Privacy Notice – Sanctuary Kirklees
We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.
When we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with the General Data Protection Regulation (GDPR) 2018.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
- PEOPLE WHO USE OUR SERVICES
When you request access to our Clothing Services support, we will collect the following information from you on a referral form:
- Name
- Address
- Gender
- Clothing sizes
- Age
- Nationality
- Level of English
- Dependent Family Member Names and ages
Why do we collect this data?
This information is collected with your consent. It is also in our legitimate interests to, so that we can provide you with a good service and achieve our organisation objectives. The information you provide enables is to offer a tailored service that meets your needs. We also monitor and analyse information about people accessing our support so we can improve our support services,
How long do we keep this information?
We review all client personal data annually to ensure that it is still accurate. If you haven’t accessed our service after 12 months we will delete your data by shredding or electronic deletion.
Who can see this information?
Only Sanctuary Kirklees staff and certain approved volunteers can access this information. We do not share your information with third parties without your permission, apart from when required to do so by law.
- PEOPLE WHO VOLUNTEER WITH US
When you apply to Volunteer with us we collect the following data about you on an application form:
- Name
- Address
- Telephone number
- Email address
We also collect other information during your volunteering. This will include: Your emergency contacts, additional needs you may have, your training needs, your progress and any feedback you many have. We also record any accidents, complaints or issues.
Why do we collect this data?
This information is collected with your consent. It is also in our legitimate interests so that we can offer you a high quality volunteering experience and deliver a high quality service.
How long do we keep this information?
We will hold this information in line with recommended practice. Volunteer applications are deleted 6 months after your application is submitted, or if you go on to volunteer we will retain your details for up to 12 months after you finish volunteering with us. Any record relating to an upheld complaint about a volunteer will be retained for 6 years from the date they leave (safeguarding issues will be kept for 100 years). After that time your details will then be destroyed by shredding and/or deletion.
Who can see this information?
Only Sanctuary Kirklees staff can access this information. We do not share your information with third parties without your permission, apart from when required to do so by law.
- PHOTOGRAPHS
We use photographs and videos to help us promote our services in a positive way. This may include photographs of individuals or groups at our events or service delivery. We will always obtain written consent from you if you are clearly identifiable, using our photo consent form.
How long do we keep photographs?
Consent will be valid for five years from the date consent is given at which point we will ask you for consent again for continued use of the image(s)/words. Otherwise they will be deleted as far as is practical, see below.
WHERE DO WE STORE INFORMATION ABOUT YOU?
Your information is securely stored. If is is in digital format it will be held on a password protected device. If it is in paper format it will be stored in a lockable filing cabinet, unless it is an address required for delivery in which case it will be destroyed safely as soon as the delivery has been made.
HOW CAN I ACCESS MY DATA?
You have a right to access the personal information we hold on you, and to ask us to correct or remove any inaccurate information. To request a copy of the personal information we hold on you, please contact:
Email: [email protected]
Or write to: The Sanctuary Clothing Project, c/o Huddersfield Quaker Meeting House, Church Street, Paddock, Huddersfield HD1 4TR
YOUR RIGHTS
Data protection regulations give you clear rights over how your data is used by us. You can find out more detail about your rights and how to report a concern or complain by visiting the Information Commissioner’s Office website: https://ico.org.uk/