Who We Are

MASKK (Manor After School & Kids Klubs) provides childcare, play, holiday activities, short breaks, alternative provision and community services for children, young people and families.

As the organisation responsible for your personal information, MASKK is the Data Controller.

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Who This Notice Applies To

This notice applies to:

• Employees
• Casual workers
• Volunteers
• Student placements
• Apprentices
• Trustees
• Agency workers
• Job applicants
• Former employees and volunteers

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What Information We Collect

Recruitment Information

When you apply to work or volunteer with MASKK, we may collect:

• Name
• Address
• Contact details
• Employment history
• Qualifications
• Training records
• References
• Interview notes
• Eligibility to work in the UK
• Disclosure and Barring Service (DBS) information where required

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Employment and Volunteer Records

During your time with MASKK we may collect:

• Emergency contact details
• Attendance records
• Leave records
• Payroll information
• Pension information
• Bank account details
• Tax information
• Training and qualification records
• Professional registrations
• Supervision and support records
• Disciplinary or grievance records where applicable
• IT account information
• Work-related communications

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Special Category Information

In certain circumstances, we may collect sensitive personal information including:

• Health information
• Disability information
• Equality, diversity and inclusion data
• Occupational health recommendations
• Information relating to reasonable adjustments
• Information required for safeguarding responsibilities

This information is only collected where necessary and lawful.

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Why We Collect Information

We use personal information to:

• Recruit staff, volunteers and students
• Assess suitability for roles
• Safeguard children and vulnerable individuals
• Manage employment and volunteering arrangements
• Process payroll and pensions
• Provide training and support
• Meet health and safety obligations
• Manage performance, wellbeing and professional development
• Communicate with staff and volunteers
• Comply with legal obligations
• Protect organisational property, systems and services

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Our Lawful Basis for Processing

We process information under one or more of the following lawful bases:

• Performance of a contract
• Legal obligation
• Legitimate interests
• Public interest where applicable
• Consent (where consent is required)
• Employment, social security and social protection law requirements

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DBS Checks and Safeguarding

Because MASKK works with children and young people, certain roles require enhanced DBS checks.

We may process information relating to criminal convictions or safeguarding concerns where permitted by law and necessary to fulfil our safeguarding responsibilities.

Safeguarding information will only be accessed by authorised individuals on a need-to-know basis.

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Equality, Diversity and Inclusion Information

MASKK is committed to creating an inclusive workplace.

Information relating to characteristics such as disability, ethnicity, religion, sex, sexual orientation or other protected characteristics may be collected for monitoring purposes, legal compliance, funding requirements or to support reasonable adjustments.

Providing some equality monitoring information may be voluntary.

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Occupational Health and Wellbeing

Where necessary, MASKK may process health information to:

• Support attendance and wellbeing
• Assess fitness for work
• Implement reasonable adjustments
• Meet health and safety obligations
• Access support schemes and workplace accommodations

Access to health information is restricted to those who require it for legitimate business purposes.

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CCTV and Monitoring

MASKK may operate CCTV systems at some locations for:

• Safeguarding
• Health and safety
• Crime prevention
• Protection of staff, children and property

Where CCTV is in operation, appropriate signage will be displayed.

MASKK may also monitor organisational IT systems, email accounts and internet use where necessary to maintain security, investigate concerns or ensure compliance with organisational policies.

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Photography and Media

Photographs or recordings of staff, volunteers or students may be used for:

• Internal communications
• Training
• Reports
• Publicity
• Social media
• Marketing materials

Where appropriate, MASKK will seek consent before using images for promotional purposes.

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Who We Share Information With

We may share information with:

• Payroll providers
• Pension providers
• HM Revenue & Customs
• Local authorities
• Regulatory bodies
• Insurers
• Occupational health providers
• Training providers
• DBS services
• Professional advisors
• Funding organisations where required

Information will only be shared where there is a lawful basis to do so.

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How We Protect Information

MASKK takes appropriate technical and organisational measures to keep information secure.

These may include:

• Password-protected systems
• Secure cloud services
• Access controls
• Encryption where appropriate
• Lockable filing systems
• Staff training on data protection

Only authorised individuals will have access to personal information necessary for their role.

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How Long We Keep Information

MASKK retains information in accordance with legal, safeguarding, employment and financial requirements.

Retention periods differ depending on the type of information and purpose for which it was collected.

A full retention schedule is available on request.

When information is no longer required, it is securely deleted, destroyed or anonymised.

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Your Rights

Under UK data protection law you have the right to:

• Access your personal information
• Request correction of inaccurate information
• Request deletion of information where applicable
• Restrict processing in certain circumstances
• Object to certain processing activities
• Receive a copy of information you have provided
• Withdraw consent where processing relies on consent
• Complain to the Information Commissioner’s Office (ICO)

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Former Staff, Volunteers and Students

MASKK may retain limited information after a person leaves the organisation in order to:

• Meet legal obligations
• Provide references
• Maintain safeguarding records
• Defend legal claims
• Meet financial and audit requirements

Information will only be retained for as long as necessary.

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Privacy Commitment

MASKK is committed to treating all personal information fairly, lawfully, transparently and securely. We recognise that confidentiality, trust and respect are essential to maintaining positive relationships with our staff, volunteers and students while ensuring we continue to provide safe and effective services for children, young people and families.