EMBERS FAMILY FORUM PRIVACY NOTICE
1. Information about us
Embers the Dragon Ltd, is a company registered in England under 12424649, whose registered address is 18 Waterson Street, London E2 8HL. The company develops and runs a digital platform that provides stories and resources to help young children and their families with common challenges related to feelings and behaviour, and to help children develop emotional resilience. It also runs the Embers Family Forum.
2. What is pesonal data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified.
3. What does this notice cover?
This notice covers how Embers the Dragon Ltd uses the personal data we collect from you when you register and / or participate in the Family Forum.
Embers the Dragon Involvement & Inclusion adheres to the UK GDPR 7 key principles and ensures that your data is:
used fairly, lawfully and transparently
used for specified, explicit purposes
used in a way that is adequate, relevant and limited to only what is necessary
accurate and, where necessary, kept up to date
kept for no longer than is necessary
handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage
used responsibly by Embers the Dragon Ltd who can demonstrate compliance with these principles
4. How do we collect your personal data?
Data is collected through completion of an electronic form (Google Forms) when you express interest in being part of the Involvement process at Embers the Dragon. It is possible that you may also choose to provide additional personal data subsequently through your participation in the Forum.
5. What personal data do we collect?
With your consent we collect your personal contact and demographic data:
Mobile phone number
Age of your child / children
Your sexual orientation
Whether you consider yourself to have a disability
Whether you consider your child to have a disability
We collect your demographic data only to ensure that Embers the Dragon Family Forum continues to be fair and equitable.
If you respond to a request from the Forum to provide feedback, and if you include any additional personal information in that feedback, then that information will also be processed in keeping with this notice.
6. What other sources of data do we use?
In addition to the personal data you share directly with us, we also receive and use anonymous, aggregated (grouped) data from Google analytics and social media analytics if you interact with the information about Embers the Dragon we post or discuss on those platforms. The sharing of this information by these organisations is governed by the terms and conditions and privacy notices of the platforms you sign up to use.
7. How do we use your personal data?
We will use your personal data only for the purpose of contacting you with regards to Family Forum activities such as attending meetings or sharing your opinion on our product. Your opinions, experiences and feedback that you choose to share with us will be analysed to gain insights to improve the safety and effectiveness of our product and services. It will be used by the Embers the Dragon Involvement Lead and the Embers the Dragon Clinical Director, and any other essential team members they nominate in connection with Involvement. We will not share your personal information with any other organisation unless you give your specific consent or we are legally obliged to do so. Only those authorised to view your information within Embers the Dragon Ltd will have access to it.
Contributions to the Family Forum which are used for audiences outside of Embers the Dragon Ltd, such as in publications, will normally have all personal details removed so that you / your child cannot be identified. Where we would like to use your contribution without modification, we will contact you to seek your permission. You have the right to refuse that permission, or to request that the information is used anonymously, and we will honour your request without this affecting your ongoing participation in the Forum.
8. What is our lawful basis for processing your personal data?
UK GDPR, and the Data Protection Act 2018 require us to have a valid lawful basis to process your personal data which includes special category data such as your ethnicity.
Our lawful basis under GDPR is consent (Article 6(1)(a) and Article 9(2)(a)) because we ask you to provide your specific consent at the time of enrolment, when you read the information we provide and choose to send us your personal details.
You can withdraw your consent at any time. If you would like to withdraw your consent, please write to the Embers the Dragon Involvement Lead at firstname.lastname@example.org. We will stop using your personal data after you have chosen to opt-out.
9. How do we secure your data?
Embers the Dragon securely stores your personal data on an access limited drive within Europe. You can request that your personal data be removed at any time by emailing email@example.com
The security of your data is important to us. We have implemented technical and organisational safeguards to protect your data.
We will retain your personal data for 2 years after your last contact with us. After this period we will permanently delete your personal data from our system. If you withdraw consent during the process, we will delete your personal data then and anonymise your feedback. Your anonymised feedback will continue to be used for the purposes of the Family Forum.
10. What are your data protection rights?
You have the following rights in law in relation to the personal data you share with us. This means that we will honour your request if you:
Ask how your data is being used
Ask Embers the Dragon for copies of all of your personal data.
Ask that Embers the Dragon correct any personal data you believe is incorrect or incomplete
Ask that Embers the Dragon delete all your personal data
Ask us to stop using your personal data to contact you
Ask us send your personal data to a different organisation
Ask that we only use your personal data in certain circumstances
When you request any of the above, by emailing firstname.lastname@example.org. Embers the Dragon will respond to you within 1 calendar month.
11. How to contact us
If you have any questions about this privacy notice, or concerns about how your data may be being used, please email jJess@embersthedragon.co.uk
Alternatively you can contact the Embers the Dragon Ltd. Data Protection Officer, Yvonne Silove by email at email@example.com
12. Information Commissioner's Office
If you would like to contact the Information Commissioner's Office for advice or to raise a complaint, you can do so by following this link: https://ico.org.uk/global/contact-us/contact-us-public/