Privacy Policy

The Chichester Diocesan Association for Family Support Work is committed to protecting your personal information and being transparent about what information we hold. This policy is designed to give you a clear explanation about how we collect and use the personal information you provide to us and ensure that we are honest and clear about your privacy and personal information at all times.

Who we are

In our policies, ‘we’, ‘us’ and ‘our’ refers to Chichester Diocesan Association for Family Support Work. We also use the acronyms CDAFSW and FSW. We are a registered charity no. 285337. Chichester Diocesan Association for Family Support Work is a company limited by guarantee no. 1648903. Our registered office is Garton House, 22 Stanford Avenue, Brighton BN1 6AA. We are registered with the Information Commissioner’s Office as a Data Controller under registration reference for all of our activities. We are registered with the Fundraising Regulator and follow their best practice code: Code of Fundraising Practice.

Your acceptance of the policy and our right to change it

By using our websites, social media pages, services or providing your information to us, we will collect and use your information in the way(s) set out in this policy. If you do not agree with this policy, please do not use our sites, social media pages or services.

We may make changes to this policy from time to time. If we do so, we will post the changes on this page and they will apply from the time we post them. This policy was last updated on 26/06/2018 to update our information about email marketing.

What is personal data?

Personal data is information that can be used to help identify an individual, such as name, address, phone number or email address. Some categories of data are more sensitive, which is known as personal sensitive data or special category data, including health information. Non-personal data is data that can’t identify you personally, but can provide us with information to improve our services.

Policy overview

It’s important that you read our policy in full but to help guide you if you don’t have time right now, here is a quick summary:

  • We collect information that can be personal data, sensitive personal data or non-personal data.
  • We collect information about the people we support, our supporters, funders, volunteers and employees.
  • We collect information to provide services or goods, to provide information, to fundraise for our work, for administration, research, profiling and analysis to better understand our supporters and for the prevention or detection of crime.
  • We only collect the information that we need or that helps us to provide the best possible service and fulfil our charitable aims and objectives.
  • We do our utmost to keep personal information secure, including SSL technology (secure server software) on all of our websites and storing data on a secure database.
  • We never share your data with another company or charity for their marketing or commercial purposes.
  • We only share data where we are required by law or with carefully selected suppliers and trusted partners who do work for us, for example, a mailing house to send out our newsletter (currently MailChimp). All our partners are required by their contract with us to treat your data as carefully as we do, to only use it as instructed and to allow us to check they do this.
  • Our websites use cookies so we can give you a personalised website experience.

Our full policy

This policy applies to all the websites we operate, our use of emails and any other methods we use for collecting information. It covers what we collect and why, what we do with your information, what we won’t do with your information and what rights you have.

What we collect

We collect information when you interact with us in order to build a true picture of the impact and reach of our work.

We collect three kinds of information

1.Personal information. We will ask you for information in order to provide you with the services requested, for example to send you information or process a donation.

  1. Sensitive personal information or special category data. For the families that we work with we will ask you for information about the issues that you face as a family, for example health or financial information, so that we can provide you with relevant information and support or in order to support you. We only collect this information with your consent.

Under 16s

We are committed to protecting the privacy of the young people that engage with us. If you are under 16 and would like to get involved, please ensure you have consent from a parent or guardian before you provide your personal information to us. We do not send any marketing communications direct to children under 16. For members of the families that we work with we take consent from the responsible adult but will only share the information where there is a legal reason to do so to ensure the compliance with law or safeguarding.

How we collect

We collect information about you in the following ways:

Information you give to us directly, for example when you:

  • Sign up to take part in or attend one of our fundraising or support events
  • Make a donation or tell us about your fundraising plans
  • Request information from our services team or agree to a referral form being submitted on your behalf
  • Contact our Information and Support Team, when you may choose to provide details, including details of a personal nature in particular about you or someone else’s health
  • Join our closed Facebook support groups
  • Choose to share your story with us
  • Take part in surveys, questionnaires or get involved with our campaigns
  • Volunteer with us or apply to work with us
  • Sign up to our e-newsletter
  • Contact us or become involved with us in any other way not listed above.

Information from third parties

We may also receive information about you from third parties if you have given them permission to share this information and indicated that you wish to support Chichester Diocesan Association for Family Support Work, for example, if you set up a fundraising page for us with JustGiving,.

If you have been named as the Executor on a Will, we may receive your details in order to administer a Gift left to us in that Will

 

Your debit and credit cards

If you use your credit or debit card to donate to us, pay for a registration or make a purchase over the phone, we will ensure this is done securely and in accordance with the Payment Card Industry Data Security Standard. We do not store your credit or debit card details at all following the completion of your transaction. All card details are securely destroyed once the payment or donation has been processed.

How we use your data

We will mainly use the information we collect about you to:

  • Provide you with the services, products or information you asked for.
  • Administer your donation or support your fundraising, including submitting your details to HMRC to claim Gift Aid if applicable.
  • Administer your participation in an event.
  • Keep you up-to-date with the impact of your support and to ask for financial and non-financial support.
  • Support and further our mission, for example if you have shared your story or given us consent to use your photo, we may use this in marketing or promotional materials.
  • Carry out any obligations arising from any contracts entered into by you and us.
  • Process a job or volunteering application.

Keeping a record of your relationship with us

We record contact we have with you, so we have a clear understanding of our relationship, how you’ve supported us or have been supported by us in the past. We may also collect and retain your information if you send us feedback about our services, give us a compliment or make a complaint.

Understanding how we can improve our services, events, products or information

We believe it’s important to make sure that all of our services are the very best they can be, which is why we evaluate them. Once you’ve used one of our services, taken part in an event, received information or bought a product, we may get in touch to ask you about your experience. You don’t have to take part but it’s really valuable to help us improve in the future.

Understanding our supporters and working more effectively

We are committed to providing everyone who gets in touch with us with the very best experience, providing you with timely and relevant communications and using our resources effectively.

To do this, we may use profiling techniques to provide us with general information about you, which may include geographic, demographic or other information relating to you to better understand your interests and preferences. Our employees, using publicly available data or information that you have already provided to us, compile this information.

Publicly available information may include information found in places such as Companies House, the Charity Commission, LinkedIn, listed Directorships, typical earnings in a given area or published in the media.

By doing this it allows us to understand the background of the people who support us and helps us to make the right requests. Importantly, it helps us to raise more funds, sooner, and more cost-effectively, than we otherwise would.

Communicating with you

If you have provided us with your postal address we may send you direct mail, including our printed newsletter, which will include updates on our work and the information and support services we offer. We may also contact you about fundraising, events and trading. We do not ask for consent to write or call you about these things, because, as a charity, each of these activities is fundamental to how we work, so we have a legitimate interest to contact you. However, you will also have an option to opt-out of receiving marketing communications by post or phone.

We will only send you marketing communications by email if you have consented to receive these. You can unsubscribe at any time by clicking on the link in the email. Our mass email service allows us to track who has opened our e-newsletter and what links have been clicked on. This allows us to monitor what information is most useful to improve our content and information in future.

Storing your data

When you give us your details, you agree to us recording your details on our secure database, so we can provide you with the best possible service every time you contact us. We hold your personal information for as long as required to provide you with the information or services you have requested, to administer your relationship with us, to inform our supporters’ preferences, to comply with the law or to ensure we do not communicate with people who no longer wish to hear from us.

Chichester Diocesan Association for Family Support Work holds its data on a secure database which is hosted in the EU. Access to this system is limited.

Chichester Diocesan Association for Family Support Work digital files are stored on a terminal server hosted by Bluecube Technology Solutions at a data centre in the UK. Access to this data centre is restricted.

Our third party suppliers store data in the EU, with the following exceptions:

Where we engage with organisations outside of the EU, we will endeavour to ensure that the processing of your data is subject to appropriate security measures. All of our current suppliers adhere to the EU-US Privacy Shield – you can find out more: https://www.privacyshield.gov/welcome

Paper records are stored on premises at our offices. These offices are securely locked when no members of staff are present and access is restricted and monitored during the working day.

Remote workers store current files in locked filing cabinet, with archived materials returned to Garton House.

In line with the principles defined in the Data Protection Act 2018 and the General Data Protection Regulation, Chichester Diocesan Association for Family Support Work will ensure that personal data will be processed in ways that are:

  • Lawful, fair and transparent
  • Collected for specific explicit and legitimate purposes
  • Adequate, relevant and limited
  • Accurate and up-to-date
  • Not kept for longer than necessary
  • Secure

Your details will be kept securely and only shared with trusted suppliers who enable us to deliver our charitable objectives, for example, distribution of our newsletter or if required to by law, i.e. with the police or a regulatory body. At all times we remain legally responsible for your data. We never share your data with any third parties for their own marketing or commercial purposes, including charities.

Keeping your information up to date

Where possible we may use publicly available sources to keep your records up-to-date, for example, the Post Office’s National Change of Address database and the National Bereavement Register. However, we really appreciate it if you let us know if your contact details or circumstances change. Just contact us at admin@familysupportwork.org.uk and we will update our records.

How to change the way we contact you

Your personal preferences and keeping your data accurate is of utmost importance to us.

If at any stage you do not want to hear from us or want to update your details, you can email admin@familysupportwork.org.uk call us on 01273 832963 or write to us at CDA Family Support Work, Garton House, 22 Stanford Avenue Brighton BN1 6AA

You can also now register your details with the Fundraising Preference Service if you want to tell us through the Fundraising Regulator that you would prefer us not to contact you.

Any marketing email we send you will contain information about how to unsubscribe from email marketing communications. During any phone conversation you have with us, please feel free to let us know how you prefer to be contacted.

How to find out what information we hold about you.

Any person whose personal information is held or processed by Chichester Diocesan Association for Family Support Work has the right to know:

  • What information we hold about them.
  • How to gain access to this information.
  • How to keep it up to date.
  • What the charity is doing to comply with the Data Protection Act 1998 and EU General Data Protection Regulation.

Individuals have a right to access certain personal data being kept about them, either physically or digitally. Anyone who wishes to exercise this right should apply, in writing, to the The Director’s PA at the address above. The Charity will respond within one month, providing that the request includes appropriate contact details, proof of identity from the individual and we can validate the request.

If you are unhappy at any time about the way we process your personal information, please contact the Data Protection Officer at the address above, who will investigate your concerns.