We want all of our volunteers, donors and supporters to feel confident and comfortable we are collecting and storing personal data in line with all relevant legislation. The following statement will outline how we use and process your data.
We are committed to treating you with respect and openness and will make the following promises to you;-
- We will ensure your information is stored securely in line with all relevant legislation
- You are in control of how we communicate with you and can make changes with us at any time
- We will not sell your data to any third party for marketing purposes
- We will not swap your data with any third parties
- We will train our staff to manage your information in line with regulation, ensure only the relevant people have access
- We will pass on your details to trusted partners for the fulfilment or some areas of our business (including newsletters). All partners have been check and comply with General Data Protection Regulations
- Any credit or debit card payments made will be kept secure, encrypted and comply with Payment Card Industry Data Security Standard.
Who are we?
The processing of your personal data is carried out by or on behalf of the Stevenage Haven. (Registered Charity No. 1064495).
FAO – Data Protection Lead
6 Ditchmore Lane
Telephone – 01438 354 884
How and when information will we collect?
When you freely give us your information
We will process and collect your data when your directly and freely give us the information. This could be when registering as a service user, volunteer, donor, job applicant or when signing up for an event or campaign, or making a complaint. This includes when you telephone us, visit our website, or get in touch through the post, by email or direct message on social media channels.
When you indirectly give us your information
When you interact with on some social media platforms (such as Twitter, Facebook and Linkedin) we may receive some information about you. This will be dependent on your privacy settings within these channels and can be changed/ updated within these platforms.
Via selected 3rd party partners
We will receive some data (where you have opted in) from some our 3rd party partners. These include CAF, Just Giving, Virgin Money Giving and pay pal. Please refere to these organisation directly to understand their privacy rules.
What information we will collect?
We will only collect information that is relevant to you experience with the Stevenage Haven
This may include;
- Telephone number
- Email address
- Contact references
- Bank/ credit card details (if setting up a regular payment/ donation)
- Taxpayer status (for Gift Aid)
- Date of Birth/ Age/ Gender/ health conditions (only where relevant)
- We may also gather any other relevant information you share with us that might be relevant to tour relationship with us. These include hobbies, employer details and anything else you freely give and might find relevant.
- Some sensitive information including health conditions, criminal background and anything relevant to your residency (for service users only)
We will store all of your data in line with General Data Protection Regulations.
When we will contact you?
We will respect your data and will only contact you with information you might find relevant/ interesting – you will have the opportunity to opt out at any time. Information we may contact you include;-
- To provide you with information about our services, new projects and innovations relations to our service
- To provide you with information about volunteering opportunities at initiatives available at both or our sites (Hitchin and Stevenage)
- To promote and inform you of fundraising initiatives (including events and campaigns)
- To provide you with information about key resources we need and donations we are looking for
- To process donations, we may receive from you
- To contact you in relation to your role as a volunteer
- For administrative and internal auditing processes (including processing donations etc)
- To gather feedback on the work we are doing and how we might be able to improve
We may participate in Facebook’s ‘Custom Audience’ program, which enables us to display adverts to our existing supporters when they visit Facebook. We may provide your email address, mobile number and address to Facebook, so they can determine whether you are a registered account holder with them. Our adverts may then appear when you access Facebook.
Your data is sent in an encrypted format that is deleted by Facebook if it does not match with a Facebook account.
The new GDPR legislation has improved your rights. We will consider any right you wish to exercise and do our best to comply. These new rights fall into the following categories:
Sharing your information
We will never sell or share your information with any other organisation for marketing purposes. We will only share your information:
If we are required to do so by law
For our partners to provide services we cannot deliver inhouse, such mailing houses or IT specialists. We only choose partners we can trust who abide by the requirements of the Data Protection Act
The right to be informed – How your information is stored and used
The right of access – A Subject Access Request
The right to rectification – Correcting any information deemed incorrect
The right to erasure – Removal from database
The right to restrict processing – Permission to store but not to process data
The right to data portability - It allows you to move, copy or transfer personal data easily
The right to object – Example; processing based on legitimate interests
Rights to automated decision making – The right NOT to be subject to a decision
Please follow the link - Find out more from the ICO – for full details.
Right to complain
You also have the right to complain by contacting the Information Commissioner’s Office directly
You may change your mind about the permission you have given us to use your personal information at any time. Simply email us at email@example.com or write to as at the below address.
FAO – Data Protection Lead
6 Ditchmore Lane
If you believe that any information we are holding on you is incorrect or incomplete, please write or e-mail us as soon as possible to the above address. We will correct any information which was found to be incorrect promptly.
If you have any questions or concerns about this Privacy Statement, or would like to receive a printed version, please email firstname.lastname@example.org or call us on 01438 354 884.