Data Protection Policy covering:
The Personal Data of the Service Users, Volunteers, Trustees, and Supporters of Lord’s Larder Food Bank Chard. Charity No. 1174334
Please note this Policy is available to anyone who requests a copy
What is Personal Data?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data in the UK is governed by the General Data Protection Regulation (the “GDPR”) and the data Protection Act 2018
Who we are and what we need
Lord’s Larder Food Bank is a community group established to benefit the lives of people in need (“service users”) in Chard.
Lord’s Larder Food Bank is the ‘Data Controller’ of the personal data provided to us. Our contact details are given below. This means we decide how any personal data is processed and for what purpose.
Lord’s Larder Food Bank complies with its obligations under the GDPR by keeping personal data up to date; 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.
The Lord’s Larder Food Bank is registered as a Charitable Incorporated Organisation (CIO) with the Charities Commission Number 1174334. Currently, The Lord’s Larder Food Bank host and control our finances, including our financial records and the reclaiming of gift aid donations. The Lord’s Larder is therefore the data controller of the personal data provided by individual donors.
Service Users:
Personal data held includes name, mailing and email address, phone number, food preferences and the number of family members. This information is only retained while we are providing food or goods to the service user. For further information see page 3
Volunteers : Only basic personal data is held, specifically name, mailing and email address and phone number and is retained for as long as volunteer status remains. See also pages 3 & 4.
Trustees: Name, age, address, email and phone numbers are held and the date of trusteeship is retained and kept for one year after completing the term/s of office. See also page 4
Financial donors: Where a donor wishes to give by the HMRC Gift Aid scheme the name and address are retained for up to five years. If the donation is not gift aided then only the name of donor and the amount given is retained. See also page 4.
We use personal data for the following purposes:
a) to enable us to provide a voluntary food bank service for the benefit of service users in Lord’s Larder;
b) to communicate if there is a particular partnership relationship with Lord’s Larder Food Bank, for example in funding projects, referring clients to our services or receiving referrals from us;
c) to administer trustee and membership records;
d) to fundraise and promote the interests of the Food Bank;
e) to manage our volunteers;
f) to maintain our own accounts and records, including the processing of gift aid applications;
g) to inform all of news, events, activities, services and fund-raising activities which may be of interest;
h) to contact individuals via surveys, to conduct research about their opinions of current services or potential new services that may be offered.
The legal basis for processing personal data
Data is processed under the conditions of Article 6, 1(f) of the UK GDPR whereby processing is ‘necessary for the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject’.
Lord’s Larder Food Bank processes data concerning service users to ensure that they receive the correct level of support and to liaise with the agency that made the referral if necessary.
Lord’s Larder Food Bank processes data for the purposes of keeping its supporters informed about the work of the organisation, its various projects, and the people whose lives are impacted by them. It is in the legitimate interests of Lord’s Larder Food Bank to keep supporters up to date with our activities, encourage volunteering, encourage financial support and food donations.
What we do with the data
All personal data will be treated as strictly confidential, and all the personal data we process is processed by our volunteers. No third parties have access to personal data unless the law allows them to do so. We will only share data with third parties with the person’s consent.
Rights of personnel whose data we hold
There are a number of rights under Data Protection legislation:
1. Right to know what data we hold
All personnel have a right to know what personal data we hold.
Personnel can ask if we have any other data which is not covered by this Data Privacy Statement.
2. Right to have a copy of the data we hold
Personnel can ask for a copy of the data we hold. This is called a “subject access request”.
If a “subject access request” is made we can give a copy of all the data.
We will do this within one month. If it helps, we will give the data in a computer file.
3. Right to object
Personnel can object if they think we are using data in the wrong way, and can also object if it is thought we don’t have “lawful grounds” for using it.
We will give a statement explaining why we use the data and explaining the “lawful grounds”.
If still not happy, a complaint can be made to the Information Commissioner’s Office.
If we find we are using data in the wrong way, we will stop immediately.
4. Right to have the data corrected
If there is a mistake in the data, please tell us. There is a right to have it corrected.
We may need to check what is the correct data, but will put right any mistakes as soon as possible.
5. Right to be forgotten
We promise to remove data after six years. There is a right for this to happen, because we don’t need to keep data any longer than six years.
Finally, if anything happened to data that could be a risk to any person, then all personnel will be advised.
Further processing
If we wish to use personal data for a new purpose, not covered by this Data Protection Notice, then we will provide a new notice explaining this new use prior to commencing the process. Where and whenever necessary, we will seek prior consent to the new process.
Changes to this Data Protection policy are under regular review and we will place any updates on our website.
Our contact details
To exercise all the relevant rights, queries, or complaints please in the first instance contact the Chair of the Lord’s Larder Chard Trustees at Forefront Community Centre, 42 Fore Street, Chard. TA20 1QA
Phone: 07542 498366 or 01460 66080
If settlement of any comment or complaint is not obtained from the Chair of Lord’s Larder Chard then the Information Commissioners Office should be contacted on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Additional information on personal data and lawful use
Service users
For a service user, the data we collect and hold includes name, home address, telephone number, and emergency contact. Our lawful basis for collecting and processing this information is to allow us to fulfil our contractual obligation in providing a service.
We may also ask for some basic information about health, access and support needs to ensure the service we are providing is appropriate and tailored to one’s needs. Our lawful basis for collecting and processing this information is also to fulfil our contractual obligation. Processing is necessary to provide a social care service.
We may also ask permission to take, store and use photographs of service users taken during the course of service delivery for the purposes of service promotion or evaluation. Our lawful basis for collecting and processing this data is consent. At the time of providing consent, we will ensure notification of how we plan to use the photographs and how long we plan to continue using them.
From time to time, we may ask how our services have helped. This is for the purpose of service evaluation and to allow us to improve our services. This information will only be gathered with consent.
All service user data is stored electronically on our membership database, accessed only by approved staff and volunteers. Hard copy referral forms are stored in locked cabinets with restricted access to keys.
Details will be removed immediately upon cessation of membership, unless appropriate and justifiable reason exists to retain for a limited period. An example of a justifiable reason may be the need to reconcile accounts following the end of service; this may take a number of weeks to complete.
Volunteers
For a volunteer, the data we collect and hold includes name, home address, telephone number, email address. Our lawful basis for collecting and processing this information is to allow us to fulfil our contractual obligation of volunteer employment.
We may ask for basic information about health, access and support needs relevant to the volunteering role. This information allows us to assess the suitability of the role to the volunteer and to put in place any appropriate support that will help them conduct the role. Our lawful basis for collecting and processing this information is also to fulfil our contractual obligation. Processing is necessary for assessing work capability.
We may also ask permission to take, file and use photographs of volunteers taken during the course of service delivery or while involved in other activities, such as training or volunteer meetings. Our lawful basis for collecting and processing this data is consent. At the time of providing consent, we will ensure the volunteers are notified of how we plan to use the photographs and how long we expect to hold them for promotional or service evaluation purposes.
All volunteer data is stored electronically on a database, accessed only by approved staff and volunteers. Hard copy referral forms are stored in local offices in locked cabinets with restricted access to keys.
Details will be removed immediately upon cessation of volunteering, unless appropriate and justifiable reason exists to retain for a limited period. An example of a justifiable reason might be an expressed uncertainty around the possibility of returning to the volunteer role after a short break.
Trustees
For a trustee, the data we hold includes name, home address, telephone number, email address, date of birth. Our lawful basis for collecting and processing this information is to comply with our legal obligations in relation to charity law.
Donors & Supporters
For a donor, the data we hold includes name, home address, donation method, donation amounts, and Gift Aid eligibility. If not a tax payer then name and amount donated together with the date of the gift will be filed. Our lawful basis for collecting and processing this information is consent.
All donor data is stored in hard copy or electronically on a donor database, accessed only by approved staff and volunteers.
This policy should be reviewed every two years
Charity Number 1174334