Under under article 15 of General Data Protection Regulation (GDPR), any individual can make a Subject Access Request (SAR). This will allow the induvial to know what information Smiles of Quorn holds about them.

Parents/carers can ask to see the information and records relating to their child and/or the information we keep about themselves. In addition, staff and volunteers can ask to see any information we keep about them.

Individuals who would like to make a subject access request should follow the procedure set out below.

Step one: Request a subject access request (SAR) form

You should request the SAR form by emailing the club's data protection officer at dpo@smilesofquorn.co.uk.

Step two: We receive your subject access request

Once you have completed your form, please return it to dpo@smilesofquorn.co.uk. The more information you provide on this form, the easier it will be for us to locate your information. You must submit a copy of photographic ID along with your form - your form cannot be processed without the relevant ID.

Step three: We collate the information

Once the information you have requested has been confirmed, the club's data protection officer will begin the process of collating the information.

Step four: We review your information

Before we release your information to you, it is very important that we review it to ensure that it does not contain the personal data of other individuals (third parties). All personal information of other individuals will be redacted (removed or blocked out), as it is not relevant to you. Certain types of personal data are exempt from SARs because of its nature or effect its disclosure may have (e.g. safeguarding or legal issues). In these cases, we will explain to you the reasons why the requested information cannot be disclosed. We will release the data to you within 28 working days from the date of your request.

Step five: We release your information

Once we have prepared your data, we will contact you to discuss the most appropriate delivery method. If you have and queries regarding your requested information, then you will be able to raise these with the data protection officer via info@smilesofquorn.co.uk.

Step six: We delete your information

Parents/carers can ask us to delete data, but this may mean we can no longer provide care to the child as we have a legal obligation to keep certain data. In addition, even after a child has left our care, we have to keep some data for specific periods so won't be able to delete all data immediately. Employees and volunteers can ask us to delete their data, but this mat mean we can no longer employ them as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment, we have to keep some data for specific periods so won't be able to delete all data immediately.

For more information regarding subject access request at Smiles of Quorn, or if you have any queries concerning data protection, please see the club's data protection policy or contact us to speak with the data protection officer.