To view or put in a request for copies of our policies please contact firstname.lastname@example.org
2. Important Information and Who We Are
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk).We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
It is important that the personal data we hold about you is accurate and current.Please keep us informed if your personal data changes during your relationship with us.
3. Data Processing
3.1 THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified.It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
-Identity data includes name, marital status, title, date of birth and gender
-Contact data includes address, email address and telephone number
-Financial data includes bank account and payment card details
-Transaction data include details about payments made from you and other details of services you have purchased from us
-Profile data includes services accessed by you, your interests, preferences, feedback and survey responses
-Usage data include information about how you use our website and services
-Marketing and communications data includes your preferences in receiving marketing from us and your communication preferences.
The law imposes additional requirements over certain categories of personal data, such as information about health, which are known as “Special Categories of Personal Data”.If you provide us with Special Categories of Personal Data, we will only use this information to provide you with the services or information requested or to exercise our rights in relation to agreements or contracts or where it is required and authorised by law.We will not use this information for any other purpose without seeking your consent.You may provide us with information about others, but you must ensure that they are happy for us to be provided with this information.We may need separate consent from them but will discuss this with you if this applies.
3.2 IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law or under the terms of an agreement that we have with you, and you fail to provide the information requested, we may not be able to perform that contract.In this situation, we may need to cancel a service but we will notify you if this is the case.
3.3 HOW IS YOUR PERSONAL DATA COLLECTED
We use different methods to collect data from and about you:
-Direct interactions: such as you filling in a form, verbally giving data or corresponding with us such as applying for our services or requesting to go on our mailing list.
-Third parties or publicly available sources: we may receive personal data about you from third parties [SUCH AS SOCIAL WORKERS WHEN ASKED TO PROVIDE PA SERVICES, TEACHERS AND OTHERS AS REFERRALS]
-On feedback forms or surveys
3.4 HOW WE USE YOUR PERSONAL DATA
We only use your personal data when permitted to do so.Most commonly, we use your personal data in the following ways:
-To provide you with our services safely
-To provide you with information about the services that we provide
-To share fundraising details and enable you to take part in a prize draws or raffles
-To deal with your feedback on our services.We may ask you to participate in surveys.
-To process your donations or payments
-If we are working with other agencies in connection with the services that we are providing to you, we may be required to provide them with information to enable them to provide the service to you
-To contact you in emergencies
-In cases of child protection
We use your personal data so that we can provide services for you and as necessary for our legitimate interests.You can ask us to stop sending you marketing messages about future services at any time by emailing us at email@example.com
We do not transfer your data outside the UK.
3.5 DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.We limit access to your personal data to those employees, agents and third parties who have a business need to know.They will only process your personal data on our instructions and are subject to a duty of confidentiality.We have put in place procedures to deal with any suspected data personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
3.6 DATA RETENTION
We only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for any legal, regulatory, tax or reporting requirements.We may retain your personal data for a longer period in the event of a complaint.
4. Your Legal Rights
You have certain rights under data protection laws in relation to your personal data:
Right to request access to your data – you can ask for a copy of your personal data we hold about you and to check that we are lawfully processing it.
Right to request correction of your data – you can ask us to correct information that is inaccurate or to complete information that is incomplete.We may need to verify the accuracy of the new data you provide to us.
Erasure: you have the right to ask us to delete your personal data where there is no good reason for us continuing to process it, or if you have successfully exercised your right to object to processing.Please note that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Right to restrict processing of your personal data: you can suspend our processing of your data, for example if you want to establish the accuracy of the data or where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
Object to processing of your personal data – you can withdraw your consent to our processing of your data where we are relying on a legitimate interest or those of a third party and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.In some cases we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Right to transfer of your data – you can ask that we transfer your data to a third party.We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine readable format.
If you wish to exercise any of these rights, please contact the data privacy manager.You will not have to pay a fee to access your personal data or to exercise any of the other rights.However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.Alternative, we could refuse to comply with your request in these circumstances.
4.2 WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help us confirm your identity and ensure your right to exercise your rights.This is a security measure to ensure that personal data is not disclosed to any person who does not have the right to receive it.We may also contact you to ask for further information in relation to your request to speed up our response.
4.3 TIME LIMIT TO RESPOND
We try to comply with all legitimate requests within one month.Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests.In this case we will notify you and keep you updated.