This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.
This policy refers to Age UK Bradford District – a charity registered at the Charity Commission (Charity Number 1025961)
How do we collect information from you?
Information you give to us
We may collect and store information about you when you interact with us. For example, this could be when you:
- support our work through a donation;
- access a service;
- attend an event;
- submit an enquiry;
- give us feedback;
- make a complaint;
- apply for a job;
- register as a volunteer;
- enter into a contract with us;
- are captured on CCTV recording
Information we get from your use of the website
When you visit our website we collect various personal information which may include your name, address, contact details, IP address, and information regarding which pages are accessed and when.
When you indirectly give us information
When you interact with us on social media platforms such as Facebook, WhatsApp, Twitter or LinkedIn we may also obtain some personal information about you. The information we receive will depend on the privacy preferences you have set on each platform and the privacy policies of each platform. To change your settings on these platforms, please refer to their privacy notices.
What type of information do we collect from you?
Data protection law recognises that certain types of personal information are more sensitive. This is known as 'sensitive' or 'special category' personal information and covers information revealing racial or ethnic origin, religious or philosophical beliefs and political opinions, trade union membership, genetic or biometric data, information concerning health or data concerning a person's sex life or sexual orientation.
Sensitive information will only be collected where necessary, for example, we may need to collect health information from you to deliver a person-centred service as a client, volunteer or member of staff. We may also use anonymised information from the above to monitor the reach of our services and provide evidence to funders to help us plan our services.
If you make a donation online your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions.
How do we use your information?
We may use your information to:
- process a donation that you have made;
- provide a service e.g. home visit, request for advice;
- seek your views or comments on the services we provide;
- notify you of changes to our services;
- send you communications which you have requested and may be of interest to you;
- process a job or volunteer application;
- carry out our obligations arising from any contracts entered into between you and us;
- ensure personal safety where we reasonably think that there is a risk of serious harm or abuse to you or someone else;
- prevent crime and keep our people and the public safe by recording your image on CCTV.
- Audio or video recording maybe used to provide a contemporaneous and accurate record that can be shared with participants
How long is your information kept for?
We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes).
We review our retention periods on a regular basis.
If you would like to know more about how long we hold your personal data for – please email us on firstname.lastname@example.org.
Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
It may be necessary to pass your information to a third party in order to process a service (e.g. when you make a donation), but we will only share the personal information necessary to deliver the service.
We will comply with requests where disclosure is required by law, for example, we may disclose your personal information to the government for tax investigation purposes, or to law enforcement agencies for the prevention and detection of crime. We may also share your information with the emergency services or the local authority safeguarding team if we reasonably think there is a risk of serious harm or abuse to you or someone else.
In some cases, for example when providing reports to funders, some of your data may shared. This will be done in a way that you can not be identified from it unless you have given explicit consent.
Transfer of your information to third parties
However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
Data protection law requires us to rely on one or more lawful grounds to process your personal information. The following are the grounds we use:
Specific consent: where you have given us consent to use your personal information in a certain way, such as to send you an email, or make a referral to another organisation.
Performance of a contract: where it is necessary as part of a contract to which you are a party.
Legal obligation: so that we can comply with a legal or regulatory obligation, for example where we are ordered by a court or regulatory authority like the Charity Commission or Fundraising Regulator.
Vital interests: where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual at one of our groups), or a safeguarding issue.
Legitimate interests: where it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).
We consider our legitimate interests to be running Age UK as a charitable organisation in pursuit of our aims and ideals. For example to:
- send postal communications which we think will be of interest to you;
- monitor who we deal with to protect the charity against fraud, money laundering and other risks;
- enhance, modify, personalise or otherwise improve our services / communications for the benefit of our clients.
When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).
We also have a legitimate business interest to ask for data such as diversity monitoring information and your thoughts and opinions about our services which we use to improve how we do things.
When we use sensitive personal information, we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law (for example, if we need to process it for employment, social security or social protection purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).
Fundraising and Marketing
We will not send requests for fundraising but may send information about events and activities that we are running if you have given us consent to do this. We will only do this via the channels you have asked us to.
You have the right to opt out of receiving communications from us at any time.
You can also change the way we contact you at any time.
You can do this by calling 01274 391190 or by emailing email@example.com
In order to opt you out of receiving communications, it is necessary to retain some of your details to ensure we don’t contact you again in future. Your details will only be used for this purpose.
The GDPR provides the following rights for individuals, which our organisation provides to you:
- The right to be informed
We communicate what we do with your information through this policy and our consent forms. Our staff and volunteers will also inform you verbally what information we are holding and why.
- The right of access
You have the right to request to see what information we hold about you, free of charge and within 30 days from the receipt of a written request and copies of identification documents.
If you would like to do this, please complete a copy of our request form and send it along with copies of two separate identification documents which provide photo identification and confirm your address, such as a passport, driving license, or utility bill.
Please also provide any additional information that is relevant to the nature of your contact with us, as this will help us to locate your records.
You can send us the documents via post to:
Age UK Bradford District, 75 Wrose Road, Wrose, BD18 1HX
Alternatively email a copy of the form along with scans or photos of your two forms of identification to: firstname.lastname@example.org.
If you need a paper copy of the form, or support to complete the form, then please contact us on 01274 391190 or email email@example.com.
- The right to rectification
If you think that any personal information we hold about you is incorrect then please contact us on 01274 391190 or email firstname.lastname@example.org.
We will correct any errors within one month of you notifying us. Please note, there are some circumstances where we can refuse a request.
- The right to erasure
You have the right to ask us to erase all personal data we hold about you. Requests can be made in writing or verbally to a member of staff. This request will be passed to our Office Manager and we will respond within one month of the request. There are some circumstances where we can refuse a request. In many cases we will anonymise that information, rather than delete it.
- The right to restrict processing
As an alternative to deleting your data you can talk to us about limiting the way(s) we can use your data.
- The right to data portability
If we are processing your data under the lawful grounds of consent or contract, and doing this electronically, then you can ask us share with other services and providers. This does not include data held in paper files.
- The right to object
You have the right to object to processing your data where we are using your personal information (1) based on legitimate interests, (2) for direct marketing or (3) for statistical/research purposes.
If you have previously given us consent you have the right to change your mind at any time.
If we are processing your data under legitimate interests you have the right to ask us not to.
Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office, https://ico.org.uk/
Keeping your information up to date
We take reasonable steps to ensure your information is accurate and up to date.
We really appreciate it if you let us know when your contact details change.
In order to verify a legacy, we may use publicly available sources to identify deceased records.
Keeping your information safe
When you give us personal information we will take steps to ensure that it’s treated securely.
- We minimise the paper records that we hold;
- Any paper records which contain personal data are held securely and disposed of securely once they are no longer required;
- If we need to share personal data, e.g. to make a referral, we will only share the information we need to;
- Any electronic files containing personal data will be encrypted or password protected before they are shared;
- We limit access to information;
- Ensure our staff and volunteers have appropriate training.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
If you use your credit or debit card to donate to us, buy something or make a booking online, we pass your card details securely to our payment processing partners. We do this in accordance with industry standards and do not store the details on our website.
However, please be aware that there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.
Links to other websites
Our website may contain links to other websites run by other organisations. This policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access them using links from our website.
16 or under
If you are aged 16 or under‚ please get your parent / guardian's permission beforehand whenever you provide us with personal information.
Transferring your information outside of Europe
We will not transfer your information outside of Europe.
If you would like more information, or have any questions about this policy, to make a formal complaint about our approach to data protection, or raise privacy concerns please contact us on 01274 391190 or by email email@example.com.
If you are not happy with the response you receive you can raise your concern with the relevant statutory body:
Information Commissioner’s Office