Privacy policy

Who We Are

Age UK Devon ("we", "us") is a registered charity providing services and activities across Devon.

We are committed to protecting your privacy, keeping your personal data secure, and using it fairly and lawfully in line with UK data protection legislation (UK GDPR and the Data Protection Act 2018).

The Personal Data We Collect

Depending on the service or activity you participate in, we may collect:

• Name and contact details (address, email, phone number)
• Date of birth (where required)
• Emergency contact information
• Health or accessibility information you choose to provide
• Participation records
• Consent records (including for photography/filming)
• Images or photographs (only with explicit consent)

Lawful Basis for Processing

We process your personal data under the following lawful bases:

• Article 6(1)(a) - Consent: For photography/filming and for optional communications you choose to receive.
• Article 6(1)(b) - Contract: To deliver services and activities you have requested.
• Article 6(1)(f) - Legitimate Interests: For emergency contact details and to ensure your safety and wellbeing during participation; to maintain administrative and quality assurance records.
• Article 9(2)(a) - Explicit Consent: For any health-related information you provide.

How We Use Your Data

We use your information to:

• Provide the services, activities or support you have requested
• Ensure your safety and wellbeing during participation
• Maintain accurate administrative and quality assurance records
• Produce anonymised statistics for Age UK and funders to demonstrate impact
• Facilitate quality audits by Age UK Quality Auditors
• Contact an emergency contact if required
• Use photographs or video for promotional purposes (only where you have explicitly consented)

Emergency contact details are used only in the event of an emergency involving you and are deleted when no longer required.

You may withdraw consent for photography or communications at any time.

Who We Share Your Data With

We will never sell your personal data.

We may share information only where necessary:

• Where safeguarding concerns or risk of harm require us to involve relevant agencies
• Where required by law
• With Age UK and independent auditors for quality checks (where applicable)
• With funders, but only in the form of anonymous statistics

Any sharing is done securely and with appropriate safeguards.

Data Retention

We keep participation forms and related records for six years after your last activity with us.

After this period:

• Paper records are securely shredded
• Digital records are anonymised

Your Rights

You have the right to:

• Access the personal data we hold about you
• Request corrections to inaccurate information
• Request deletion of your data (“right to be forgotten”)
• Withdraw consent at any time
• Restrict how your data is processed
• Request transfer of your data (data portability)
• Object to certain types of processing

To exercise any of these rights, contact us at: Email: info@ageukdevon.org.uk Phone: 0333 241 2340

Post: Age UK Devon, 1 Manaton Court, Matford Business Park, Exeter, EX2 8PF

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we process your data: Phone: 0303 123 1113 Website: www.ico.org.uk

How We Keep Your Data Secure

• All data is stored securely in our Salesforce system in accordance with data protection legislation
• We do not store credit or debit card details
• Payments are processed securely by WorldPay using encrypted systems

Further Information

For more detail on how we protect and use your personal data, you can read our full Privacy Policy at: www.ageuk.org.uk/devon/privacy-polic

Cookies

Cookies are small text files stored on your computer or mobile device when you visit a website. They help the site recognise your device and remember certain information about your visit.

You can find details of the cookies used on the Age UK Devon website in the table below (or link to your cookie table/page as needed).

For more information about cookies, please visit the About Cookies website.