How we use your information
This Privacy Notice helps you understand why and how we collect your personal information and what we do with it. It also outlines decisions you can make about your information. If you have any questions about this notice please contact Communications.firstname.lastname@example.org
What is personal information?
Personal information is information that identifies you as an individual. Included in this is your contact details.
How and why do we collect and use personal information?
We set out below some examples of the differing ways we may use personal information and where it comes from. Our main reason for using your personal information is to provide customers with services or to support our volunteers. We may collect your personal information when you:
communicate with us by post, telephone, text, email or via our website.
apply to volunteer with us.
visit the Food Bank or someone refers you to us.
engage with us as a supplier or in any other capacity.
donate to our Food Bank.
We may also collect personal information about you from other organisations e.g. from another Food Bank, the local Authority, Citizens Advice, doctor’s surgery.
We may use your information in the unlikely circumstance you make a complaint.
We may send you information e.g. newsletters.
We may use information about you for archival or statistical purposes.
About the personal information that we collect:
We only collect personal information that we really need. For our customers this could include:
Your contact details such as name, address, email address and phone numbers.
Date of birth and gender.
Any information you give us about your circumstances and why you use our Food Bank.
Any financial information that you provide to us.
Anything you may tell us about you or your family well being or circumstances.
For volunteer applicants:
Contact details for you and your next of kin.
Date of birth and gender.
Information concerning your health and medical conditions.
Details of any criminal convictions.
Our legal grounds for using your information
This section explains the legal basis we rely upon when handling your information as outlined above.
This means we are using your information when it is necessary for our legitimate use. We rely on this ground for many of the ways we use your information. We will only collect and use your personal data if it is necessary for our legitimate interest and so long as its use is balanced, fair and does not unduly impact your rights.
We are required to comply with extra conditions where we handle special categories of personal information. These special categories include revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, genetic information, biometric information, health information, and information about sex life or orientation.
Your personal information may be processed for the legitimate interests of other people such as investigating a complaint. If you object to us using your information where we are relying on our legitimate interests as explained above please contact Communications.email@example.com.
We will collect your personal information from you directly or from anyone that refers you to us. Our legal basis for using this information is a legitimate interest as we wish to respond to your need for help and ensure that we provide it.
Promoting our work
Only if you agree, we will use the personal information that you share with us to help us promote our work. This might include photographs and videos. We will only use your information for this purpose if you have given your consent.
Processing donations of food or money
If you kindly make a food or financial donation we will use your personal information to maintain a record of our supporters. We may use donor names and businesses for promotional purposes, unless anonymity is requested. Our legal basis for this purpose is to fulfil our legitimate interest and fundraising objective. We are legally required by HMRC to collect some personal information if you choose to gift aid your donation.
Volunteer and employee recruitment
In line with our legitimate interest, if you provide us with personal information, such as details in connection with employment or volunteer application, 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.
Sharing personal information
We will only share your personal information if we need to, where someone’s life is at risk or we are required to do so by law. For any employee 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.
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.
Keeping your 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.
In exceptional circumstances we may keep your information for a longer than usual, but we would only do so if we had good reasons and only if we are allowed to do so under data protection law.
We can keep your information for a long time or even indefinitely if we need it for archival records or statistical purposes.
What decisions can you make about your information?
Your rights are:
you can ask for us to delete information we hold about you in certain circumstances e.g. where we no longer need the information;
if information is incorrect you can ask for a correction;
you can ask what information we hold about you and be provided with a copy;
you can ask us to send you certain types of information about you in a format that can be read by computer;
our use of information about you may be restricted sometimes e.g. if you inform us the information is inaccurate we can only use it for limited purposes while we check its accuracy.
Further information and guidance
This notice is to explain how we look after your personal information. Please contact Communications.firstname.lastname@example.org if you would like us to update your information or you would prefer that certain information remains confidential. If you consider that we have not acted properly when using your personal information you can contact the Information Commissioner's Office: ico.org.uk.