What personal data does Tailor Ed need to collect and store?
We collect the names of you and your family members with whom we work, your address and other contact details. We also record whether English is a second language and if a child lives in a single parent family. For children we support we collect additional information; their gender, date of birth, the school they attend and details of other professionals involved. We then also have records of the assessments carried out and details of the work completed with you and your family. This often includes photos and videos.
We also collect information from what are considered ‘special categories’ because they relate to information that is considered more sensitive and so needs more protection. This includes medical diagnoses.
Why does Tailor Ed need to collect and store personal data?
In order for us to provide you with a service we need to collect your personal data. It’s required to work effectively with your family and to keep you informed of our services. We will also contact you to tell you about other opportunities we think will be of interest to you such as a new service being offered by another agency. We carefully select what we share with you. Some of the information we collect is grouped together anonymously so we can tell our funders about the population we work with and demonstrate the outcomes we achieve. We are committed to ensuring that the information we collect and use is appropriate for these purposes, and does not constitute an invasion of your privacy.
To use your information for any other purpose Tailor Ed would contact you for additional consent. For example, to use an image in our annual report or provide details in a case study to a funder would never happen without your explicit consent.
How will Tailor Ed use the personal data it collects about me?
Tailor Ed will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information secure, accurate, up to date, and not keep it for longer than is necessary. Tailor Ed is required to retain information in accordance with the law. In addition to fulfilling our legal requirements, Tailor Ed adheres to the principle that we only retain information for as long as it is required to deliver our services.
Will Tailor Ed share my personal data with anyone else?
In order to store and use your personal information as accurately and usefully as possible we use software for diary systems, events, mail outs and tracking progress with interventions. We only use providers that look after your information as carefully as we do and are not permitted to use this information for their own purposes. Also, your Project Worker may share your personal data with other service providers in the course of working with you but only with your consent. Any third parties that we may share your data with are obliged to keep your details securely and comply with the same legal requirements as us. Data shared for reporting purposes or information from the ‘special categories’ explained above will only be shared as anonymised group information or with your additional consent.
We follow the Edinburgh and Lothians interagency child protection guidelines and therefore will share information with the Social Work department or Police Scotland where there are any child protection concerns and do not need your consent to do so. If we do need to share your information in this circumstance, we would still discuss this with you first, unless we felt it was going to put someone at risk.
If I am not a Tailor Ed referral, under what circumstances will Tailor Ed collect my information and contact me?
If you’ve said you are interested in our activities then we will contact you to update you on this and store your name and contact details in order to do so.
Can I withdraw consent for Tailor Ed to process my information?
Yes. At any time you can get in touch and ask us to remove your personal data. There are some particular types of data, such as financial records, child protection concerns which we’re legally obliged to retain for a set period. At the end of the set period, the information will be reviewed and subsequently deleted.