At the Steve Charles Help a Friend Fund we aim to deal with the data that we hold fairly and lawfully. This information is to provide you with facts about the data held by us, how it is used, and what you can do if you want it deleted.
Personal data on our systems
If you are in our system as a contact, the entry will normally have been created from information provided by you, for example when emailing us enquiring about an application or funding.
From May 25th 2018, anyone contacting the charity will be asked for their expressed consent to be added to our contact list.
If you are a former applicant, someone that has helped us with fundraising and past events we will hold the essential information regarding your transaction for the necessary length of time we need to do so during the ordinary course of business for legitimate charity purposes.
We do not buy contacts lists and we never sell any of the information we hold about people to third parties.
Data is held for the following purposes:
To allow us to identify our applicants and hold records of past applicants
To provide information to applicants and supporters about the services we provide
To be able to carry out our ordinary business which is necessary for our legitimate charity purposes.
To provide certain free advice services to people who have requested to receive them.
To allow us to send information about our services, new services etc to applicants and supporters past and present
Information is mostly contained within our IT systems. All laptops, PCs and mobile devices are password protected and the website is further password protected. Any physical files are held where the general public have no access within lockable cabinets.
Who receives personal data held by the charity
If you have applied for funding your details will be shared with the Trustees of the committee who jointly make decisions on each application. From time to time it may be necessary to contact other organisations that may be able to assist in the application process.
Unsubscribing and coming off our database
If at any point you want to stop receiving information from us, you need only notify us by email to firstname.lastname@example.org and we will remove you from our contact list.
If you want us to actually delete your details from our system, we will in most cases do this to the best of our ability, but note that if you are an applicant that has received funding, we will need to retain your details for legal reasons for a minimum of 7 years from the date of your application. For example, in case we receive an enquiry from HMRC.
Visitors to our websites
When someone visits our website we do not normally make any attempt to find out the identities of those visiting. However, our software allows us to identify applicants who register their full details, which we receive via email.
We use various social media organisations such as Facebook & Twitter in compliance with the relevant organisations own terms and conditions.
We may also use third party providers such as Hootsuite and Tweetsmap to manage some of our social media interaction.
This privacy notice was drafted with clarity in mind. It does not provide exhaustive details of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation where needed.
Data Protection Officer
If you have any questions about how we deal with data in our systems please contact Maria Kemp via email@example.com if you consider that we have not dealt with your data correctly. Please note that you have the right to complain to the Information Commissioners Office at www.ico.org.