What type of information we have
We currently collect and process the following information:
- Your name, address, email, phone number, groups you attend and information regarding the support we are giving.
- Consent for gift aid if a donor.
- Photographs and videos of individuals and groups
How we get the information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- because you have told us you would like to be kept up to date with news from Shine.
- Because you attend Shine for groups and support.
- because you have told us you would like to volunteer for or participate in a Shine project
- because you are employed by Shine
- because you have made a donation to Shine and provided your details via a gift aid declaration.
- Because you have told us you are happy for us to use photographs or video of you or your children for publicity purposes.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- Explicit consent of the data subject (i.e. the individual to whom the data relates) so that we can keep you informed about news, events, activities and services and for publicity purposes. You are able to remove your consent at any time. You can do this by contacting email@example.com
- Processing is necessary for carrying out legal obligations, for example in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement.
- Processing is necessary for our legitimate interests or the legitimate interests of a third party, for example our safeguarding work to protect children and adults at risk.
- Processing is necessary for the performance of a contract with you, or to take steps to enter into a contract e.g. processing your data in connection with your participation in a project.
What we do with the information we have
Shine complies with its obligations under the GDPR by keeping personal data up to date and secure; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: –
- To fundraise and promote the interests of the Shine.
- To report to funders and donors.
- To manage our employees and volunteers.
- To maintain our own accounts and records and process a donation that you have made (including the processing of gift aid applications).
- To inform you of news, events, activities and services run by Shine.
- To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults at risk of harm or neglect are provided with safe environments;
- To deliver Shine’s mission to our community, and to carry out any other voluntary or charitable activities for the benefit of the public as provided for in the constitutions and statutory framework of the data controller.
- To seek your views or comments.
- To send you communications which you have requested and that may be of interest to you, these may include information about campaigns, appeals and other fundraising activities.
- To process a grant or application for a role.
How we store your information
Your information is securely stored digitally, and paper ‘welcome forms’ and paper-based gift aid declarations are stored in a locked filing cabinet.
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.
Our Website – Third-party links
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at firstname.lastname@example.org or c/o 48 Newton Street, Bradford BD5 7BH if you wish to make a request.
How to complain
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
SHINE’s GDPR Officer is the Operations Manager, Louise Mann
Address: c/o 48 Newton Street, Bradford BD5 7BH.
Phone Number: 01274 738490