Introduction
When you use this service you will be giving us some information about yourself. We want you to be safe when you use our website. We want to you to feel confident that we are looking after your information.
In this Privacy Policy we tell you how and why we collect your information. We tell you about the legal rights you have. And we tell you about the steps we take to keep your information secure and private.
What is ‘personal information’?
When we talk about personal information we mean any information that is about you. That could be:
- Your name
- Your contact details
- Your age
- Information about a disability or other health or medical condition you have
- Information about your family (e.g. your parents name if you are a child or the fact you have children)
- Information about your friends
- Things you like doing
- Things you believe
Some other types of information are optional. That means you do not have to tell us all those things. In that case, what you choose to tell us is up to you. You can tell us as much or as little as you like.
Why is this important?
We have to take care of your information because it’s the law. There are strict laws called the GDPR and the Data Protection Act 2018 that make sure we look after your information carefully.
We also take care of your information because it’s the right thing to do. Information about you is valuable. Companies want to get hold of it because they can use it to try to sell you things or influence you. Sometimes criminals can try to use information about you to pretend to be you.
So it’s important that when you give us information we are very careful with it and that you trust us to look after it.
If you have any questions
If you have any questions about how we use your information, you can contact us in the following ways:
By email at autismhub@kids.org.uk
By writing to us at the following address: Kids, 249 Birmingham Road, Wylde Green, Sutton Coldfield, West Midlands, B72 1EA.
How we collect and use your information
Most of the information we use is given to us by you when you use our website or contact us.
We may also sometimes get information about you indirectly. That might be if someone who cares for you has contacted us and given us your information because you asked them to or they think you might benefit from our services.
Your data protection rights
Under data protection law, you have important rights.
- Your right of access: you have the right to ask us for copies of the information we hold about you.
- Your right to rectification: if the information we hold about you is wrong or not complete you have the right to have it corrected.
- Your right to erasure: you have the right to ask us to delete your information from our systems. In some circumstances we may not be able to delete all the information we have about you. That can be because the law tells us we are not allowed to.
- Your right to restriction of processing: you have the right to ask us to restrict the ways we use your information. That means to ‘block’ us from using your personal information or limit the ways we can use it.
- Your right to object to processing: sometimes we use a legal basis called ‘legitimate interest’ to use your information. In this case you have the right to object to processing. If you do this we will stop processing your personal information unless very exceptional circumstances apply, in which case we will let you know why we’re continuing to process your personal information.
- Your right to data portability: you have the right to ask that we transfer the information you gave us to a different organisation, or give it to you. The right only applies if we are processing information based on your consent or under contract.
Using your rights
If you want to do any of the things above using your rights please contact us. You can find our contact details further up this page.
You are not required to pay any charge for this. After you ask us we have to reply to you within one month.
We will work hard to provide you with your rights. If you’re not satisfied with what we do then you may be able to complain to the Information Commissioner’s Office. The Information Commissioner is the person responsible for data protection in the UK.
Sharing your information
We will never sell your information or give it to other companies so they can try to sell you things.
We do use some companies to help us provide our services. For example, our email uses Microsoft Office. Companies like this are called data processors. When you give us your information we will share it with some of our data processors so that we can provide you with the information or service you have asked for. You can see a list of our data processors below.
We have strict contracts with all our data processors. That means it is illegal for them to do anything with your personal information unless we have told them they can do that. We make sure they store your information securely and don’t give it away to other people or organisations unless we have told them they can do that.
The data processors we use are based in different countries around the world. If they are located outside the European Union we make sure they have policies in place to ensure they follow strict rules to ensure your information is safe.
Sometimes we may have to share your information because the law tells us we have to. For example, a court of law may order us to or the police may ask us for your information. If that happens we will make sure that their request is legitimate before we share any information.
As part of the service we offer access to group webinars via video calls. The webinars are designed to be safe places where you can get answers to questions or discuss your own situation in a group setting. We only allow people who are signed up to the service to access our webinars. If you attend one of our webinars you can choose whether to share information with other participants. If you do choose to reveal information about your own life during a webinar you will be sharing it with all other participants. We do ask all webinar participants not to reveal any personal information shared with them in a webinar outside of the webinar but we have no way of ensuring that they comply with that request. So please be careful what information you share and only share information that you are comfortable with other people knowing.
Our data processors
We use:
- Office 365, provided by Microsoft, to provide our email system and some storage services (such as storing documents).
- Salesforce is our database. It stores details of all our service users.
- WP Engine hosts our website. If you contact us via our website the information you supply via the forms on our website will be stored by WP Engine.
- Make.com is a tool that we use to integrate our website with Salesforce and other tools like Office 365.
Links to other websites
Our website contains links to other organisations. This privacy policy does not cover how those organisations use your information. If you would like to know how they use your information, please read the privacy notices on the other websites you visit.
Children’s information
This website is designed to be used by people who are 12 years old and older.
If you are under 18 we have to make sure we are looking out for your safety and taking your needs into account. Sometimes that may mean we have to check how old you are or ask your parent or guardian for information or permission before we do things.
We are not allowed to sign you up to our mailing list if you are under 13 years old. It’s illegal for us to do that. So if you are under 13 and want to know more about this project please ask a parent or guardian to sign up on your behalf.
Our processing purposes
This section lists the various purposes we use you information for and how we use it.
1. Provide you with access to this service
Purpose and legal basis for processing
When you sign up for this service we need to collect information about you so we can verify you are eligible for this service and, if you are, set up an account for you on this service website.
The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(a) of the GDPR which allows us to process your personal data where we have your consent to do so.
What we need and why we need it
We need your name and email address so we can set up an account for you and send you your login details. We ask for your age and your postcode so we can check your eligibility for the service.
If you are under 16 we ask for your parent or carer’s contact details too.
If you are 12 or 13 years old we ask your parent’s permission to allow you to access the service. That’s because the law says you cannot consent for yourself until you are at least 13 years old.
If you are 14 – 15 years old we inform your parent or carer that you have signed up for an account. That’s because your parent or carer has a duty of care towards your at that age.
What we do with your information
We will keep a record of your account details on our website and our service database so that we can continue to give you access to the service. We also use the information you provide to analyse the reach of the service because we want to ensure that people across Essex and people of all eligible age ranges access this service. We may also use it to analyse our own work and how well we carry out our tasks.
What are your rights
We rely on your consent to process the personal data you give us to provide this service. This means you have the right to withdraw your consent at any time. If you do that, we will update our records immediately to reflect your wishes. Please note, that if you withdraw your consent for this purpose you will lose access to the service website and the ability to book on to webinars. You also have the rights of access, rectification, erasure, restriction, objection and portability.
2. Provide you with access to webinars
Purpose and legal basis for processing
If you have an account on this service you are given access to our webinar booking system which allows you to book yourself on to regular webinars that we offer. Our webinars are conducted by group video call.
The legal basis we rely on to process the personal data you give us when signing up and taking part in webinars is Article 6(1)(a) of the GDPR which allows us to process your personal data where we have your consent to do so.
What we need and why we need it
We use the account details you gave us on sign up to provide you with access to each webinar you book on to. We also give you the option to tell us about any accessibility needs you have so that we can make the webinars accessible for you, and to ask questions in advance of the webinar for the hosts to answer during the webinar.
When you sign in to a particular webinar our staff check the details we hold to ensure that you are who you say you are. We do that so only verified service users are able to attend the webinar to keep it a safe place for everyone.
You do not have to share any personal information during the webinar itself. You can take part without turning on your camera or asking questions. If you do decide you want to take part by turning on your camera, asking questions, or taking part in discussions, then you will be sharing your own personal information with all attendees.
What we do with your information
We will keep a record of the webinars you book and the information you provide on the form so that we can give you access to specific webinars, provide you with any adjustments you have requested (if we are able to do that and it is reasonable to do so), and to provide you with answers to any questions you have asked in advance.
We do not record webinars but, if you ask a question or raise an issue that we cannot answer during the webinars, our hosts may keep a record of your question or the issue, so that we can reply to you after the webinar.
We record attendance at webinars so that we can analyse our service provision and ensure that everyone gets a fair turn at attending a webinar. If you regularly book onto a webinar but do not turn up we may get in touch with you to understand how we can improve the service to help you attend. As a last resort we may restrict your access to the webinar booking system. If we do that we will keep a record of it.
We also use the information you provide during webinars to help us understand what people want from the service and to help us offer webinars on subjects that are needed. We may also use it to analyse our own work and how well we carry out our tasks.
What are your rights
We rely on your consent to process the personal data you give us to provide this service. This means you have the right to withdraw your consent at any time. If you do that, we will update our records immediately to reflect your wishes. Please note, that if you withdraw your consent for this purpose you will lose access the ability to book on to webinars. You also have the rights of access, rectification, erasure, restriction, objection and portability.
3. Make a general enquiry
Purpose and legal basis for processing
When you contact us to make a general enquiry about this project or about KIDS, we collect your personal information so that we can respond to your enquiry.
The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(f) of the GDPR which allows us to process your personal data where it is in our legitimate interests to do so. We always balance our legitimate interests with your interests as the owner of your own information.
What we need and why we need it
We need enough information from you to answer your enquiry. This will usually include your contact details. If you contact us by post, email or through our website, we will need some contact details from you in order to respond to you. We will record the details of your enquiry in order to answer appropriately.
What we do with your information
we will keep a record of your enquiry and your contact details so we can respond to you appropriately and effectively. We will keep a record of our response to you. We will keep the information you provide so that, if you contact us again, we have a record of your enquiry and our response. We may also use it to analyse our own work and how well we carry out our tasks.
What are your rights
You have the rights of access, rectification, erasure, restriction, objection.
4. To Keep In Touch With You
If you are interested in finding out more about this service, or about Kids we will invite you to sign up to our mailing list. We will send you occasional emails about the project to keep you updated.
Purpose and legal basis for processing
If you sign up we will add your name and contact details to our marketing list. We will only ever send you information when we have your consent to do so and we will send you that information only via the channels (e.g. by email) that you have told us we can use.
The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(a) of the GDPR which allows us to process your personal data where we have your consent to do so. You can only legally provide consent if you are 13 years old or over. If you are under 13 years old then you must ask a parent or guardian to sign up instead.
What we need and why we need it
To provide you with the information you have requested we need your name and your email address. We also need to record your consent to receiving this information.
What we do with it
We store the details you have given us on our mailing list and use it to provide you with the information you have requested. We may also use your information to understand whether you have responded to anything contained in the information we send you. This helps us to improve our communications.
How long we keep it
We will keep your details on our marketing list until you ask us to remove them. Every email we send you contains an ‘unsubscribe’ link that will remove you from our mailing list.
What are your rights
We rely on your consent to process the personal data you give us to provide this service. This means you have the right to withdraw your consent at any time. If you do that, we will update our records immediately to reflect your wishes. You also have the rights of access, rectification, erasure, restriction, objection and portability.
5. Accessing our website
Purpose and legal basis for processing
The only information we collect from you when you access our website when you are not logged in is your IP address. An IP address is the address of your computer or phone or tablet in the language the internet uses. When you visit our website we are sent your IP address and we send our website content back to you at that address.
We only store your IP address while you are viewing our website. We do not store it after you close your browser.
We do keep a count of the number of times our website pages are viewed, where people come from (e.g. Google or Facebook), and the type of device they are using. But those statistics are only stored anonymously.
The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(f) of the GDPR which allows us to process your personal data where it is in our legitimate interests to do so. We always balance our legitimate interests with your interests as the owner of your own information.
Cookies
Cookies are small text files that are placed on your computer by websites that you visit. They are used by almost every website in order to make the website work, as well as to provide information to the owners of the site.
The table below explains the cookies we use and why. The cookies marked as necessary are essential for our website to function and will be placed on your computer when you first visit our site. Our website currently only uses necessary cookies.
| Category | Cookie | Domain | Type | Duration | Description |
|---|---|---|---|---|---|
| Basic website functionality | elementor | autismhub.kids.org.uk | Necessary | Session | We use a piece of software called Elementor to design the pages on our website. This cookie is used by Elementor and stored in your browser’s local storage to show you webpages. |
| pojo-a11y | autismhub.kids.org.uk | Necessary | Session | We use an application called One Click Accessibility to allow you to change some of the styles on our website to make it more accessible for you. When you first visit our site this cookie is not set. If you then choose to use our accessibility panel to change the styles on our site this cookie will be set to remember your choices so you don’t have to change the styles on each page you visit. You can delete this cookie by clicking the reset link in the accessibility panel. | |
| vimeo | player.vimeo.com | Necessary | Session | We use Vimeo to store and stream the videos on our website. The cookie is necessary because the video player would not work without it. We use Vimeo’s do-not-track function to ensure that they cannot use your data for advertising purposes. | |
| wfwaf-authcookie-{} | autismhub.kids.org.uk | Necessary | Session | We use a system called WordFence to make our website more secure. WordFence uses this cookie to provide login security to our website. | |
| wordpress_logged_in_{} | autismhub.kids.org.uk | Necessary | Session | When you log into your account on our website this cookie keeps track of the fact you are logged in so we can provide you with access to the pages that are only available to members. | |
| wordpress_sec_{} | autismhub.kids.org.uk | Necessary | Session | When you log into your account on our website this cookie keeps track of the fact you are logged in so we can provide you with access to the pages that are only available to members. |
Controlling cookies
Most web browsers allow you to control the cookies that you come across while browsing the web, including allowing you to refuse to accept cookies and to delete cookies. For detailed information on what cookies are and how they are used see this article from the Information Commissioner’s Office.
The following links will show you how to manage cookies on popular browsers:
To find information relating to other browsers, visit the browser developer’s website.
Changes to this privacy notice
This policy is effective from 15th February 2024.
We may, from time to time, make changes to this Privacy Policy. That might be because we have updated our services or because the law has changed or because we want to make sure we are using best practices to provide you with a service.
When we do change this policy we will let you know what these changes are by posting them to this page. Changes posted on this page will become effective as soon as they are posted. Where the changes are significant, we may also email you with the new details.