Last updated: 8 October 2026
This policy explains how Greygarth Boys Club collects, uses and protects personal information about the boys who come to the club, their parents and carers, our volunteers, and visitors to this website.
Who we are
Greygarth Boys Club (Greygarth Club & Study Centre) is run by the Greygarth Association, a company limited by guarantee registered in England and Wales (No 01179826) and a registered charity (No 268131). Our address is 1 Lower Park Road, Manchester M14 5RS.
The Greygarth Association is the data controller for the information described here. If you have a question about your information, or want to use any of your rights, email warden@greygarth.org.uk or write to us at the address above.
What we collect, and why
Membership & Medical Consent Form
When you register your son, we collect:
- his name, date of birth, school, school year, home address, interests and any additional needs;
- your name, relationship to him, email address and phone numbers;
- a second emergency contact, and the adults who may collect him;
- his health information: medical conditions, allergies, medication, dietary needs, tetanus vaccination, GP details and, if you choose to give it, his NHS number;
- your consents and your typed signature.
We use this to run sessions and trips safely, to contact you, to look after your son in an emergency, and to keep membership records. If you give us details of other people, such as an emergency contact, please make sure they are happy for you to do so.
Trip Consent Form
For overnight stays, adventurous activities and trips abroad, we collect the trip name and dates, your son’s details, contacts during the trip, any changes to his health, any medication he will take, anything the leaders should know about night time, and your consents. We use this only to run that trip safely.
Registers, accident records and safeguarding records
We keep a register of who attends each session, and a record of any accident or incident. If anyone raises a concern about a boy’s safety or welfare, our safeguarding lead keeps a confidential record of what was seen or said and what was done about it, as our safeguarding policy requires.
Photos and videos
We only take photos and videos of boys whose parents have agreed, on club devices, and we never show a boy’s full name with them. We use them in newsletters, printed materials and on this website, and on the club’s Instagram account if you agree to that separately.
Club news and messages
We send club news to parents by email or through the parents’ WhatsApp group, whichever you choose. If you agree, your son can join the boys’ group chat, which always includes at least two leaders, and leaders may keep his mobile number for club arrangements.
Fees and donations
When you pay a subscription or make a donation by bank transfer, we see your name, the payment reference and the amount on our bank statement. We use this to keep our accounts.
Volunteers and leaders
If you volunteer with us, we keep your volunteering form, references, interview notes, proof of identity, training records, your yearly declaration of suitability, and the number, date and status of your enhanced DBS certificate (and of an overseas police certificate if you have lived abroad). We use these to recruit safely and to meet our safeguarding duties.
This website
If you use our contact form or email us, we use your name, contact details and message to reply to you. If you comment on a post, we keep the name, email address and IP address you comment with, to show and moderate comments.
Our forms use Google reCAPTCHA to block spam. It sends Google technical information such as your IP address and browser details, and may store information on your device. Google’s use of this information is covered by Google’s privacy policy. We do not use analytics or advertising cookies; WordPress only sets cookies for people who log in to manage the site or leave a comment.
Our lawful bases
Data protection law requires us to have a lawful basis for using personal information. Ours are:
- Legitimate interests: to run the club and its activities safely, keep membership, attendance and accident records, recruit volunteers safely, keep our accounts, and answer your messages and comments.
- Consent: for photos and videos, the boys’ group chat, keeping your son’s mobile number, and how you receive club news. You can withdraw your consent at any time.
- Explicit consent for your son’s health information, which you give on our forms. In an emergency, if we cannot reach you, we may share it with doctors or paramedics to protect his vital interests.
- Legal obligation: where the law requires us to act, for example to refer someone to the Disclosure and Barring Service or to keep financial records.
- Safeguarding: we use safeguarding information, including information about health or criminal records, under the “safeguarding of children and individuals at risk” condition in Schedule 1 of the Data Protection Act 2018.
Who we share it with
We never sell your information or use it for marketing. We only share it:
- with the club leaders, safeguarding lead and trustees who need it;
- with doctors, paramedics or hospitals in an emergency;
- with Manchester children’s services, the police, the Local Authority Designated Officer (LADO), the Disclosure and Barring Service or the Charity Commission, when the law requires it or a child needs protecting. We may do this without telling you first if that could put a child at risk;
- with the safeguarding coordinator of Opus Dei in Britain, if a concern involves formation or spiritual guidance;
- with our insurers, if there is an accident or a claim;
- with the companies that host our website and email, and with Google for reCAPTCHA. They act only on our instructions.
Some of these providers, such as Google, may process information outside the UK. Where they do, they use safeguards recognised under UK data protection law.
How long we keep it
- Membership forms: while your son is a member, and deleted within a year after he leaves.
- Trip consent forms: for a year after the trip.
- Accident records: until the boy is 21, because a claim can be made until then.
- Safeguarding records: for as long as they are needed to protect children, in line with national guidance. Records of allegations against adults are kept long-term.
- Photos and videos: until you withdraw consent. We then take them off the website and Instagram, but we cannot recall printed materials already handed out.
- Volunteer records: while you volunteer with us and for six years after, unless a safeguarding concern means we must keep them longer.
- Financial records: for six years, as accounting rules require.
- Messages through the website: for as long as we need to deal with them, and no longer than a year.
If you don’t give us the information
We need the information marked as required on our forms so that your son can take part safely. Without it, he may not be able to attend sessions or trips.
Your rights
You have the right to:
- ask for a copy of the information we hold about you or your son;
- ask us to correct anything that is wrong or incomplete;
- ask us to delete information, or to limit how we use it;
- object to how we use information on the basis of legitimate interests;
- ask for information you gave us in a format you can reuse elsewhere;
- withdraw your consent at any time. This does not affect anything we did before you withdrew it.
Some rights do not apply in every case: for example, we may need to keep safeguarding records even if asked to delete them. We reply to requests within one month. Boys can also ask about the information we hold about them, and we will take account of their age and understanding.
We do not make decisions about anyone by automated means.
Complaints
If you are unhappy with how we have used your information, please contact us first at warden@greygarth.org.uk. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
We review this policy every year, and whenever we change how we use personal information. The date at the top shows when it was last updated.