General Data Protection Regulation (GDPR) Policy
| Document Owner | You’re Cherished Charity |
| Date Policy Signed Off | 7th March 2024 |
| Owner Signature | R Hardy |
| Review Date | 7th March 2025 |
| What is this policy for?
You’re Cherished are a registered charity who work with young people both in primary and secondary school and also in group settings outside of school. We provide a safe space for them and support them in various capacities of our services, including 1:1 mentoring, group work and bespoke workshops. Our registered charity number is: 1201663. We are committed to data protection, and this policy sets out your individual rights and obligations in relation to personal data. We are also committed to being transparent about how we collect and use the personal data we hold within our organisation in order to meet data protection obligations. Who is this policy for? This policy applies to the personal data of job applicants, employees, contractors, volunteers, children and young people we support, interns and former employees, referred to as HR-related personal data. This policy does not apply to the personal data of clients or other personal data processed for business purposes. |
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General Data Protection (GDPR)
We have appointed Hannah Simnett as the person with responsibility for data protection compliance. They can be contacted at hannah@www.cherisheduk.org. Questions about this policy, or requests for further information, should be directed to them.
What Information do we Collect?
Personal data – this is any information that relates to a living individual who can be identified from that basic information, (name email address, postal address, mobile or telephone number and date of birth. Financial details, (bank details), Photos videos or audio recordings what are used as part of our work with you and only if permission has been given by the relevant individual). Processing is any use that is made of data, including collecting, storing, amending, disclosing, or destroying it.
Special categories of personal data – means information about an individual’s racial or ethnic origin, religious or philosophical beliefs, health, sexual orientation and biometric data, needs around mental and physical health. We won’t use this without a justified reason.
Criminal records data – means information about an individual’s criminal convictions and offenses, and information relating to criminal allegations and proceedings.
Data Protection Principles & how we use the data provided
We process HR-related personal data in accordance with the following data protection principles:
- We process personal data lawfully, fairly and in a transparent manner.
- We collect personal data only for specified, explicit and legitimate purposes.
- We process personal data only where it is adequate, relevant, and limited to what is necessary for the purposes of processing.
- We keep accurate personal data and take all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay.
- We keep personal data only for the period necessary for processing.
- We adopt appropriate measures to make sure that personal data is secure, and protected against unauthorised or unlawful processing, and accidental loss, destruction, or damage.
We will tell you about the reasons for processing your personal data, how we use such data and the legal basis for processing the data in our privacy notices. We will not process your personal data for other reasons. Where we rely on our legitimate interests as the basis for processing data, we will carry out an assessment to ensure that those interests are not overridden by your rights and freedoms.
We use personal data provided to us by our referral agents in order to assess the needs of the individuals referred to You’re Cherished to enable us to provide them with the relevant services. We will also use this information to safeguard the children we work with if we deem it necessary.
We use the information provided by our referral agents to improve our fundraising and funding bids that we need to help provide our services to children and young people. This may be anaylsing data around demographics, or the number of children supported or the needs of the children and young people. This key information is needed to report on a project that has been funded by a funding provider.
We use the information from referral agents and volunteers to improve the services we offer and to also promote our activities, where it has been agreed we may use photos and testimonials.
We use the information to check the suitability for a role at You’re Cherished as an employee or volunteer. This will be part of the application process.
Where we process special categories of personal data or criminal records data to perform obligations or to exercise rights in employment law, this is done in accordance with guidance on special categories of data and criminal records data.
We will update HR-related personal data promptly if you advise us that your information has changed or is inaccurate. Personal data gathered during your employment, worker, contractor or volunteer relationship, or apprenticeship or internship will be held on your personnel file. The periods for which we will hold HR-related personal data are contained in our privacy notices.
Should any personal data change for those young people we are supporting we need to be informed accordingly so we can amend and make any relevant changes.
We will keep a record of our processing activities in respect of HR-related personal data in accordance with the requirements of the General Data Protection Regulation (GDPR).
Data Security
We take the security of HR-related personal data seriously. We have internal policies and controls in place to protect personal data against loss, accidental destruction, misuse, or disclosure, and to ensure that data is not accessed, except by employees in the proper performance of duties.
We store all confidential data on our secure IT equipment and all referrals of our young people are coded with an ID code to protect identity.
Where we engage with a third party to process personal data on our behalf, such parties do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. All laptops that are You’re Cherished’s property are password protected via the Google Suite Workspace where we have a two step verification process.
How long will we keep your personal data?
The personal data for our employees and volunteers will not be kept by You’re Cherished for longer than is needed.
The personal data provided to us by our referral agents where one or more of our services supporting children and young people have been accessed will be kept on our system for six years.
International data transfers
We will not transfer HR-related personal data to countries outside the EEA.
Training
We will provide training to you about your data protection responsibilities as part of your induction process.
If your role requires regular access to personal data, or if you are responsible for implementing this policy or responding to subject access requests under this policy, you will receive additional training to help you understand your duties and how to comply with them.
Your responsibilities
You are responsible for helping us to keep your personal data up to date. You should let us know as soon as possible if any data that you have provided to us changes, for example if you move to a new house or you change your bank details. Also ensure that you are using a safe device with regular security updates and virus protection when sending sensitive information.
You may have access to the personal data of your colleagues in the course of your employment. Where this is the case, we rely on you to help us meet our data protection obligations to our employees.
If you have access to personal data, you are required:
- To access only data that you have authority to access and only for authorised purposes.
- Not to disclose data except to individuals (whether internal or external) who have appropriate authorisation.
- To keep data secure (for example by complying with rules on access to premises, computer access, including password protection, and secure file storage and destruction).
- Not to remove personal data, or devices containing or that can be used to access personal data, from our premises without adopting appropriate security measures (such as encryption or password protection) to secure the data and the device.
- Not to store personal data on local drives or on personal devices that are used for work purposes, and,
- To report data breaches of which you become aware of to Hannah Simnett immediately.
Failing to observe these requirements may amount to a disciplinary offense, which will be dealt with under our Disciplinary Policy. Significant or deliberate breaches of this policy, such as accessing your colleagues data without authorisation or a legitimate reason to do so, may constitute gross misconduct and could lead to dismissal without notice.
If you are a referral agent, you are responsible for helping us to keep the personal information of those referred to us or those young people accessing any of our services up to date. You need to advise us as soon as possible if any data related to the young person, we are supporting changes, in terms of address, referral needs or any other relevant information.
Your rights
As a data subject, you have a number of rights in relation to your own personal data. You have the right to make a Subject Access Request (SAR), and if you do make such a request, we will tell you:
- Whether or not your data is processed and if so why, the categories of personal data concerned and the source of the data if it is not collected from you directly.
- To whom your is or may be disclosed.
- For how long your personal data is stored (or how that period is decided).
- Your rights to rectification or erasure of data, or to restrict or object to processing.
- Your right to complain to the Information Commissioner if you think that we have failed to comply with your data protection rights, and,
- Whether or not we carry out automated decision-making and the logic involved in any such decision-making.
To make a Subject Access Request, you should send your request to Hannah@www.cherisheduk.org. In some cases, we may need to ask for proof of identification before your request can be processed. We will inform you if we do need to verify your identity and the documents we will require.
We will normally respond to your request within a period of one month from the date it is received. In some cases, such as where we process large amounts of your data, we may respond within three months of the date your request is received. We will write to you within one month of receiving your original request to tell you if this is the case.
If a subject access request is manifestly unfounded or excessive, we are not obliged to comply with it. Alternatively, we can agree to respond but we may charge a fee, which will be based on the administrative cost of responding to your request (it is likely to be manifestly unfounded or excessive where it repeats a request to which we have already responded). If you submit a request that is unfounded or excessive, we will notify you that this is the case and whether or not we will respond to it.
We will also provide you with a copy of the personal data undergoing processing. This will normally be in electronic form if you have made a request electronically unless you agree otherwise.
If you want additional copies, we may charge a fee, which will be based on the administrative cost of providing the additional copies.
You can require us to:
- Rectify inaccurate data.
- Stop processing or erase data that is no longer necessary for the purposes of processing.
- Stop processing or erase data if your interests override our legitimate grounds for processing data (where we rely on our legitimate interests as a reason for processing data).
- Stop processing or erase data if processing is unlawful, and,
- Stop processing data for a period if data is inaccurate or if there is a dispute about whether or not your interests override our legitimate grounds for processing data.
To ask us to take any of these steps, you should send a request to hannah@www.cherisheduk.org.
Data Breaches
A data breach is defined as any incident that has affected the confidentiality, integrity, or availability of personal data. Any breach that is likely to have an adverse effect on an individual’s rights or freedoms must be reported. If you become aware of a data breach, you must contact Hannah Simnett immediately, who will provide advice on further action, and whether the ICO needs to be reported.
Where a report to the ICO must be made, it should be done without undue delay or within 72 hours of the breach being identified. The report must contain the following information:
- Our details.
- Details of the data breach.
- What personal data has been placed at risk.
- What actions have been taken to contain the breach and recover the data.
- What training and guidance has been provided.
- Any previous contact with the ICO.
- Any miscellaneous support information.
We will notify you of any breach that affects your personal data without undue delay. You will be notified to afford you the opportunity to take the necessary steps in order to protect yourself from the effects of the breach. In any such event, we will provide you with the following information:
- The circumstances surrounding the breach.
- The details of who will be managing the breach.
- Any actions we have taken to contain and manage the breach.
- Any other pertinent information that can support you.
Equality, Diversity & Inclusion Policy
| Document Owner | You’re Cherished Charity |
| Date Policy Signed Off
Date to be reviewed |
7th March 2024
7th March 2025 |
| Owner Signature | R Hardy |
Our Committments:
Who is this policy for: This policy applies to all of our employees in either a permanent, fixed term or temporary post, and to our volunteers who are involved in any capacity within our organisation. Our organisation is also committed against unlawful discrimination of the public who use our services. |
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Definitions
Discrimination occurs when a person is treated less favourably than others would be in the same or similar circumstances, on the grounds listed in the Equality Act 2010 (sex, marital status, sexual orientation, race, colour, religious belief, ethnic or national origin, age, disability or trade union membership). Discrimination can be direct or indirect and includes harassment and victimisation.
Policy Statement
We will ensure that no job applicant, employee or volunteer receives less favourable treatment than others on the grounds of sexual orientation, marital status, race, colour, religion or belief, age, disability, in the fields of employment and training within our organisation. We are committed to eradicating discrimination and will seek to find a means of dealing with it, should it occur.
We will ensure all employees & volunteers have access to this policy.
We aim to select, promote and treat our employees & volunteers on the basis of their relevant qualifications, experience and abilities alone depending on the role applied for within Cherished. Fair representation throughout our organisation is a key element in maximising the potential of every individual employee & volunteer.
Our policy’s purpose
This policy’s purpose is to:
- Provide equality, fairness and respect for all in our employment, whether temporary, part-time or full-time
- Not unlawfully discriminate because of the Equality Act 2010 protected characteristics of:
- age
- disability
- gender reassignment
- marriage and civil partnership
- pregnancy and maternity
- race (including colour, nationality, and ethnic or national origin)
- religion or belief
- sex
- sexual orientation
- Oppose and avoid all forms of unlawful discrimination. This includes in:
- pay and benefits
- terms and conditions of employment
- dealing with grievances and discipline
- dismissal
- redundancy
- leave for parents
- requests for flexible working
- selection for employment, promotion, training or other developmental opportunities
Our commitments
Our organisation commits to:
- Encourage equality, diversity and inclusion in the workplace as they are good practice and make business sense
- Create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued.This commitment includes training managers and all other employees about their rights and responsibilities under the equality, diversity and inclusion policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination.All staff should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow employees, customers, suppliers and the public
- Take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow employees, customers, suppliers, visitors, the public and any others in the course of the organisation’s work activities.Such acts will be dealt with as misconduct under the organisation’s grievance and/or disciplinary procedures, and appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice.Further, sexual harassment may amount to both an employment rights matter and a criminal matter, such as in sexual assault allegations. In addition, harassment under the Protection from Harassment Act 1997 – which is not limited to circumstances where harassment relates to a protected characteristic – is a criminal offence.
- Make opportunities for training, development and progress available to all staff & volunteers, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation.
- Make decisions concerning staff being based on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act).
- Review employment practices and procedures when necessary to ensure fairness, and also update them and the policy to take account of changes in the law.
- Monitor the make-up of the workforce regarding information such as age, sex, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality, diversity and inclusion, and in meeting the aims and commitments set out in the equality, diversity and inclusion policy.Monitoring will also include assessing how the equality, diversity and inclusion policy, and any supporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues.
Agreement to follow this policy
The equality, diversity and inclusion policy is fully supported by the CEO and the Trustees and has been agreed with /or employee representatives.
Our disciplinary and grievance procedures
Details of the organisation’s grievance and disciplinary policies and procedures can be found obtained from the Office Manager and will be available on our website. This includes with whom an employee should raise a grievance.
Use of the organisation’s grievance or disciplinary procedures does not affect an employee’s right to make a claim to an employment tribunal within three months of the alleged discrimination.
Key Topics:
- Understanding the impact of trauma on the brain, body, and behaviour.
- Embracing a trauma-informed approach in the classroom.
- Building meaningful connections with students.
- Strategies for creating a compassionate and supportive learning environment.
What to Expect:
- Expert-led training by award-winning trainer and speaker Hannah Simnett.
- Interactive discussions and practical tools for educators.
- Insights into fostering resilience and positive relationships in the classroom.
Outcome:
- Equip yourself with the knowledge and strategies to nurture every learner’s potential.
- Empower your teaching with kindness and connection at the core.
- Transform your classroom into a space where students feel supported, understood, and connected.
Key Topics:
- The nature and impact of shame in our homes, schools, and communities.
- Recognising the subtle and overt ways shame affects relationships.
- Strategies to confront and eliminate shame.
- Fostering healthier, more authentic connections.
What to Expect:
- In-depth exploration of how shame manifests and impacts growth.
- Practical tools to break the cycle of shame.
- A supportive environment for open discussion and reflection.
Outcome:
- Empower yourself to build relationships rooted in trust and understanding.
- Cultivate connections that allow for true growth and authenticity.
- Break free from the influence of shame to nurture more positive interactions.
This workshop offers a transformative introduction to shifting your perspective on behaviour, empowering you to respond with empathy and understanding. Ideal for teachers, parents, and carers, this workshop will equip you with practical tools to create environments where children feel supported and understood. Join us and start viewing behaviour not as a problem to be managed, but as a meaningful expression that guides us to meet the deeper needs of every child.
Key Topics:
- How unmet needs and childhood wounds shape behaviour.
- Interpreting the underlying messages in children’s actions.
- Core needs: safety, being seen, soothed, and secure.
- Addressing challenging behaviours at home and in school with empathy.
What to Expect:
- A deep dive into the connection between behaviour and unmet needs.
- Practical tools to respond to children’s behaviours with understanding.
- Insights into creating supportive environments for children.
- A shift in perspective: viewing behaviour as meaningful communication.
Outcome:
- Equip yourself to support and understand children more effectively.
- Foster environments where children feel safe, seen, and secure.
- Learn to approach behaviour as a guide to meeting deeper needs rather than a problem to be managed.
Key Topics:
- Influence of your upbringing on your parenting style.
- Identifying and reshaping unconscious parenting scripts.
- Building stronger, intentional connections with your children.
- Creating a safe, emotionally regulated home.
What to Expect:
- A safe, non-judgmental space for open discussion.
- Practical strategies for intentional parenting.
- Interactive conversations with fellow parents.
Outcome:
- Gain insights and tools to help your children thrive in a connected, supportive home environment.
On this episode Hannah Simnett speaks to Aaron Bair. Aaron works with Hannah at Cherished UK – but has an incredible story to tell. The two of them discuss The Father Wound, which stems from Aaron’s experiences as a child with his own father.
On this episode Hannah speaks to Steven Russell. He is founder & director of Elements SEMH support CIC and Steven Russell Drip By Drip Consultancy Ltd.
On this episode Hannah speaks to Tessa Morton. Tessa has been a parent and practitioner for over 20 years and is passionate about supporting families, teachers and other professionals to better understand autism.
In this episode Hannah Simnett speaks to Jeremy Indika. Jeremy was sexually abused for two years when he was 8-years old. He now speaks publicly about his experience covering a range of topics such as, prosecuting the man that did this to him and how we can stop this crime from continuing to happen to future children.