Last updated: 13th May 2025

Who we are and what we do

Who we are

Online Youth Manager (“OYM”, “Online Youth Manager”, “us”, “we”, “our”) is a limited company registered in England and Wales under registration number 08084641 and we have our registered office at 12 West Links Tollgate, Chandler's Ford, Eastleigh, England, SO53 3TG. We are registered with the UK supervisory authority, Information Commissioner's Office (“ICO”), in relation to our processing of Personal Data under registration number ZA213191.

What we do

OYM provides management software to organisations, which enables the administration of everything from communication and reporting to safeguarding and achievement tracking. We are committed to protecting the privacy and security of the Personal Data we process about you.

Purpose of this privacy notice

The purpose of this privacy notice is to explain what Personal Data we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided below under the ‘How to contact us’ section.

Please note: this Privacy Notice is intended for individuals where we are the Data Controller of Personal data. This means that we decide what Personal Data to collect and how to process it. If you are part of an organisation that uses an OYM management system, we are the Data Processor of your personal data. You should consult your organisation’s Privacy Notice to understand how they use your personal data as a Data Controller.

Who this privacy notice applies to

This privacy notice applies to you if:

• You visit our website
• You use our system
• You enquire about our products and/or services
• You sign up to receive newsletters and/or other promotional communications from us

What Personal Data is

‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.

‘Special Category Personal Data’ is more sensitive Personal Data and includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying someone, data concerning physical or mental health or data concerning someone’s sex life or sexual orientation. In the capacity as a data controller, OYM does not collect special category personal data from you.

Personal Data we collect

The type of Personal Data we collect about you will depend on our relationship with you. We are the data controller of your user account details. Below is an example of the different categories of personal data we may collect and process about you as a data controller.

• Full name
• Email Address
• Phone number
• Organisation
• System use information
• Other information you tell us about yourself when making an enquiry

We are the data processor for all information added by users about members. This is likely to include the following types of data:

• Name
• Date of birth
• Contact details
• Gender
• Medical requirements
• Achievements, attendance, payments, etc

How we collect and use your personal data

We will only use your Personal Data when the law allows and with an appropriate lawful basis. Most commonly, we will use your Personal Data in the following circumstances where you have provided it directly to us.

• To contact you when you have requested further information about our services via the online 'Contact Us' form.
• To provide our services to you, such as sending you transactional emails
• To tell you about our services if you have opted-in to marketing emails.

Lawful basis for processing

Applicable Data Protection legislation requires us to identify appropriate lawful bases to process personal data. The lawful basis we rely on as a data controller are detailed below with brief examples for when they may apply:

Consent - To send you marketing information about our products and services.

Contract - We will process your personal data for the purposes of administering a contract to which you, or your organisation are a party.

Sharing your Personal Data

We don’t actively share your personal data with any third parties, however third-parties we use to provide our services may process your personal data on our behalf. Where this occurs, we ensure your personal data is protected and processed only in accordance with our instructions.

International Transfers

Your Personal Data may be processed outside of the UK. This is because the third parties we use to provide our services to you, are based outside the UK.

We have taken appropriate steps to ensure that the Personal Data processed outside the UK has an essentially equivalent level of protection to that guaranteed in the UK. We do this by ensuring that:

• Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation), or
• We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary.

Your rights and how to complain

You have certain rights in relation to the processing of your Personal Data, including to:

• Right to be informed - You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
• Right of access (commonly known as a “Subject Access Request”) - You have the right to receive a copy of the Personal Data we hold about you.
• Right to rectification - You have the right to have any incomplete or inaccurate information we hold about you corrected.
• Right to erasure (commonly known as the right to be forgotten) - You have the right to ask us to delete your Personal Data.
• Right to object to processing - You have the right to object to us processing your Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.
• Right to restrict processing - You have the right to restrict our use of your Personal Data.
• Right to portability - You have the right to ask us to transfer your Personal Data to another party.
• Automated decision-making - You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.
• Right to withdraw consent - If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.
• Right to lodge a complaint - You have the right to lodge a complaint with the relevant supervisory authority, if you are concerned about the way in which we are handling your Personal Data. The supervisory authority in the UK is the Information Commissioner’s Office who can be contacted online or by telephone on 0303 123 1113

How to exercise your rights

You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us and our Data Protection Officer’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.

Children’s Privacy

We do not offer our products and services directly to children, however as a data processor we process the Personal Data of children on behalf of our service users. Consequently, additional technical and organisational measures are in place to ensure the security of all children’s personal data.

Automated Decision-Making and Profiling

Your personal data is not used in any automated decision making (a decision made solely by automated means without any human involvement), or profiling (automated processing of personal data to evaluate certain conditions about an individual).

Use of Cookies and Similar Technologies

Our website utilises cookies and similar technologies. You can find out more by viewing our cookie notice.

Security and storage of information

Please see our dedicated security page.

Data Retention

We will not keep Personal Data longer than is necessary, for the purpose or purposes for which they were collected. OYM will take all reasonable steps to destroy, or erase from its systems, all Personal Data which is no longer required. This does not apply to anonymised data.

Where we act as a data processor, we do not automatically delete personal data and will continue processing data until it is deleted by the data controller. Users can delete data from their sections according to their access rights. This schedules the deletion of data after 30 days (to allow for restoring of accidentally deleted data).

How to contact us and our Data Protection Officer

If you wish to contact us in relation to this privacy notice or if you wish to exercise any of your rights outlined above, please contact us via our online contact form.

We have also appointed a Data protection Officer (“DPO”). Our DPO is Evalian Ltd can be contacted as follows:

Evalian Limited
West Lodge
Leylands Business Park
Colden Common
Hampshire
SO21 1TH
Phone: +44 (0)333 050 0111
Website: www.evalian.co.uk

Changes to this privacy notice

We may update this notice (and any supplemental privacy notice), from time to time as shown at the top of the page. We will notify of the changes where required by applicable law to do so.

You can request previous versions of this notice by contacting us.