Privacy Notice for Ardwhallan

Department of Education, Sport and Culture as Data controller

The Department of Education, Sport and Culture is a data controller for the purposes of the Data Protection Act 2002/General Data Protection Regulation (Isle of Man) Order 2018. The contact details for the Department of Education, Sport and Culture are Hamilton House, Peel Road. Douglas. IM1 5EZ.

In addition to the information set out in the Isle of Man Privacy Notice, we may also collect the following information about you:

  • Name
  • Contact details
  • Customer details
  • Class lists for school groups
  • Photographs
  • Log of lessons / activities - including child information for reference by other activity leaders

The Data Protection Officer for the Department of Education, Sport and Culture is: DPO. Department of Education, Sport and Culture, Hamilton House, Douglas. IM1 5EZ. Tel 01624 685828. Email: DPO-DESC@gov.im.


How we will use the information we collect about you

Ardwhallin will use your information to:

  • Organise and run activities
  • Illustrate activities undertaken through pictures on our website; but only with consent
  • Book individuals into the facilities at Ardwhallan
  • Record work undertaken in sessions to assist session leaders.


How we will share the information we collect about you

Third parties we may share your data with include, for example:

  • Insurers, if injuries occur

Information obtained or disclosed by third parties will not be used for any other purpose other than to fulfil our obligations under contract with you or in delivering a service in the public interest in supporting lessons with schools.

We need the information in order to deliver structured activities, or to book the facilities at Ardwhallan and to allow progression in skills.


Protecting your information

Ardwhallan will:

  • keep your information safe and secure in compliance with its information security policy
  • only use and disclose your information as detailed above, where necessary
  • Retain the information for no longer than is necessary and your information will be permanently deleted once the timeframes set out below have been reached (there will need to be an authorisation process, to dispose of this in line with our Records Management Policy and retention periods as outlined below (unless there is an over-riding reason to retain this information).


More information

You can find out more information including:

  • Looking at the Isle of Man Government Privacy Policy here
  • Contacting our Data Protection Officer who is: DPO. Department of Education, Sport and Culture, Hamilton House, Douglas. IM1 5EZ. Tel 01624 686780. Email: DPO-DESC@gov.im.
  • Asking to see your information or making a complaint if you feel that your information is not being handled by contacting Ardwhallan staff, details of which can be found here.
  • Making a subject access request which is a request for all of the personal data we hold about you.


Your rights

You have a right to access your personal data to ensure that it is accurate, and to request that it is rectified, blocked, erased or destroyed if it is inaccurate.

To make any request relating to your data held by us, please contact the Data Protection Officer for the Department of Education, Sport and Culture who is:

DPO. Department of Education, Sport and Culture, Hamilton House, Douglas. IM1 5EZ. Tel 01624 686780. Email: DPO-DESC@gov.im.

If you are not satisfied with the response you receive, you may also complain to the Information Commissioner, whose details can be found on www.inforights.im, or the relevant supervisory authority. You may have a right to other remedies.


Ardwhallan Retention Periods


Document Type

Retention Periods


[Document type]

[Time period with confirmation of date this time period runs from/to]

Booking form

On completion of booking

Log book

1 year after course has been completed

Photographs

1 year after course has been completed

Class lists

On completion of booking












Version control: 1.0

Next review date: 01/09/2018 (unless changes need to be made earlier than this)