1.1 The purpose of this policy is to explain to you what New Forest Basics Bank (We) do with the personal data we obtain from you or you provide to us in paper form, by email or online.
1.3 For the purpose of the General Data Protection Regulation (GDPR) the data controller is the Trustees for the time being of New Forest Basis Bank of Rear of United Reformed Church, High Street, Lymington SO41 9AG. Our nominated representative is the Secretary.
- How we collect Personal Data
2.1 We will collect and process the following personal data about you:
Information you give us:
- If you are a volunteer or volunteer driver – in our volunteer application form or volunteer driver application form (as the case may be).
- If you are a Trustee – in our trustee nomination form and trustee eligibility declaration.
- If you are a Member – in our application for membership form.
- If you are a referral agency – all information that you provide to us.
- If you are a client – all information about you as provided to us by a referral agency.
- In our “Opt-in/Opt-out letter”.
This information includes but is not limited to: name, address, date of birth, email address, and telephone number;
If you are a volunteer, where appropriate health details which we need to be aware of when organising a volunteering role for you and disclosure of criminal convictions.
If you are a client, information as to any health and food allergies which may affect the type of food that we provide to you.
2.2 We may also collect the following personal data about you, including but not limited to:
- information collected during your volunteering;
- gift aid details;
- bank standing orders
2.4 In order that your personal data held by us remains current, please let us know if any of your personal information changes, such as a change of address.
3 Our lawful basis for processing your personal data
3.1 Where we have a legitimate business interest in processing your data (for details see section 4 below) we do not need your consent for such processing.
3.2 We will ask for your consent to process any of your data that, for the purposes of the GDPR, is in a special category of personal data.
4 What we do with your information
We will use the information you provide in our legitimate interests which include but are not limited to the following: –
4.1 To carry out our aims and objects.
4.2 To perform our duties.
4.3 To communication with you.
4.4 To record any contact we have with you.
4.5 To carry out research on the demographics of our clients and supporters to help us gain a better understanding of them and to enable us to improve our service. This research may be carried out internally by our volunteers or we may ask another company to do this work for us.
4.6 In the prevention or detection of fraud or abuse of our website and to enable third parties to carry out technical, logistical and other functions on our behalf.
4.7 If you are a volunteer, volunteer driver or trustee – Recruitment, personnel, records and communication; and
Special category data regarding:
4.7.1 health – will be used for recruitment personnel and health and safety; and
4.7.2 criminal convictions – will be used for recruitment, and personnel.
4.8 If you are a member –
- Fulfilling your requests – such as processing your applications for membership, and provision of information including newsletters;
- Contacting you regarding our work and events;
- Processing donations or other payments and verifying financial transactions;
- Administering the gift aid scheme and making returns to HMRC;
- Identifying visitors and contributors;
4.9 If you are a referral agency –
- Fulfilling your requests to deliver food parcels and/or discretionary financial grants to clients;
- Keeping records;
4.10 If you are a client –
- To deliver food parcels;
- Consider and administer the making of discretionary grants, if any;
- Special category data regarding health and food allergies will be used in making up food parcels.
5 Sharing your information
5.1 We may share your information for any of these purposes with: –
- Our referral agencies;
- Our third-party organisers of volunteer drivers;
5.2 We may share your information with a third-party where:
- There is a perceived risk to life;
- There is a perceived likelihood of harm;
- There is a statutory requirement;
- We have a duty to disclose your personal data to comply with a legal obligation or to protect our rights, property or safety of our volunteers, trustees, members, referral agencies or clients; or
- For the purposes of protection against fraud.
5.3 We will never sell or share your information with other organisations to use for their own purposes.
5.4 We have a moral obligation to inform Social Services and/or the police if we believe someone has been or is being neglected or abused.
6 Storing your information
6.1 Your personal data in electronic format is stored on our computer system or where appropriate our website hosting provider and in paper format is stored at our premises and in either format at the homes of our Trustees and authorised volunteers.
6.2 Personal data collected from you will not be transferred to or stored at a destination outside the European Economic Area.
7 Retention of personal data
7.1 We will keep personal data for as long as is necessary for the purpose (including satisfying any legal accounting or reporting requirements) or otherwise deemed appropriate.
8 Your rights
8.1 You have the right to request details of the information that we hold about you and the uses to which it is put, which is known as a Subject Access Request. To make a request please contact us at firstname.lastname@example.org or at the address given in 1.3 above.
8.2 You have the following rights under the GDPR:
- The right to request rectification of information that is inaccurate or out of date;
- The right to erasure of your information (known as “right to be forgotten”)
- The right to restrict the way in which we are dealing with and using your information; and
- The right to request that your information be provided to you in a format that is secure and suitable for re-use (known as the “rights to portability”).
- The right to object to:
processing based on our legitimate interests;
direct marketing; and
processing for the purposes of scientific or historical research and statistics.
To exercise any of these rights you should contact us at email@example.com or at the address given in 1.3 above
9 Withdrawing consent
9.1 When you have provided your consent (as mentioned in paragraph 3.2 above or in our “Opt-in/opt-out letter” or otherwise) to the collection, processing and transfer of your personal data for specific purposes, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent please contact us at firstname.lastname@example.org or at the address given in 1.3 above.
Approved and adopted by the Trustees of New Forest Basics Bank on: 23rd March 2018