Policies

Please find below our child protection and privacy policies. For our policies in full or if you have any questions or concerns, please get in touch with Belinda at 01-2780229/0857739723 or at belinda@urban-junction.com.

CHILD PROTECTION POLICY

Creating a safe environment for children, young people, leaders and staff.

As a part of the Methodist Church in Ireland, Urban Junction welcomes all children, young people and adults regardless of faith background. We have a legal duty of care to look after all children and provide a safe environment for them as best we can.

This policy is aimed at creating an environment where children and young people may enjoy social contact, personal and spiritual development and where they and the leaders and helpers working with them will be kept safe.

Adoption of Methodist Church in Ireland Child Protection Guidelines

The Management Committee of Urban Junction, in connection with the Methodist Church has adopted the Methodist Church in Ireland’s Child Protection Guidelines, Taking Care, approved by the Conference and revised in 2011. All organisations must adhere to these guidelines as agreed by the Conference. The Management Committee will review the policy every three years and keep Taking Care on the agenda of meetings.

1. Leadership

The Management Committee of Urban Junction believes that the recruitment and appointment process outlined in the Taking Care guidelines greatly assist the assessment of a person’s suitability to work with children and young people. As a result of implementing such procedures, leaders and helpers within this congregation will be more assured of their position and of the confidence placed in them by Management Committee.

The following procedures must be followed for the appointment of leaders who will be 18 years and over:

a)      All leaders will be required to complete an application form for Leaders.

b)      The application form includes the vetting process according to legislation and good practice.

c)      The Management Committee will appoint up to two interviewers to meet informally with the applicant. At the interview the child protection policy will be provided and explained, the Taking Care Leader’s Guide will also be provided.

d)      Applicants will be required to provide two references by persons who are not relatives.

2. Training

Leaders and helpers who work with children and young people should attend Taking Care Training on a regular basis (as church policy or legislation demands).

3. Reporting of Concerns

The leaders in each of our organisations will be fully conversant with the reporting procedure where there is a concern about the welfare of a child, as outlined in the Taking Care Guidelines. Leaders must not hesitate to report a concern about a child if they are at any time worried about their welfare.

4. The Designated Person

The Management Committee of Urban Junction has appointed the following Designated Person(s):-

Belinda Briggs

Naomi Rousseau

The Designated Person(s) will give advice and support to organisations and to the Management Committee of Urban Junction on matters concerning the welfare of children and young people. The Management Committee will keep organisational leaders updated with the name of the Designated Person(s). Any matter brought to the attention of the Designated Person will be treated in strict confidence. Information will be divulged only where there is a legitimate need to know.

5. Parental Consent Forms

Organisational leaders must ensure that they have home contact numbers, parental consent and medical information regarding the children in the organisations which they are working with. Special consent forms will be issued for any ‘off the premises’ activity and residential programmes.

6. Good Standards of Practice

Each organisation will be expected to comply with good standards of practice as outlined in the Taking Care Guidelines. This includes: physical contact, recommended ratios, transport, residential programmes and outings, sleepovers, photographs and working with children who have special needs.

7. Working Together

It is important that all leaders know the boundaries and rules of an organisation and that these are explained to children and parents. A code of conduct for children and young people will be drawn up at the commencement of the year’s activities in each organisation. A code of conduct will help to create a safe, secure environment and an atmosphere where children will feel that they can relate to the leaders and helpers.

All leaders must abide by the discipline guidelines as set out in the Taking Care manual.

8. Technology

Leaders should limit the direct Internet communication they have with individual children and young people in the organisation of which they are leaders. All such communication with children and young people should, as far as possible, be within an open forum; in order to protect both young people and leaders. Leaders should be wise as to how they use this form of communication.

Leaders should not post photographs of young people from the organisation in which they are leaders, on a social networking site or anywhere on the Internet, unless they have written parental consent.

Leaders involved in Youth and Children’s work should only have children’s mobile numbers if the nature of their involvement requires them to phone or text children and if this is the case, contacting children through the use of mobile phones should be done in line with the Taking Care guidelines.

9. Health and Safety

The Management Committee of Urban Junction expects organisations to adhere to the guidance on health and safety matters outlined in the Taking Care guidelines. A Risk Assessment form should be completed for each organisation as well as for any outings or occasional events. Leaders will be informed of fire and first aid procedures.

10. Implementation and Review

The Management Committee of Urban Junction is responsible for overseeing the implementation of this policy and will review it every three years.

PRIVACY NOTICE

Data Protection Principles

Urban Junction complies with the General Data Protection Regulation (GDPR) as implemented in May 2018. We aim to ensure that, when processing information belonging to individuals, we will use that data with integrity, appropriately, and sparingly. We will endeavour to ensure such data is accurate, not kept forever, and stored securely. Training in data protection is recommended for all our staff and volunteers who store and/or use people’s information. We will post this Privacy Notice in our building and on our website. We will review this policy every three years.

Your Rights

You have data protection rights that you can exercise over the information you give us. These rights include: to be informed how your data is being used; to have access to the information we hold about you; to have inaccuracies corrected; to have your information erased; to object to or restrict the ways we process your information, and; data portability (to receive your digital information in a useful format). There may be some legal restrictions on these rights, which we will explain as appropriate. If you feel your rights haven’t been upheld please contact us in the first instance, or you can communicate with the Methodist Church in Ireland (Secretary of Conference) at 1 Fountainville Avenue, Belfast BT9 6AN; Phone: (028) 9032 4554; E-mail: secretary@irishmethodist.org.

Our Contact Details

If you need to get in touch with us please contact:

Belinda Briggs
Urban Junction, 42 Main Street, Blackrock, Do Dublin A94 Y3X7
01-2780229                                                                                                                                                                                                                                       belinda@urban-junction.com

Your Data

We may record and process some or all of the following personal information about you:

  • contact details (address, phone numbers, e-mail address)
  • date of birth
  • photographs/video recordings
  • Donations to Urban Junction
  • health and medication
  • next of kin details
  • doctor’s details (children’s registration forms only)
  • training undertaken with Urban Junction e.g. first aid (including copies of certificates received)
  • child protection details for those volunteering with children or vulnerable adults e.g. vetting applications, disclosure records
  • accident/incident report forms

We use this data (depending on which Urban Junction/Ignite groups you are a part of) so that we might:

  • keep you informed about events at Urban Junction, eg by sending you occasional notices by post, e-mail or text message
  • encourage you in your faith and provide pastoral care to you e.g. by visiting at your home, calling your telephone, or sending a text message or e-mail
  • process your involvement in activities of Urban Junction/ignite, including groups that meet regularly as well as residential and other special trips
  • give you the opportunity to give your time or money to the work of Urban Junction
  • facilitate the organisation of Urban Junction and Ignite, eg by creating volunteer rotas, keeping records of training undertaken by volunteers

Legal Bases for Processing

Our legal bases for processing your data are ‘legitimate interests’ (for activities related to the everyday functioning of the church) [GDPR Article 6.1(f)] and ‘consent’ (for everything else) [Article 6.1(a)]. In a small number of instances we rely on ‘contract’ (for example, if we are your employer) and ‘legal obligation’ (for example, in relation to safeguarding issues).

When using ‘legitimate interests’ as the legal basis for using the information you have given us we will ensure it is for a genuine purpose, necessary for the smooth running of Urban Junction, and not invasive to your privacy. For all other purposes we will ask for your positive consent before processing your details.

Sharing Your Data

Only people appointed to specific roles within Urban Junction (for example, staff, group leaders, admin volunteers) can access your details, and what they can see is limited to what they need in order to carry out their role.

If you are appointed to a specific role within the life of Urban Junction we may publish your details (eg in announcement sheets, reports or on our web presence) or share them directly so members and other relevant individuals/organisations can contact you. This will cease when you step down from the role.

We occasionally post photographs and/or video taken at events on our websites ([www.urban-junction.com; www.ignite-network.ie]) and/or other online platforms ([facebook, youtube, twitter and Instagram]).
If you donate money to us using the Irish Charities Donations Scheme we will send details of those gifts to the Revenue Commissioners.

We will not share your information with any other third parties without your permission unless we have a legal obligation to do so. However, we may need to share your details within our umbrella body, the Methodist Church in Ireland, as follows:

  • to comply with our Safeguarding policy when you volunteer with children and vulnerable adults.
  • if your role within Urban Junction means you need to receive specific information related to that role.
  • We use Dropbox cloud services for digital files, which have integrated appropriate security measures to keep your data safe, including instances where their servers are located outside of the EEA.
  • To prevent unauthorised disclosure of your information, our paper-based records are kept in a locked cabinet/safe when not in use. Electronic and portable memory devices storing personal information are protected by passwords or equivalent security measures. Digital documents containing personal data are either encrypted or password-protected.
  • Other than our permanent records (like Baptism and Marriage Registers, or Committee minutes) or details that need to be kept for legal compliance (such as Safeguarding notes, Incident Report Forms or Charitable Donation Scheme declarations), we will remove your information from our systems up to six years after your last personal contact with us (or after you turn eighteen years old if you are a minor).
  • One-off consent forms (such as for annual group membership or booking for trips etc) will be destroyed/erased one year after their use.
  • We erase CCTV footage no more than one month after its recording.

Security and Retention

  • We use Dropbox cloud services for digital files, which have integrated appropriate security measures to keep your data safe, including instances where their servers are located outside of the EEA.
  • To prevent unauthorised disclosure of your information, our paper-based records are kept in a locked cabinet/safe when not in use. Electronic and portable memory devices storing personal information are protected by passwords or equivalent security measures. Digital documents containing personal data are either encrypted or password-protected.
  • Other than our permanent records (like Baptism and Marriage Registers, or Committee minutes) or details that need to be kept for legal compliance (such as Safeguarding notes, Incident Report Forms or Charitable Donation Scheme declarations), we will remove your information from our systems up to six years after your last personal contact with us (or after you turn eighteen years old if you are a minor).
  • One-off consent forms (such as for annual group membership or booking for trips etc) will be destroyed/erased one year after their use.
  • We erase CCTV footage no more than one month after its recording.

Subject Access Request

You have the right to ensure our use of your data is lawful, and that the data we hold is accurate. If you would like to access the data we process about you, please write to us at:

Belinda Briggs
Urban Junction, 42 Main Street, Blackrock, Do Dublin
01-2780229                                                                                                                                                                                                                                                                                                                        belinda@urban-junction.com

In order to locate the information you are requesting and to ensure proof of your identity, please send us:

  • Your name (including any names by which you used to be known) and Date of Birth
  • Address (incl postcode), e-mail address(es), telephone number(s)
  • Two pieces of identification that between them clearly show your name, date of birth and current address (eg passport, photocard driving license, birth certificate, recent bank statement/utility bill)

In response, and within one month at the latest, we will send to you:

  • The personal data we hold on record for you
  • The types of processing we do with your data
  • The people/groups with whom your data will have been shared (or will be in the future)
  • Our intentions regarding how long we might store your data
  • OR our reasons for not providing your data

We will not charge for this service unless you make multiple requests within a short space of time.

Further Information

You can learn about Data Protection principles, your rights, and more – including making a complaint about our handling of your data – from the Data Protection Commissioner (DPC) [visit www.dataprotection.ie, call (0761) 104 800 or write to The Data Protection Commissioner, Canal House, Station Road, Portarlington, Co. Laois R32 AP23]. Guidance for Methodist churches is available at www.irishmethodist.org/data-protection-resources [short link: http://bit.ly/DPresources].