Privacy policy
Who are we
Age UK Northamptonshire is committed to protecting and respecting your privacy and security. Whenever you provide us with your personal information via our website “Site(s)”, we will treat that information in accordance with this policy, our terms and conditions and current UK Data Protection legislation.
By using the Site and any services we offer via our Site, you are agreeing to be bound by this policy.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. This policy may change from time to time, so please check this page periodically.
Age UK Northamptonshire is a registered charity (number 1059995 and company limited by guarantee (number 3294424). The registered address is The William and Patricia Venton Centre, York Road, Northampton NN1 5QJ.
Usually, Age UK Northamptonshire will be the 'controller' of your personal information. This means that we are responsible for deciding how your personal information is used and ensuring that it is used in compliance with applicable data protection law (in conjunction with other parties, where applicable).
If one of our subsidiaries (or another entity) is the relevant controller, this will be explained where appropriate.
How do we collect information from you?
Information you give to us
This could be when you donate, access a service, attend an event, make a telephone call to us, email us, lodge a complaint, send a compliment, attend an event, apply for a job vacancy or voluntary role.
Information given to us indirectly
Your information may be shared with us by third parties, for example where you have consented for them to do so or where there is an agreement/contract in place between us and the third party. These might include:
• fundraising sites such as Just Giving
• subcontractors acting on our behalf who provide us with technical, payment or delivery services, our business partners, advertising networks analytics providers and search information providers.
• Referrals made to us from another organisation or individual, such as your GP, if they think the service would be helpful to you.
You should check any privacy policy provided to you where you give your data to a third party.
Information we get from your use of the website
When you visit the Site, we collect various personal information which may include your name, address, contact details, IP address, and information regarding which pages are accessed and when.
We, like many companies, automatically collect the following information:
• technical information, including the type of device you're using, the IP address, browser and operating system being used to connect your computer to the internet. This information may be used to improve the services we offer.
• information about your visit to this website, for example we collect information about pages you visit and how you navigate the website, i.e. length of visits to certain pages, products and services you viewed and searched for, referral sources (e.g. how you arrived at our website).
We collect and use your personal information by using cookies on our website. Some of these cookies can be enabled/disabled by selecting your preferences in the preference centre you are presented with when first interacting with this site. More information on cookies can be found under the 'Use of Cookies' section below.
When you use social media
When you interact with us on social media platforms such as Facebook and instagram, we may obtain information about you (for example, when you publicly tag us in an event photo). The information we receive will depend on the privacy preferences you have set on those types of platforms. If you interact with us in this way, we encourage you to read the Privacy Policy of the social media platform(s) you use.
As mentioned above, we collect and use your personal information by using cookies, including social media cookies (i.e. third party cookies). We use social media cookies to enhance the functionality of this website and provide you with personalised content (see our Cookie Policy for more information).
What type of information is collected from you? The information we collect, store and use from you may depend on the relationship you have with Age UK Northamptonshire and/or one of our trading and charitable subsidiaries. This might include:
• your name and contact details (including postal address, email address and telephone number)
• your date of birth
• your communications with us, such as call recordings and emails you send. These communications may relate to general enquiries, requests for support or guidance, and complaints or feedback about our activities, products and services.
• your bank or credit card details. If you make a donation online or make a purchase, 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
• information as to whether you are a UK taxpayer so we can claim gift aid
• if you are a successful applicant to volunteer or work for us, we will ask for photographic ID to verify your identity. We may also collect your National Insurance number and information from the Disclosure and Barring Service (DBS) where appropriate.
Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health, ethnicity and religion.
We do not usually collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us to do so.
Where appropriate, we will make it clear why we are collecting this type of information and what it will be used for.
How is your information used?
The purposes for which we use your information may depend on the relationship you have with Age UK Northamptonshire and/or our charitable or trading subsidiaries. We may use your information for a number of different purposes, which may include:
• providing you with the services, products or information you asked for.
• carrying out our obligations under any contracts entered into between you and us
• keeping a record of your relationship with us
• administering your donation or support your fundraising, including processing Gift Aid
• responding to or fulfil any requests, complaints or queries you make to us
• conducting analysis and market research to better understand how we can improve our services, products or information
• analysing the number and type of people who have used our services to demonstrate our impact and apply for funding
• monitoring the interactions we have with our customers, donors and beneficiaries for quality control and compliance purposes to ensure we are delivering the service we and our regulators expect (See ‘Monitoring’ section below)
• to monitor website-use to identify visitor location, guard against disruptive use, monitor website traffic, personalise information which is presented to you and/or to provide you with targeted advertisements
• seeking your views or comments on the services we provide
• notifying you of changes to our services
• sending you communications which you have requested and that may be of interest to you. These may include information about campaigns, fundraising appeals and activities and promotions of goods and services
• communicating with you about the fundraising events you have signed-up for to help us raise important funds for our charitable work.
• administering a legacy, where the charity is potentially the beneficiary of a legacy, we will obtain the names and contact details of executors, a copy of the will, and a grant of probate
• checking donations for the purposes of prevention of fraud or other crime
• processing grant or job applications.
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 wish to set up a Personal Alarm with our preferred partner company), but we will only share the personal information necessary to deliver the service with your permission.
Our trusted third-party product providers provide a range of products and services designed to help people make the most of later life. (e.g. Careline 365 or Evans Paralegal Services Ltd). When you enquire about or purchase one or more of these products, the relevant third-party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered with them. They will be acting as either a joint or independent controller of your information and therefore we advise you to read their Privacy Policy. These third-party product providers will share your information with us which we will use in accordance with this policy.
To view the list of third-party product providers we work with click here
Clients and volunteers
The information provided will be recorded in Charitylog operated by Dizions Ltd (Company Reg SC340502). Their privacy policy is here
We also use Volunteero (Company Reg 12559613). Their privacy policy is here Both Charitylog and Volunteero are secure electronic content-management systems. Dizions and Volunteero staff do not have access to your data unless specifically instructed by Age UK Northamptonshire for technical reasons.
We use Just Giving to process donations. Their privacy policy is here.
We use SumUp to process payments and other donations. Their privacy policy is here.
We use Microsoft Forms for some job applications. Their privacy policy is here
We receive donations via Easy fundraising. Their privacy policy is here.
We may share anonymised information with third parties such as Age UK for statistical purposes.
We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our staff, supporters, customers, users of the website or others. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
Lawful Processing
The GDPR requires us to rely on one or more lawful grounds to process your personal information. The following are the grounds we use:
• consent
• legitimate interest
• contract
We do not sell or rent your information to third parties.
We do not share your information with third parties for marketing purposes.
However, we may disclose your information to third parties in order to achieve the other purposes set out in this policy.
Fundraising and marketing
We do not actively market to, or send fundraising messages to, members of the public who have provided their details via the website, except where they have specifically asked for information to be sent to them.
Your choices
You have the right to opt out of receiving communications from us at any time by contacting access@ageuknorthants.org.uk
You can also change the way we contact you at any time by calling 01604 611200 or emailing access@ageuknorthants.org.uk
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.
Your rights
The GDPR provides the following rights for individuals, which our organisation provides to you:
1. The right to be informed
2. 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. If you would like to do this, please email the data controller via access@ageuknorthants.org.uk
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
You have the right to request to see what information we hold about you, free of charge and within 30 days. If you would like to do this, please contact the data controller on access@ageuknorthants.org.uk
Data will never be disclosed to unauthorised persons.
Anyone whose personal identifying data we hold (the “Data Subject”) has the right to access this personal data. Any individual who wishes to exercise this right, should first make an application in writing stating: “Subject Access Request”. Compliance to any request will be dealt with within a month.
Data subjects are entitled to give written notice to the Data Controller (Age UK Northamptonshire) by emailing access@ageuknorthants.org.uk asking Age UK Northamptonshire to stop processing personal data on the grounds that processing may cause unwarranted damage or distress.
The Information Commissioner’s Officer (ICO) website explains what the rights are.
Keeping your information safe When you give us personal information, we take steps to ensure that it’s treated securely. All data is stored on password protected servers with two factor authentication and our CRM system uses password protection and encryption during data transport.
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
If you use our services while you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services.
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Economic Area (“EEA”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EEA. You should be aware that these countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EEA in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this policy.
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.
Complaints
We welcome feedback, and take seriously all complaints about our work.
If you make a complaint to us, we will collect and use your information to respond to your concerns.
If your complaint relates to an area of our work where we employ a third-party processor or product provider, we may share your personal information with that third party to investigate your concerns.
We will keep a record of your complaint for 7 years from the date that we deem the complaint closed.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
More about Feedback and complaints
Review of this Policy
This policy was last reviewed August 2023. This is kept under regular review and updated where necessary.