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Personal data includes any data that relates to a living individual who can be identified from that data. This may include an individual’s name, address, telephone numbers and/or email address, bank details, other financial, health and background information.
This may come from potential or actual beneficiaries, employees, champions, supporters, volunteers, trustees and donors.
The Company receives and stores personal information supplied to us in writing, via email, via the telephone, in person or online when applying, enquiring, or registering for help, employment, trusteeship, champion or volunteering opportunities or when attending events or donating money to the Company.
We may also receive personal information from third parties, for example, a welfare officer, charity, agency or organisation who refers you to our service.
The Company principally collects personal information to provide you with the services, products or information you have requested. Where we use your information, it may be because you have consented to us doing so. Some examples can be found below:
Your data is treated as strictly confidential and is only disclosed to parties who have a need to access it, to fulfil the charity’s objectives.
The Company may disclose personal data to other employees including the Charity Trustees. We do not permit these parties to use such information for any other purposes than to perform the service instructed by us.
We may also share personal data with suppliers, known as ‘data processors’, to process data on our behalf, for example to deliver goods or services to grant recipients.
We may also need to disclose your information if required to do so by law. For example, we are legally required to provide your data to HMRC if you have agreed to us claiming Gift Aid on your behalf.
By providing us with your personal data you consent to the collection and use of any information you provide in accordance with the above purposes. You can withdraw your consent at any time. Please contact us if you want to do so.
When the personal data is no longer needed it will be destroyed or permanently rendered anonymous. Examples might be that application process has been completed, volunteering, employment or trusteeship terminates. Personal data will not be kept longer than is necessary
for the purpose for which the data is processed in accordance with our record retention policy. Please see our full Data Protection Policy for details.
To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect. Individuals have the right to request access to and rectification or deletion of their personal data or restrict processing at any point from when personal data is provided to us.
The Company will comply with all legal obligations including GDPR when we hold your data. If you have any reason why we should amend, delete or restrict use of your data, please contact us to discuss your concern.
Where grant recipients have provided information about their experience of applying for a grant, by whatever means, we will explain what the information will be used for and whether it will be held anonymously or not/ or it will always be used anonymously unless you agree otherwise. For example, to write case studies which can be used in our communications including PR and media activity, digital and social media, campaigning, fundraising materials and internal communications, to help us raise awareness of our mission. We would never use your story without obtaining your consent first, we would always contact you to discuss the use of your story if we add further detail.