Child-friendly Data Protection Complaints Handling

Glasgow Life is a charitable organisation. We help run sports, cultural and learning activities for anyone in Glasgow.

We will only collect your personal data when we need it to help us do our job and to follow Data Protection laws. The main reason we need to use your personal data is to know who you are to understand what has happened and try to put things right.

When you make a data protection complaint or concern, we may also need to contact you if you are happy for us to do so. We may also use it to contact your chosen responsible adult if we need:
 
•    their permission/involvement; or
•    more information from them; or
•    to provide you and/or your responsible adult with a response

When you make a data protection complaint or concern, we collect:

•    your personal data: name, address, phone number, and if you are under 18
personal data about your chosen responsible adult: name, phone number, email address
•    the details of the data protection complaint or concern, sometimes this includes information about other people you might mention
•    the details of the staff who will look into your data protection complaint or concern
•    the outcomes of our meeting, including if with you or your responsible adult, about your data protection complaint or concern

If your complaint suggests that personal information has been lost, shared incorrectly or accessed without permission, we may also use your information to investigate this and keep people safe.

If you have given us details for a chosen responsible adult who will help you, please check they are happy for us to have their information. They can contact us if they want to know more. If your data protection complaint or concern is about someone else, you don’t have to ask for their permission.

Glasgow Life needs to have a reason for collecting and using your personal data. These reasons include the below when you are making a data protection complaint or concern are:

•    Public Task - Glasgow Life needs your personal data so it can handle data protection complaints or concerns that are made by you or others. This is carrying out a task in the public interest; or
•    Legal Obligation - Glasgow Life may need to share your data protection complaint or concern with other parties. We may have to do this when Glasgow Life has a legal obligation to share your data protection complaint or concern.

Sometimes to do our work we have to share your personal data, and sometimes this is with your permission, or other people might share it with us. We may also share your information where this is necessary to protect your safety or the safety of others, in line with our safeguarding responsibilities. We are careful about how we do this and will follow the law. Some public bodies we share data with may include the Information Commissioner’s Office (ICO), Scottish Public Sector Ombudsman (SPSO), and Police Scotland.

If your complaint is about another organisation (for example Glasgow City Council or another service working with Glasgow Life), we may need to share your information with them so they can help investigate your complaint. Each organisation is responsible for how they use your information.

We only keep it if we need to. You can ask us how long we keep different types of information, or you can see: www.glasgowlife.org.uk/rrs.

Yes. You have what we call 'your rights' when we use your data. One of these is the right to know what we do with it. This privacy notice does this for you.

You can ask us to tell you what personal data we have about you, or you can tell us to stop using it or delete it. If your personal data is wrong, you can tell us and we will fix it.

Your rights depend on what we use your data for. There is more information in our privacy statement available on our website.

We have a Data Protection Officer. Their job is to help us make sure we collect and use your personal information correctly. They will check we are following the rules (of law). If something is wrong, they tell us how we can fix it. You can contact them if you have any questions or concerns about how we use your personal information.

There is also another person who can correct what we do. This person is called the 'Information Commissioner' and they have powers to enforce the rules. They sometimes get involved when something is seriously wrong about your rights. You can contact them if you are not happy with how we handle your personal information, how we have responded to your data protection complaint, or you think we are not respecting your rights or following the rules of law. Generally, the Commissioner will expect us to be given a chance to understand what has happened and try to put things right before you raise it with them.

Let us know if you're worried or unhappy with how we use your information or if you want to use your rights. We want you to feel your information is safe with Glasgow Life. If there is something we can help with now, please speak to a member of our team. We are always happy to help. You can also phone 0141 287 8977 if you have any questions.

We aim to directly resolve all complaints about how we handle personal information.

Information Commissioner's Office
Wycliffe House,
Water Lane
Wilmslow
Cheshire SK9 5AF

By phone on 0303 123 1113 (local rate) or 01625 545 745 or visit their website at: www.ico.org.uk/concerns