What is this privacy notice/policy?
This Data Protection Policy describes the categories of personal data Fantasy Wings process and for what purposes. Fantasy Wings are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR), the regulations set by the European Union, and Data Protection Act 2018 (DPA 2018), the UK law that encompasses the GDPR.
This Privacy Notice/Policy applies to participants, parents/guardians of youth members, volunteers, employees, contractors, suppliers, supporters and members of the public who will make contact with Fantasy Wings.
Who we are?
Fantasy Wings are a company registered with the Companies House for England & Wales; company number 11861624.
The Data Controller for Fantasy Wings is contactable on
71 - 75 Shelton street, London, WC2H 9JQ
From this point on Fantasy Wings will be referred to as “we”.
The data we may process
The majority of the personal information we hold is provided to us directly by you or by the parents or legal guardians of youth members verbally or in paper form, digital form or via our online registration system Typeform. In the case of adult members and volunteers, data may also be provided by third parties, such as the Disclosure and Barring Service.
Where a member is under the age of 18, this information will only be obtained from a parent or guardian and cannot be provided by the young person.
We may collect the following personal information:
Personal contact details such as name, title, address, telephone numbers and personal email address – so that we can contact you.
Date of birth – so that we can ensure young people are allocated to the appropriate section for their age and that adults are old enough to take on an appointment with scouting.
Gender – so that we can address individuals correctly and accommodate for any specific needs.
Emergency contact information – so that we are able to contact someone in the event of an emergency.
Government identification numbers e.g. national insurance, driving licence, passport – to be able to process criminal record checks.
Direct Debit information – so that we may collect monthly payments
Credit Card information – so we may process registration fees and other agreed-upon data
Race or ethnic origin – so that we can make suitable arrangements based on members cultural needs.
Health records – so that we can make suitable arrangements based on members medical needs.
Criminal records checks – to ensure Fantasy Wings is a safe space for young people and adults
We collect information about you during the checkout process on our store..
The lawful basis we process your data by
We comply with our obligations under the GDPR and DPA 2018 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
In most cases the lawful basis for processing will be through the performance of a contract for personal data and as legitimate interests for your sensitive data.
We use personal data for the following purposes:
to provide information about our programme, timetable, upcoming events and things of interest in Fantasy Wings
to provide a service for the benefit of the public
to administer membership records
to collect payment for our programme
to manage our staff
to maintain our own accounts and records
to inform you of news, events, activities and services being run or attended by
Fantasy Wings
to contact your next of kin in the event of an emergency
to ensure you have and maintain the correct qualifications and skills.
we use personal sensitive data for the following purposes:
for the protection of a person’s health and safety whilst in the care of Fantasy Wings
to respect a person’s religious beliefs with regards to activities, food and holidays
for equal opportunity monitoring and reporting.
Our retention periods
We will keep certain types of information for different periods of time in line with our retention policy.
Sharing your information
Young people and other data subjects
We will normally only share personal information with adult staff holding an appointment in fantasy Wings
Adult Staff
We will normally only share personal information with line managers in Fantasy Wings
Members of our team have access to the information you provide us. For example, both Administrators and Shop Managers can access:
Order information like what was purchased, when it was purchased and where it should be sent, and
Customer information like your name, email address, and billing and shipping information.
Our team members have access to this information to help fulfill orders, process refunds and support you.
All data subjects
We will however share your personal information with others outside of Fantasy Wings where we need meet a legal obligation. This may include local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.
We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so.
We will never sell your personal information to any third party.
Where personal data is shared with third parties we will seek assurances that your personal data will be kept confidential and that the third party fully complies with the GDPR and DPA 2018.
How we store your personal data
We generally store personal information in the following ways:
Our internal servers – our secure database is where we secure your personal data In addition leadership will hold some personal data on local spreadsheets/databases.
Printed records and data held while attending events – paper is sometimes used to capture and retain some data for example:
Registration information
Contact information
Paper records for events are used rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available. We will minimise the use of paper to only what is required for the event.
By using WooCommerce Subscriptions, you may be storing personal data and depending on which third-party payment processors you’re using to take subscription payments, you may be sharing personal data with external sources.
What we collect and store
For the purposes of processing recurring subscription payments, we store the customer’s name, billing address, shipping address, email address, phone number and credit card/payment details.
What we share with others
What personal information your store shares with external sources depends on which third-party payment processor plugins you are using to collect subscription payments. We recommend that you consult with their privacy policies to inform this section of your privacy policy.
Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
Where and whenever necessary, we will seek your prior consent to the new processing.
How we provide this privacy notice
A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request. As a Data Subject, you have the right to object to how we process your personal information.
You also have the right to access, correct, sometimes delete and restrict the personal information we use.
In addition, you have a right to complain to us and to the Information
Commissioner’s Office (www.ico.org.uk)12.
Unless subject to an exemption under the GDPR and DPA 20182 you have the following rights with respect to your personal data
The right to be informed – you have a right to know how your data will be used by us.
The right to access your personal data – you can ask us to share with you the data we
have about you. This is a Data Subject Access Request.
The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing.
The right to erasure – this means that you have the right to request that we delete any personal data we have about you.
The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue is resolved.
The right to data portability – this means that if you ask us we will have to share your data with you in a way that can be read digitally – such as a pdf. This makes it easier to share information with others.
The right to object – you can object to the ways your data is being used.
Rights in relation to automated decision making and profiling – this protects you in cases where decision are being made about you based entirely on automated processes rather than human input, it’s highly unlikely that this will be used by us.
Who to contact
If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us by – Data Processing Officer – info@fantasywings.co.uk
