC or the Fundraising Regulators request to see it.  

If you change address, email or phone number or update any other information that Pace use to contact you we would love for you to tell us. Keeping us up to date with changes to your information means: 

• We can stay in contact with you, in the way you choose. 
• You can keep up to date with the impact you are making on the lives of children with disabilities 
• You will save us money, as we are legally required to keep your information “clean” and up to date, as we wouldn’t need to pay an external source for your new data 
• You can help us be compliant with data protection rules 

Pace will use external sources such as the post office change of address data base, public electoral rolls as well as other databases to screen for deaths, to make sure the data we hold is as up to date as possible.  

You have the right to access all the information Pace hold on you, unless there are legal exceptions.  

To do so call 01296 614 287 or email info@thepacecentre.org to request a Right to Access form.  

You have the right to restrict to use of the information held 

You have a right to ask us to restrict the processing of some or all of your personal information if: 

• the information we hold on you isn’t right, 
• we’re not lawfully allowed to use it, 
• you need us to keep your data for you to establish, exercise or defend a legal claim, 
• you believe your privacy rights outweigh our “legitimate interests” to use your information for a particular purpose and you have objected to us doing so. 

You have the right to have inaccurate data updated 

If you feel that the information Pace holds on you is incorrect, inaccurate or incomplete please provide us with details. Pace will investigate the source of the information, update records where required or delete as appropriate.  

You have the right to erasure 

You have the right to ask Pace to delete some of or all personal data we hold on you.  This will be done with in the expected time for all data that is not required for legal purposes. We will then hold that data until it is no longer required for that legal reason.  Where possible data will be anonymised, and all consent and communication preferences will be revoked. 

You have the right for the data held to be portable 

If Pace processes your information by an automated means, either with your consent or part of a contract then you have the right to ask us to provide the data to you or another service provider in a digital format.  

You have the right to object to the use of your personal data.  

Pace analyse data held for fundraisings and volunteering to help us learn about fundraising trends, performance and to gain insight in to how to improve our organisational communications, and philanthropic efforts. If you do not want Pace to use your data you have the right to object.  

To do so please contact us on 01296 614 287  

You have the right to opt out of some or all communications. To opt out please contact 01296 614 287 or use on online communication preference form.  Pace will stop communicating with you as soon as reasonably possible. 

Exceptions apply to the rights above and not all rights are applicable in all circumstances. If you would like more information, please see the ICO Website.  

The General Data Protection Regulations of 2018 classify the processing and holding of Data in to 5 categories. 

Consent
This is where you are asked if you would like Pace to use your information in a particular way. You would have to indicate a “yes” or “opt in” for Pace to process, hold and communicate using the data you have given permission for.  You have the right to revoke that consent at any time. For more information see the “Your rights sections” 

Legal obligation 

This is where Pace are required to process, hold or share for information for legal reasons. For example, sharing information with the Fundraising Regulator, HMRC or gambling commission. As well as for Pace to carry our ethical monitoring and due diligence.  

Contractual obligation 

Pace will process and hold your data in order to administer a contractual relationship between yourself and Pace, or between Pace and a supplier.  

Vital interest 

Pace may collect and hold data that is required to protect life or health. For example, information on your health when participating in an event.  

Legitimate interest 

Under this basis, Pace can collect, hold and process your data where it is reasonably necessary for us to do so, or it is in our legitimate interest to do so. We will ensure that our legitimate interest does not unfairly or unjustly out way your rights. 

Pace consider your historical relationship, the purpose for which your data was collected and our day to day business processes when acting under the legal basis of Legitimate interest.  

Some examples are: 

• You give a monthly direct debit to Pace 
• You have responded and given to appeals in the last 3 years 

• Monitoring our Website usage 
• Keeping your information up to date and clean 
• Volunteering engagement 
• Analysis on performance, trends and event performance.  

To speak to a member of fundraising team, the Data Protection Lead or Finance please call 01296 614 287   

Complaints. 

If you would like to make a complaint, comment, or would like more information please send them in writing to: 

The Data Protection Lead 

The Pace Centre 

The Bradbury Campus 

156 Wendover Road 

Aylesbury 

HP22 5TE 

• Personal information (such as name, unique pupil number and address, name and contact details of parents /guardians/carers)
• Characteristics (such as ethnicity, language, nationality, country of birth
• Attendance information (such as sessions attended, number of absences and absence reasons)
• Local Authority details
• Education and Health Care Plan
• Therapy notes and reports
• Meeting notes
• Historic school reports, individual learning plans and academic data
• Examples of schoolwork and photographic and video records
• Safeguarding information
• Dietary information
• Medical information including medication

We use the pupil data:

• to maintain up to date contact information of parents /guardians and in the case of emergency
• to support pupil learning
• to monitor and report on pupil progress
• to record and report on clinical interventions
• to provide appropriate health care and pastoral care
• to assess the quality of our services
• to comply with the law regarding data sharing

We collect and use pupil information under Article 6(1)(c) – legal obligation of the General Data Protection Regulations 2018, in the case of photographs under consent and for enquiries under legitimate interest.

We also use information for data collection purposes for the following:

• For school census purposes, Education Act 1996
• The Education (Information about Individual Pupils) (England) Regulations 2013.

Whilst the majority of pupil information you provide to us is mandatory because it is required for regulatory purposes, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.

Storing pupil data

We hold pupil data for 25 years from the date of birth of the pupil.

Collecting information on enquiry for school placement

When an admission enquiry is received by Pace, an assessment of the child is carried out.  For assessment purposes information including categories from paragraph 1 may be obtained.  After the assessment, a report is completed for the parents and Local Authority and a copy retained securely by Pace.

If the child is placed with Pace, this data is held as part of the pupil information.

If the child is not placed with Pace this data is deleted after 24 months from the last contact.

We routinely share pupil information with:

• Schools or settings that pupils attend after leaving Pace
• The pupil’s Local Authority and/or Buckinghamshire Local Authority
• Ofsted
• The Department for Education (DfE)
• School nurse service: Buckinghamshire Health Trust
• Other professionals associated with the pupils, for example, teachers, doctors, therapists, caseworker, SEN manager, social worker

We do not share information about our pupils with anyone without consent unless required to do so by the law or for safeguarding purposes in line with our policies.

The National Pupil Database (NPD)

The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.

We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.

To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.

The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:

• conducting research or analysis
• producing statistics
• providing information, advice or guidance

The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:

• who is requesting the data
• the purpose for which it is required
• the level and sensitivity of data requested: and
• the arrangements in place to store and handle the data

To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.

For more information about the department’s data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received

To contact DfE: https://www.gov.uk/contact-dfe

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

Youth support services

Pupils aged 13+

Once our pupils reach the age of 13, we also pass pupil information to the appropriate Local Authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

• Transition to other settings
• youth support services
• careers advice if appropriate

A parent or guardian can request that only their child’s name, address and date of birth is passed to their Local Authority or provider of youth support services by informing us. This right is transferred to the child/pupil once he/she reaches the age 16.

For more information about services for young people, please visit the Local Authority website appropriate to the pupil.

Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact our Data Protection Lead: Amanda Richardson

You also have the right to:

• object to processing of personal data that is likely to cause, or is causing, damage or distress
• prevent processing for the purpose of direct marketing
• object to decisions being taken by automated means
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

If you would like to discuss anything in this privacy notice, please contact our Data Protection Lead: Amanda Richardson at info@thepacecentre.org.

• Personal information (such as name and address, emergency contacts) 
• Characteristics (such as ethnicity, language, nationality, country of birth  

• Medical information 
• Photographic and video record of sessions 
• Clinical notes/correspondence 
• Diaries of appointments 

We use the data: 

• to monitor and report on progress 
• to assess the quality of our services

We collect and use child information under Article 6(2)(b) – contract 

Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

We hold data for enquiries for children who do not access our services for 6 months from the original enquiry. 

We hold data for children who access our sessional services for up to 8 years from the end of the calendar year in which the last session was attended. 

We share information with: 

•  schools that the child attends after leaving us 
• Other professionals associated with the child: doctors, therapists, nurses, caseworker, SEN manager, social workers, teachers

We do not share information about children attending sessions with anyone without consent unless the law and our policies require us to do so.

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools. 

Under data protection legislation, parents and children have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s records, contact our Data Protection Lead: Amanda Richardson. 

You also have the right to: 

• object to processing of personal data that is likely to cause, or is causing, damage or distress 
• prevent processing for the purpose of direct marketing 

• object to decisions being taken by automated means 
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and 
• claim compensation for damages caused by a breach of the Data Protection regulations  

If you have a concern about the way we are collecting or using yours or your child’s personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ 

If you would like to discuss anything in this privacy notice, please contact our Data Protection Lead: Amanda Richardson at info@thepacecentre.org 

• Personal information (such as name, unique pupil number and address) 
• Characteristics (such as ethnicity, language, nationality, country of birth  
• Attendance information (such as sessions attended, number of absences and absence reasons) 

• Education and Health Care Plan 
• Therapy reports 
• Safeguarding 
• Dietary 
• Medical information 

• Photographic and video recordings of sessions 

We use the children’s data: 

• to support children’s learning 
• to monitor and report on children’s progress 

• to provide appropriate pastoral care 
• to assess the quality of our services 
• to comply with the law regarding data sharing 

We collect and use children’s information under Article 6(1)(c) – legal obligation  

Whilst the majority of your child’s information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain child information to us or if you have a choice in this.  

We hold children’s data for 8 years from the end of the year in which therapy was provided.

We routinely share children’s information with: 

•  schools that the children attend  
• our local authority 
• the Department for Education (DfE) 

• Other professionals associated with the pupil: doctors, nurses, therapists, caseworker, SEN manager, social worker, teachers 

We do not share information about children attending sessions with anyone without consent unless the law and our policies require us to do so. 

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools. 

Under data protection legislation, parents and children have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s records, contact our Data Protection Lead: Amanda Richardson. 

You also have the right to: 

• object to processing of personal data that is likely to cause, or is causing, damage or distress 
• prevent processing for the purpose of direct marketing 

• object to decisions being taken by automated means 
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and 
• claim compensation for damages caused by a breach of the Data Protection regulations  

If you have a concern about the way we are collecting or using yours or your child’s personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ 

If you would like to discuss anything in this privacy notice, please contact our Data Protection Lead: Amanda Richardson at info@thepacecentre.org 

• Personal information (such as name and address, emergency contacts) 
• Medical information 
• Feedback on the services provided 

We use the data to assess the quality of our services

We collect and use children’s information under Article 6(2)(b) – contract 

Whilst the majority of your child’s information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain child information to us or if you have a choice in this.  

We hold data for children who have attended baby classes for up to 1 year from the date of the last session attended. 

We share information with: 

•  Other professionals associated with the child: doctors, therapists, caseworker, SEN manager, social worker  

We do not share information about children attending sessions with anyone without consent unless the law and our policies require us to do so. 

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools. 

Under data protection legislation, parents and children have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s records, contact our Data Protection Lead: Amanda Richardson. 

You also have the right to: 

• object to processing of personal data that is likely to cause, or is causing, damage or distress 
• prevent processing for the purpose of direct marketing 

• object to decisions being taken by automated means 
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and 
• claim compensation for damages caused by a breach of the Data Protection regulations  

If you have a concern about the way we are collecting or using yours or your child’s personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ 

If you would like to discuss anything in this privacy notice, please contact our Data Protection Lead: Amanda Richardson at info@thepacecentre.org