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The Bridge (East Midlands)

Privacy Policy

What information do you collect?

The Bridge (East Midlands) may collect the following information, which will be dependent upon whether you are a client accessing our services, a donor or supporter and/or an employee (past, present or prospective):

  • Name
  • Address including postcode
  • Telephone number
  • Date of birth
  • Gender
  • Religion
  • Ethnicity
  • Sexuality
  • National insurance number
  • Details of your housing situation
  • Other details about your personal circumstances
  • Emergency contact details
  • Email address
  • Social media account details
  • Donation amount
  • Type of donation
  • Payroll details (if a payroll giver)
  • Gift aid information
  • Bank account details (for employees only)

There may be certain circumstances where you can respond with ‘I’d rather not say’ when we ask for some information from you; this will usually be when you are accessing a service delivered by The Bridge (East Midlands) and when that information is not necessary for us to be able to provide you with the best possible service.

This information may be collected via:

  • Any paper forms we might ask you to complete
  • Telephone conversations or face-to-face meetings
  • Electronic forms completed on our website
  • Electronic forms completed on third party websites (e.g. Just Giving)
  • Publicly available sources
  • Social media channels (e.g. Twitter, Facebook etc.)

If you visit our website or social media pages, we may collect the following information:

  • Which pages you visit
  • The amount of time you spend on our website
  • Whether you are a new visitor or returning visitor
  • How you came to our website
  • The type of device or browser you used

We may collect this information through the use of cookies. We will ask you to give your permission for us to use cookies when you first arrive on our website. You can read our cookies policy here.

We will let you know before we collect your data whether it is part of a contractual or statutory requirement or obligation, and the possible consequences of you not providing us with the information.

How do you use my information?

Depending upon the purposes, we may process your information on the following legal basis:

  • You have given us your explicit consent
  • To enter into, or perform a contract with you
  • To protect your vital interests
  • For our legitimate business interests or activities as a not-for-profit organisation
  • Where it is necessary to do something in the public interest
  • To comply with the law or other legal obligation

We may use your information for the following reasons, depending on if you are a client, donor or employee:

  • To help you and support you
  • To respond to your enquiries
  • To administer your donation or support, including claiming Gift Aid
  • To further our charitable aims
  • To update you about the work of The Bridge (East Midlands) including newsletters
  • To send you information about specific fundraising appeals or activities – including requests for donations, information about how you can leave us a donation in your will, how you can fundraise on our behalf or attend any events we might be holding
  • As and when required by law

We make it as easy as possible for you to tell us how you would like us to communicate in a way that suits you. Our communications have marketing preferences for which you can opt-in or opt-out of and we will clearly identify these in any correspondence. If you have previously opted-in to receive communication from us and wish to opt-out, you can contact the Brand & Marketing Lead by calling 01509 260500 or by emailing data.controller@thebridge-eastmidlands.org.uk.

If you no longer wish to receive communication from The Bridge (East Midlands), you can use the following methods to let us know:

  • Using the unsubscribe link at the bottom of our emails
  • Telephoning our office on 01509 260500
  • In writing to:

Brand & Marketing Lead

The Bridge (East Midlands)
John Storer House
Ward’s End
Loughborough
Leicestershire
LE11 3HA

Profiling

We may analyse the information you have given to us along with further details about you that we have obtained from public and/or private sources. If we do this, we will make sure it is compliant with UK GDPR. In certain circumstances, we may make use of additional factors such as demographic information and measures of wealth.

We do this to help us to understand why people are motivated to donate to, or become a supporter of, The Bridge (East Midlands) and enable us to create a more accurate picture of who our supporters and donors are. This means we can communicate with our supporters and donors more effectively and to reach out to individuals who may wish to give additional support with a further monetary gift or to volunteer their time/services to support our cause.

We may on occasion use third party suppliers to undertake these activities on our behalf and provide them with your information to the extent required, but this will only be done with your consent and with UK GDPR compliant suppliers.

How do you share my information?

We will not share or sell your information to third parties for the purposes of marketing.

We may allow our suppliers to access or use your personal information to provide a service to you on our behalf, this could include payment processing or for maintaining or supporting our systems. If we do, we will not provide these organisations with any rights to your personal information except to provide services to us and with our strict instructions.

Partner organisations: we may deliver some of our services in partnership with other organisations, both statutory and not-for-profit. We may need to share your information to ensure you receive the best service possible from us.

Associated organisations: we may share data with other homelessness charities or charities which have similar aims to us. The information we share will be anonymised therefore they will not be able to identify you.

Police and social care services: there are some exemptions under data protection law which allow us to share your information without your consent or compel us to share the information due to a legal obligation. This can include the prevention and detection of crime, or to safeguard the welfare, or protect the safety, of vulnerable adults, children and young people.

Organisations who are supportive of our objectives: we may share data with other supportive organisations to further our charitable aims or for fundraising purposes. We only share your information for these reasons and when we have your explicit consent to do so. You have the option to change your mind at any time by contacting us using the details below.

Third party agents: we may share anonymised data with third party agents to help us to improve the services we offer. This could include analytical companies which help us to measure the effectiveness of our services and/or marketing.

How do you protect my information?

We make every effort to ensure that we (and our service providers) keep your information secure, accurate and up to date. Unfortunately, the transferring of information over the internet is never 100% secure. This means you provide information through our website and our social media pages at your own risk.

The Bridge (East Midlands) has additional security measures in place to protect the sensitive personal data we process. We use third party software to record and store your personal and sensitive personal data. These systems can only be accessed by authorised people at The Bridge (East Midlands). We use the following third-party systems/software and we have provided links to their privacy policies:

  • Just Giving
  • PayPal
  • e-Tapestry
  • Ecco Solutions
  • Microsoft Office 365
  • Microsoft SharePoint
  • The INK Group

Access to any system we use is monitored and all of our employees are required to undertake data protection training on a regular basis to refresh and update their knowledge.

How long do you hold my information?

We will retain your information for as long as is necessary to fulfil the purposes in this Notice. There may be occasions where we are required by law, or another legal obligation, to keep your information for longer. Different types of information are held for different lengths of time, all of which are recorded in our Retention of Personal Data Procedure.

For example, we hold information about job applicants for a period of 12 months following the interviews; we hold information about clients accessing our services for a period of 6 years from the 31st March following closure of support. We will not store credit card details following a one-off donation being made to us via our website or third-party site.

You can request that your information is deleted at any time by contacting the Data Protection Lead by calling 01509 260500, by emailing data.controller@thebridge-eastmidlands.org.uk or by writing to us at the address which can be found below.

Do you use cookies?

To improve our website, we use cookies and other similar technology. Cookies are small pieces of information sent to us by your computer or mobile device and stored on your device which allow us to recognise when you next visit.

We will ask you when you visit our website whether you give your consent to the use of cookies.

You can read our full cookie policy here.

What are my personal information rights?

The General Data Protection Regulations (UK GDPR) give individuals the following rights:

The right to be informed: we must tell you how we are going to collect, record and hold your information. Typically, this is done via this privacy notice or we can provide you with more information during a face-to-face meeting.

The right of access: you can ask us to provide you with the information that we may hold about you.

The right to rectification: you can ask us to amend any incorrect information we may hold about you.

The right to erasure: you can ask us to delete your information. There are some circumstances, however, where we might not be able to delete your information, due to legal accountability or legitimate interest.

The right to restrict processing: you can ask us to pause processing your information in some circumstances (e.g. if you are disputing the accuracy of the information we hold about you).

The right to data portability: you can ask us to transfer your information electronically to another organisation, in certain circumstances.

The right to object: you can object to us processing your data in certain circumstances (for example, profiling). If you no longer wish to receive communication from The Bridge (East Midlands), you can use the following methods to let us know:

  • Using the unsubscribe link at the bottom of our emails
  • Telephoning our office on 01509 260500
  • In writing to:

Brand & Marketing Lead
The Bridge (East Midlands)
John Storer House
Wards End
Loughborough
Leicestershire
LE11 3HA

Rights in relation to automated decision making and profiling: you can ask for access to information about the reasoning behind any decisions taken by automated means. You have the right to ask us to review any decision taken by automated means.

All of these rights are free to exercise, and we will aim to respond within one month of your request. You can make any of the above requests at anytime by contacting The Bridge (East Midlands) using the details which can be found below. We will assess your request and respond to you in writing.

What other information do I need to know?

Young people

If you are a young person accessing a service at The Bridge (East Midlands) please refer to this notice.

Children

Some of our services are aimed at children and young people aged 11 to 19. Where possible, we will seek the consent of the parent/guardian, of a child under the age of 16, to collect, record and store the individual’s information. In circumstances where a child is accessing a service confidentially, we will use our professional judgement, whilst having due regard for the Gillick Competency and Fraser Guidelines. If we have a legitimate interest, we will share the personal information if it is in the public interest to do so. We will also lawfully share the information to protect the child from significant harm and to promote the welfare of that child.

Transfers of your personal information

At all times, it is our aim to record and store your information within countries which are subject to the same level of data protection law and rules as the UK, i.e. the EEA. If we need to record and store your information outside of the EEA, we will ensure that the country has data protection laws which are aligned to those of the EEA.

Third party sites

Our website has links to other third-party websites. You should read their privacy policy before giving your information to them. Please see page 4 of this document.

Changes to this privacy notice

We may update this notice from time to time. The latest version will be displayed on our website. If we make significant changes to this notice, we will inform you by email.

Contact us

If you have any questions about this notice, you can contact us at:

Data Protection Lead
The Bridge (East Midlands)
John Storer House
Wards End
Loughborough
Leicestershire
LE11 3HA

Tel: 01509 260500

Email: data.controller@thebridge-eastmidlands.org.uk

Making a complaint

If you have a complaint about the way we have processed your information, you can make a complaint directly to us using the details above, and we will aim to address your concerns. Alternatively, you can direct your complaint to the Information Commissioners Officer by following this link, or to the Charity Commission by following this link.