At Ashton, we are committed to protecting and respecting your information. This Notice explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure. Within this Notice we will also highlight specific requirements for individual departments and these can be accessed below.
Who are we?
Ashton is a social enterprise and development trust which seeks to make North Belfast a better place for its residents to live and prosper. We do this through the provision of services, employment, training and community development through our various departments.
- Ashton Training & Employment
- Ashton Health & Wellbeing
- Ashton Childcare & Family Support
- Ashton Fablab Belfast
- Ashton Youth
- Ashton Arts
- Ashton Community Development
- Ashton Supporting North Belfast
- Ashton Property
Each department may share your personal information to third parties who are part of the delivery, monitoring, and funding of the programme you are accessing.
Purpose of processing and the legal basis for processing
Any information that we collect from you is necessary for the delivery of services by Ashton Community Trust. The information we collect from you is solely needed for us to be able to provide the best services possible to our users.
Consent: we will request your consent to process your information.
Contract: the processing is necessary for us to be able to provide the services you are accessing.
Legal obligation: the processing is necessary to comply with the law e.g. Fair Employment (Monitoring forms).
Vital interests: the processing is necessary to protect someone’s life e.g. In the case where an individual may cause harm to themselves or others.
Information we process
We process information relevant to the above reasons/purposes. This may include:
- personal information
- family information
- financial information
- education and employment information
We also process sensitive classes of information that may include:
- physical or mental health details
- racial or ethnic origin
- religious or other beliefs of a similar nature
Who the information is processed about?
We process personal information about:
- service users/ clients
- staff, volunteers
- complainants, supporters
- advisers and representatives of other organisations
Sharing your information
We sometimes need to share the personal information we process with the individual themselves and also with other parties. Where this is necessary we are required to comply with all aspects of the General Data Protection Regulation (2018).
Where necessary or required we share information with:
- family, associates or legal representatives (e.g. power of attorney) of an individual
- current, past and prospective employers
- healthcare, social and welfare organisations
- educators and examining bodies
- financial organisations
- employment and recruitment agencies
- survey or research organisations
- business associates and professional advisers
- providers of goods and services
- funders and regulatory bodies
- local and central government
- other voluntary and charitable organisations
How we keep your data safe?
We ensure that there are appropriate technical and organisational controls in place to protect against unauthorised or unlawful processing and against accidental loss, destruction or damage in compliance with the General Data Protection Regulation.
We also ensure that we dispose of your information in a secure and confidential manner when the retention period has been met.
How you can access and update your information?
The accuracy of your information is important to us. We would really appreciate that if your information needs updated, you inform the department you are engaging with and they will give you the appropriate instruction.
You have a right to ask for a copy of the information that we hold about you if you have accessed services within Ashton. This is called a Subject Access Request and Ashton have up to 30 days to process your request. Please contact Ciara Rea the current Data Protection Representative for Ashton at firstname.lastname@example.org if you wish to exercise this right and complete a Subject Access Request Form.
Requests for Information on behalf of Children and Young People
Information about children may be released to a person with Parental Responsibility. However, the best interests of the child will always be considered, even if a child is young, their information still belongs to them and it is the child who has the right to access their information.
An information request by a parent or those with parental responsibility may be refused if it would mean disclosing information which was provided by the child in the expectation that it would not be disclosed, or if the child expressly indicated it should not be disclosed. Any requests for a child’s information MUST be in the best interests of the child.
All Information Access Requests regarding children and young people will be assessed on a case by case basis to ensure the best interests of the child or young person is upheld.
Take 5 – Competition Terms & Conditions
All entry information Videos and Photos shall be collectively referred to herein as the “Submissions” or each as a “Submission.” Submissions must comply with the Guidelines and Restrictions defined below.
By uploading, each entrant warrants and represents the following with respect to entrant’s Submission: (a) entrant is the sole and exclusive owner of the Submission; (b) the Submission will not infringe on any rights of any third parties; and (c) any third parties appearing in the Submission have given entrant appropriate consent to be photographed or filmed and used a permitted herein. Ashton Community Trust reserves the right to request releases from any third parties appearing in any Submissions at any time.
I hereby authorize the Ashton Community Trust and Profile Tree, hereafter referred to as ‘Organisation’, to publish photographs and videos taken for use in the Take 5 Steps to Wellbeing Programme and other similar future programmes, including print, online, social media and video-based marketing materials, as well as other Organisational publications, which may include use by other Government Departments/Offices of said materials.
I further acknowledge that my participation is voluntary and that I will not receive financial compensation of any type associated with the taking or publication of these materials or participation in organisation marketing materials or other organisational publications. I acknowledge and agree that publication of said materials confers no rights of ownership or royalties whatsoever.
I hereby release and hold harmless the Organisation from any reasonable expectation of privacy or confidentiality associated with the images and videos specified above.
I hereby release the organisation, its contractors, its employees and any third parties involved in the creation or publication of marketing materials, from liability for any claims by me or any third party in connection with my participation.
You have a right to ask us to stop processing your personal data, for more information on this please contact Ciara Rea the current Data Protection Representative for Ashton at email@example.com.
You also have the right to lodge a complaint with the Information Commissioner’s Office if you feel your rights under GDPR have been breached in any way.
To download a PDF version of our Privacy Notice, click the link below