Data privacy notice
Coram, a children’s charity, is evaluating the Books Together programme. This is so that we can help make the programme as good as it can be for parents/carers and their children. For this, Coram will be collecting and analysing (‘processing’) data about people who take part. Below you can read about the data we collect from you, what we will do with it, and the legal basis for this. Coram is ‘data controller’ for this research (the data controller determines the purposes for which and the manner in which any personal data is processed).
Personal information about you we will collect
We will ask you if you are happy to compete parent/carer surveys ahead of, during, and after the Books Together sessions. You do not have to complete these surveys – you can still access the Books Together programme. Although these surveys are semi-anonymous, they still ask about your child’s initials and date of birth – information which could be used to identify you. Some of the surveys also ask for your email address. This means that under law the surveys are considered to ask for ‘personally identifiable information’. The surveys also ask about your reading behaviours with your child, your use of libraries, your child’s reading behaviours, your attendance and satisfaction with the Books Together sessions, your gender, your and your child’s disability or special educational needs, the language you speak to your children, your English literacy level, your ethnic group, your access to local services, and access to state benefits. Data about your ethnic group is considered ‘special category’ data under UK data protection law.
What we will do with your data
For surveys you complete in person at sessions, a Books Together facilitator will collect these and store them securely; a member of the Books Together team will then enter the data into the SmartSurvey system. Any surveys you complete online will go directly into SmartSurvey. SmartSurvey Ltd. are a company providing online survey services to Coram, and they are a ‘data processor’ for us under data protection law. SmartSurvey provide a secure online platform and must only use your data as directed by us. To understand more about how SmartSurvey keep your data secure please see their privacy policy.
Coram will then analyse the data you have provided. Surveys will be analysed by members of Coram’s Impact and Evaluation team. We will use your data, alongside the data from other parents/carers, to produce a report that summarises our findings. This report may be publically available and we will make sure that you are not identifiable (a reader will not be able to tell that you attended Books Together or provided us with data). Coram’s Impact and Evaluation team may also share interim findings with Coram’s Books Together team, but again personal identifying information will be removed from this data.
Data storage
Paper copies of surveys are collected by the Books Together and stored securely. They will be shredded within three months of being entered onto the SmartSurvey system. Data on the SmartSurvey system is securely stored in line with their privacy policy. Data will be downloaded from SmartSurvey onto Coram’s dedicated drive, and accessed only by members of Coram’s Impact and Evaluation team. We have technical and organisational methods to protect your data from unauthorised disclosure, use, changes or destruction, such as firewalls and secure email transfer systems. We will hold your data for up to 3 years after the Books Together project is finished.
Why we are using your personal data and special category personal data and the basis in law
We are using your personal information to evaluate the Books Together programme. We hope this evaluation will help to make the programme as good as it can be for parents/carers and their children. Some of the data outlined above is special category data, meaning that it needs extra protection under the law. We will process your data under these lawful bases: 1) Personal data will be processed under the basis of Consent under UK General Data Protection Regulation Article 6.1(a); 2) Special category personal data being processed for research purposes is on the basis of Consent under GDPR Article 9.2(a). This means that we will process your personal data (including data on your ethnic group) in the way we have outlined because you have said that it is ok for us to do this.
Your rights
Under data protection law, you have rights including:
– Your right of access. You have the right to ask us for copies of your personal information.
– Your right to rectification. You have the right to ask us to correct personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
– Your right to restriction of processing. You have the right to ask us to limit the processing of your personal information in certain circumstances.
– Your right to object to processing – You have the right to refuse the processing of your personal information in certain circumstances.
Please contact us using the details below if you wish to make a request in relation to your rights.
How to complain
If you have any questions or concerns about the evaluation you can contact the Impact and Evaluation team using the contact details at the end of the Information Sheet/on the online survey.
If you have questions or concerns about the handling of your personal data, please contact Coram’s Data Privacy Officer (DPO), Christine Kelly, Director of People and Compliance at christine@coram.org.uk.
To complain about the evaluation by Coram, visit: www.coram.org.uk/complaints-policy-and-procedure
You can also complain to the Information Commissioner’s Office. They can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF. Helpline number: 0303 123 1113. Website: https://ico.org.uk/concerns/
Organisation name: Coram
Address: 41 Brunswick Square, London WC1N 1AZ
Email: dataprotection@coram.org.uk
Phone number: 020 7520 0300
Website: https://www.coram.org.uk/