Friends for Life Bedfordshire Privacy Notice
This privacy notice tells you what you can expect us to do with your personal information.
Contact details
You can contact us by email at hello@friendsforlife.org.uk
You can contact us by post at 43 Bromham Road, Bedford, MK40 2AA
What information we collect and use, and why
We collect personal data for a number of different purposes. For each of those purposes, the following table provides an overview of how that data is collected, and the types of data that we hold. If you would like more detailed information please contact us.
| Purpose for which data is collected | How the data is collected | The main types of data we collect
|
| Staff recruitment, administration and management | As part of the application and induction process for staff | Name, date of birth, contact information (address, personal email and phone), official identifiers (passport, NI number), diversity information, bank account, references, employment records (e.g. training, appraisal, holiday leave, sickness absence), employment history, skills and experience |
| Volunteer recruitment, administration and management | As part of the application and registration process for volunteers | Personal contact details (address, email, phone), next of kin details, references, information on interests/hobbies and languages spoken, disability and diversity information. |
| Serving our beneficiaries (care home residents) | As part of the process in which care homes make referrals of residents | Personal details of resident (name, date of birth, address), family information, information on interests/hobbies and languages spoken, disability information. |
| Governance of the charity (trustees and members) | As part of the application process for trustees | Name, personal contact information (address, personal email and phone), date of birth, diversity information, employment history, skills and experience |
| Communications, marketing and fundraising | When you make a donation; when you ask about our work | Name, contact details, amount and date of donation, gift aid status |
Our lawful bases for the collection and use of your data
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. We use a number of different lawful bases, depending on the category of personal data concerned:-
- Legitimate interests – we’re collecting or using your information because it enables us to deliver our charitable purposes without causing an undue risk of harm to anyone.
- Consent – you have given permission for us to collect or use of your data.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you
- Legal obligation – we have a legal obligation to hold and process your data. This includes requirements set by our regulators (e.g. Charity Commission)
Your rights
- You have the right to ask us for copies of your personal information
- You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete
- You have the right to ask us to delete your personal information
- You have the right to ask us to limit how we can use your personal information
- You have the right to object to the processing of your personal data
- You have the right to ask that we transfer personal information that you gave us to another organisation, or to you
- When we use consent as our lawful basis you have the right to withdraw your consent at any time
You can find further information regarding your rights on the Information Commissioner’s website (https://ico.org.uk/for-the-public/).
Keeping your data up to date
If there are any changes to your personal data (such as a change of address) please let us know as soon as possible.
From time to time we may contact you to ask you to confirm that your personal data is still accurate.
Keeping your data secure
We have put in place security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
We limit access to your personal data to those individuals who have a business need to know such data. This may include, as applicable, our staff, but also trustees, contractors and other third parties. Third parties will only process your personal data on our instructions and are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breaches and will notify you and any applicable regulator where we are legally required to do so.
How long we keep your data
We will only keep your personal data for as long as is necessary to fulfil the purposes for which we collected it.
We may retain your personal data to satisfy any legal, accounting, or reporting requirements. Where information is required for reporting purposes, our standard retention period is 6 years.
We may anonymise your personal data (so that you can no longer be identified from such data) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Who we share information with
In some circumstances, we may share personal data with the following organisations.
| Personal data of | Staff | Volunteers | Residents | Trustees | Donors |
| Shared with | |||||
| Adult social care | X | ||||
| Care homes | X | ||||
| Charity Commission | X | ||||
| Companies House | X | ||||
| HMRC | X | X | |||
| IT system providers | X | X | X | X | X |
| Payroll provider | X | ||||
| Police | X | ||||
| Ucheck (for DBS check) | X | X | X | ||
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. We will do our best to address and resolve any complaint or concern you may have.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the Information Commissioner’s Office (https://ico.org.uk/make-a-complaint/)
