Privacy notice For Norfolk Fire and Rescue Service (Youth Development)

What this document is for

This privacy notice provides details on how we, Norfolk County Council, use your personal information for the purposes of Norfolk Fire and Rescue (NFRS) providing Youth Development services: Fire Cadets.

By ‘use’ we mean the various ways your personal information may be processed including storing and sharing the information.

If you have provided consent for photographs/videos, you can withdraw this at any time by fireyouthdev@norfolk.gov.uk.

Further details

We also provide the following details in our general privacy notice on our website:

  • Who we are
  • How long we use your information for
  • Your rights under the UK General Data Protection Regulation (the UK GDPR) and How to exercise them

You can also ask us for a copy of this information.

What we use your information for

We may use the information about you to:

  • Provide a service to you or your child
  • Contact you or your child
  • Create promotional materials about NFRS Youth development services (images and footage – if consent is given)
  • Safeguard you or your child by accommodating any existing medical condition(s), monitoring medication administration, and identifying allergy risks
  • Make reasonable adjustments for disabilities
  • Make reasonable adjustments for religious beliefs
  • Contacting emergency contacts in emergency situations
  • We also use this information to assess the quality of our services and evaluate and improve our policies and procedures

We may also use information in other ways compatible with the above.

What personal data we collect and use about you

We will collect and use:

  • Emergency Contact details for you or your child
  • Images or footage of you or your child

We may also collect and use information about:

  • Medical details (ongoing conditions, disabilities and allergies) about you or your child.
  • Religious beliefs of you or your child (indirectly via dietary requirements).
  • This information is classed as “special category data” under the UK GDPR. We may only collect these data when it is relevant and for the purposes described above.
  • We also collect information concerning criminal convictions and offences.
  • The UK GDPR includes safeguards to protect the use of your special category data and criminal conviction data. Further details can be found on our website in the document named ‘Special category data and criminal offences data policy’ which sets out our procedures for compliance with the principles of the UK GDPR and the retention and erasure of this information.

Who provides this information

We receive our information from you and/or your parents/guardians through forms and conversations.

Who we share your information with

Any information which is shared will only be shared on a need to know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.

Your personal information may also be given to third parties contracted by the County Council to provide a service to the County Council. These service providers are known as data processors and have a legal obligation under UK GDPR and to the County Council to look after your personal information and only use it for providing that service.

How the law protects you and the legal basis for processing your information

We have legal grounds under the UK GDPR to process this information because it is necessary for the performance of a task carried out in the public interest and the task or function has a clear basis in law. These statutory powers and duties are:

  • Keeping Children Safe in Education (health and safety)
  • Norfolk Safeguarding Children board (safeguarding)
  • For photographs and videos, you or a parent or guardian has provided consent

We have legal grounds to process (including share) special category data and criminal convictions data because it is necessary:

  • For reasons in the substantial public interest and in the exercise of a statutory function (The statutory functions are the same as the statutory powers and duties referred to above.)
  • Equality Act 2010 (Providing adjustments for disabilities and religious beliefs).

How long will we keep your personal information for

When the information is no longer needed for the above purposes, it will be securely deleted.

If we need to use your information for research or reports, your information will be anonymised and any information taken from notes (handwritten or typed) during any consultation sessions will be securely destroyed. The information will continue to be used in a summarised and anonymised form in any research reports or papers that are published. The anonymised information in the papers may be of historic interest and may be held in public archives indefinitely.

How we keep your information

The information is stored electronically, on the County Council’s network including records management systems and in paper files.

We do not process your information outside of the UK and European Economic Area.

Automated decision making

We do not make automated decisions about you and your family.

Changes to this notice

We may amend this privacy notice at any time so please review it frequently. The date below will be amended each time this notice is updated.

This notice was updated on 8 February 2024.