Calton Friends Association

Privacy

Privacy Notice

How the Calton Friends Association collects, uses and protects your personal information.

Contact details

Email:

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

  • Names and contact details
  • Addresses
  • Records of meetings and decisions

We collect or use the following information to receive donations or funding and organise fundraising activities:

  • Names and contact details
  • Addresses

We collect or use the following personal information for service updates or marketing purposes:

  • Names and contact details
  • Addresses
  • Marketing preferences
  • Purchase history
  • Donation history
  • IP addresses
  • Records of consent, where appropriate

We collect or use the following personal information to comply with legal requirements:

  • Name
  • Contact information
  • Any other personal information required to comply with legal obligations
  • Safeguarding information

We collect or use the following personal information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)
  • Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Purchase or service history
  • Information relating to health and safety (including incident investigation details and reports and accident book records)
  • Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

  • Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Recognised legitimate interests — our pre-approved purpose for collecting or using personal information to provide services and goods, including delivery and third party referrals:
    • We need to protect the physical, mental or emotional well-being of people who need extra support, or to protect them from harm or neglect (the ‘safeguarding condition’).

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

  • Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

  • Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Recognised legitimate interests — our pre-approved purpose for collecting or using personal information for dealing with queries, complaints or claims:
    • We need to share personal information with a public authority or another organisation because they need it for their public tasks or official functions (the ‘public task disclosure response condition’).
    • We need to respond to, or deal with, an emergency event or situation (the ‘emergencies condition’).

Where we get personal information from

  • Directly from you
  • Schools, colleges, universities or other education organisations

How long we keep information

If you have provided contact information to join our mailing list, or otherwise have requested communications from us, we will retain your information until you request to be removed (or unsubscribe). To ensure our records are accurate, we also periodically review our lists and may remove your details if our emails consistently bounce or if you have not engaged with our communications for an extended period.

We will retain meeting minutes and other information related to the running and governance of the CFA for a period of ten years.

Who we share information with

To fulfill our objectives we will share information with data processors as necessary. Please contact us to find out more information.

Sharing information outside the UK

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information please contact us using the contact information provided above.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email:

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: ico.org.uk/make-a-complaint