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OUR PRIVACY POLICY

In line with current regulations covering the handling of personal data, we set out below the ways in which we collect your data and what we do, and don’t do, with it.

 

How We Acquire Personal Data

 

  • Emails – if you use the contact form on our website, we receive it as an email with your contact data in it.  We use Gmail and rely on their security systems to keep the data safe.

  • Forms – in order to volunteer with us, we need to know a little bit about you, your previous relevant experience and which shifts you would like to work on. 

    • For volunteers coming to our volunteer meetings, we use a hard copy paper form. 

    • For those unable to come to the meeting, we may ask you to complete an online form.

 

The data from both types of forms are then added to a simple database – currently in Excel, held in one of the Trustees’ Dropbox accounts, so relying on Dropbox security systems to keep the data safe.  In future, we may move the database to other systems with well-developed built-in security systems (eg, the Wix platform, which we use for our website).

 

The Data We Collect From Volunteers

 

The information we collect is simply to enable us to communicate with you, namely:

  • Your name

  • Your email address

  • Your landline and/or mobile phone number

  • Your address

  • Your age, if you are under 21

You may request, in writing (email, the website contact form or by letter), that your data is removed from our records.  However, if we do not hold contact data from you, we are unable to include you in the project.

 

What We Use Volunteers’ Personal Data For

 

  • We only use your personal data to determine whether we can offer you shifts in the Christmas Care project and then to communicate with you about those shifts and other relevant matters.

  • Normally we archive your data after the Christmas Care project is completed each year.  We may use it to contact you before the following year’s project to encourage you to volunteer again, most especially if you have taken on a specialist or leadership role in the project.

  • We do not share any of your personal information with any other organisation.  We may, very occasionally, use our emailing list to contact you about other projects in Swindon, or nearby, concerning the homeless and other vulnerable people.  But we never pass any of your contact details over to that project.

 

Donors’ Personal Data

 

Christmas Care does not collect any data from donors-in-kind.  We only collect sufficient data from financial donors to enable us to bank their donations, mail/email our acknowledgements and thanks to them and meet our record-keeping obligations under relevant legislation - eg, inter alia, the requirements of the Charity Commission; money laundering and Gift Aid rules. 

 

The data is held on the password-protected desktop computer hard drive of the Treasurer, who is also a Trustee.

 

Privacy Policy Updates

 We reserve the right to modify this privacy policy at any time. Changes and clarifications will take effect immediately upon their posting on this website.