The personal information that we collect

We only collect personal information that we genuinely need. This may include contact details such as name, address, email address, and phone numbers.

 

For grant applicants:

• Date of birth

• Information concerning your health and medical conditions

• Any information relating to your circumstances and why you are applying for a grant

• Financial information that you provide to us

• Other information about you from publicly available sources, like the electoral roll

 

We use this information to respond to your need for assistance and ensure that we are providing assistance where it is most needed.

 

For job and volunteer applicants, we require:

• bank account details, tax and residency status

• references from previous employers or educational institutions

• contact details for your family members and next of kin

• confirmation of relevant qualifications

• details of criminal convictions

 

Our legal basis for processing personal information

For the purposes of processing personal information usually for our legitimate interests, if we have your consent, for the performance of a contract or to meet our legal obligations.

 

We may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced, and does not unduly impact your rights.

 

 

Usually we will only process sensitive personal data if we have your explicit consent. In extreme situations, we may share your personal details if we believe someone’s life is at risk.

 

We may process personal information because it is necessary for the performance of a contract to which you are a party (or to take steps at your request prior to entering a contract), or because we are legally obliged to do so (for example to meet employment or charity laws).

 

Dealing with complaints and appeals

If a complaint is raised with us, we will process the personal information that is provided to us to manage and resolve the complaint or appeal. This may include sharing relevant

information with the person that the complaint has been made about. Our legal basis for using personal information for this purpose is legitimate interest. Where a complaint is about a third party, we will seek your consent before sharing your information.

 

Promoting our work

We will use personal information that you share with us if you agree to help us promote our work. This might include photographs and videos. For example, we may use your information in case studies and stories that we publish or share on social media. We will only use your information for this purpose if you have given your consent for us to do so.

 

Carrying out surveys and research

If you choose to take part in one of our surveys, we will use the personal information that you provide to process the results of the survey and undertake analysis. We may use a university or other academic institution or organisation to undertake analysis of survey responses.  Survey results are anonymised before being shared or published.

Employee administration and development

We will process personal information of our employees to fulfil our contract with them and to meet our legal obligations as an employer. This includes payroll processing and the provision of training. We are required by law to share some financial information with the HMRC. We may also need to share some personal information with other organisations (for example solicitors or pension providers).

 

Employee recruitment

If you provide us with information about yourself, such as a resume or curriculum vitae, in connection with a job application or enquiry, we may use this information to process your enquiry. We will not store this information for any purpose other than that relating to your application. Our legal basis for using your information in this way is for our legitimate interest.

 

Undertaking safeguarding activities

When necessary, we process relevant personal information about employees and volunteers for safeguarding purposes. This might include undertaking DBS and other checks to identify any criminal and other activity we need to be aware of. It may be necessary to share some personal information with relevant authorities such as the police. Our legal basis for this processing is to meet our legal obligations.

 

Processing expenses

We will use your personal information including your bank account details to process expense claims. Our legal basis for using your information for this is for the performance of a contract.

 

Governance

We process relevant personal information about existing and potential trustees for governance purposes. This might include checks to identify any criminal and other activity we need to be aware of to ensure that we select appropriate trustees. Our legal basis for this processing is to meet our legal obligations with the Charity Commission and Companies House.

 

Sharing personal information

We will only share your personal information where we need to, where someone’s life is at risk or we are required to do so by law.

 

We may share your personal information with third party organisations who will process it on our behalf (for example a mailing house, our website administrator, or a printing supplier).

 

We may also share your information with our bank to process a payment; our professional advisers (such as our legal advisers) where it is necessary to obtain their advice; and our IT service providers and data storage providers.

 

Where required, we will process personal information to comply with our legal obligations. In this respect we may share your personal data to comply with subject access requests; tax legislation; for the prevention and detection of crime; and to assist the police and other competent authorities with investigations including criminal and safeguarding investigations.

 

Your rights

You have the right to:

• Ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

• Tell us to change or correct your personal information if it is incomplete or inaccurate.

• Ask us to restrict our processing of your personal data or to delete your personal data if there is no compelling reason for us to continue using or holding this information.

• Receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, so that you can send it to another organisation.

• Object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a disproportionate impact on you.

 

Please note that we may be entitled to refuse requests where exceptions apply; for example, if we have reason to believe that the personal data we hold is accurate or we can show our processing is necessary for a lawful purpose set out in this Privacy Policy.

 

How long we keep your personal information

We will hold your personal information only for as long as is necessary. In some circumstances, we may legally be required to retain your personal information, for example for finance, employment, or audit purposes.

 

 

 

Privacy Policy reviewed September 2023