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Data Protection Policy

Introduction
 

The General Data Protection Regulation (GDPR) came into force on the 25th of May 2018 and regulates the processing of personal data while protecting the rights and privacy of all individuals (including children). It describes how organisations must collect, handle, and store personal information. These rules apply regardless of whether data is stored electronically, on paper, or on other materials.


The GDPR places responsibility on organisations to process any personal data in accordance with the following eight principles:

 

  1. Be processed fairly and lawfully;

  2. Be obtained only for specific, lawful purposes;

  3. Be adequate, relevant, and not excessive;

  4. Be accurate and kept up to date;

  5. Not be held for any longer than necessary;

  6. Processed in accordance with the rights of data subjects;

  7. Be protected in appropriate ways; and

  8. Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection.

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This regulatory environment demands higher transparency and accountability in how organisations manage and use personal data. It also accords new and stronger rights for individuals to understand and control that use. To comply with the law, organisations must ensure that personal information is collected and used fairly, stored safely and securely, and not disclosed to any third party unlawfully.


Given the work that it undertakes, it is necessary for Young Minders - The Home Education Hub to gather and use certain information about individuals. This includes personal information about the young people who use the services of Young Minders - The Home Education Hub and the supporters of the organisation, as well as Young Minders - The Home Education Hub’s employees. Young Minders - The Home Education Hub is committed to a policy of protecting the rights and privacy of individuals, in accordance with GDPR.


This policy describes how personal data must be collected, handled, and stored to meet Young Minders - The Home Education Hub’s data protection standards and to comply with the law.


Purpose of Policy
 

This data protection policy ensures that Young Minders - The Home Education Hub:

 

  • Complies with data protection law and follows best practices

  • Protects the rights of staff, volunteers, supporters, and the young people it serves

  • Exhibits transparency in how it stores and processes individuals’ data

  • Protects itself from the risks of a data breach

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Types of Data
 

As a data controller, Young Minders - The Home Education Hub will process personal data, including special category data, for its ‘employees’ (which refers to both paid staff and volunteers), its young people, and its supporters. The following outlines the types of data that Young Minders - The Home Education Hub may obtain from each group of data subjects.


Employees


Young Minders - The Home Education Hub collects a range of information about employees, including:

 

  • Name, address, and contact details, including email address and telephone number

  • Details of qualifications, skills, experience, and employment history

  • Information about current level of remuneration

  • Whether or not the employee has a disability for which the organisation needs to make reasonable adjustments

  • Information about the right to work in the UK

  • Equal opportunities monitoring information, including information about ethnic origin, sexual orientation, health, and religion or belief

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​This data may be collected through application forms, CVs, resumes, identity documents, interviews, and assessments. Young Minders - The Home Education Hub may also collect personal data from third parties such as former employer references, background check providers, and criminal records checks.

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Young People

 

​Young Minders - The Home Education Hub provides support to young people, many of whom may be classified as vulnerable. It is essential that their personal data is handled appropriately. Data about young people may be processed to provide targeted support services. This data may include:

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  • Physical or mental health conditions

  • Racial, ethnic origin, religious, and/or similar information for equal opportunities monitoring and service provision

  • Any other relevant sensitive personal information required for legal compliance

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​Supporters

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​Data about supporters, including funders, may be processed to keep them updated on the organisation's progress and for fundraising purposes. Supporters will be given a choice to opt out of communications from Young Minders - The Home Education Hub.

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​Policy Statement

 

Young Minders - The Home Education Hub is committed to:

 

  • Complying with both the law and best practices

  • Respecting the rights of individuals (employees, young people, and supporters)

  • Being open and honest with individuals whose data is held

  • Providing training and support to employees handling personal data

  • Notifying the Information Commissioner voluntarily in case of data breaches

 

Responsibilities

 

Everyone working with or for Young Minders - The Home Education Hub has a responsibility to ensure that personal data is collected, stored, and handled in compliance with this policy.

 

Board of Trustees

 

  • Ensures compliance with legal obligations under GDPR

  • Undertakes training on data protection

  • Reviews and approves the data protection policy every two years

 

Data Protection Officer

 

  • Briefs the Board on data protection responsibilities

  • Reviews policies every two years

  • Advises staff and volunteers on data protection issues

  • Ensures training takes place

  • Handles subject access requests

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Security Measures

 

Young Minders - The Home Education Hub ensures that:

 

  • Only authorised persons have access to personal data

  • Paper records are stored securely

  • Electronic data is password-protected and encrypted

  • Data is regularly reviewed and updated

 

Right to Access

 

Individuals can request access to their personal data by submitting a formal Subject Access Request in writing to the Data Protection Officer. A £10 fee may be charged, and a response will be provided within 30 working days.

 

Data Retention

 

Young Minders - The Home Education Hub retains personal data only as long as necessary. Retention periods include:

 

  • Employee records: 6 years after employment ends

  • Financial and tax information: 7 years

  • Recruitment records: 6 months for unsuccessful applicants, 6 years for former employees

 

Policy Review

 

This policy will be reviewed every two years by the Data Protection Officer, with approval from the Board of Trustees. Employees will be notified of any changes within one month of approval.

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By implementing this policy, Young Minders - The Home Education Hub demonstrates its commitment to protecting personal data and complying with GDPR.

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​​​Last Updated:  23/07/2025

Next Updated: 23/07/2026

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