Privacy Policy
Introduction
Age Concern Chelmsford understands that your privacy is important to you and we care about how your personal data is used. We respect and value the privacy of all of those we collect personal data from and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
In accordance with the General Data Protection Regulations (GDPR), we have implemented this privacy notice to inform you of the types of data we process about you. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.
What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/670) (the “GDPR”) as “any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier”.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name, and contact details, but it also covers less obvious information, such as identification numbers, electronic location data and other online identifiers.
Who is Age Concern Chelmsford?
Age Concern Chelmsford is a registered charity, no 213702.
Address: 17 Cottage Place, Chelmsford, Essex, CM1 1NL
Data Protection Officer: Ian Heard
Email Address: ageconchelmsford@gmail.com
Who do we collect data from?
We will collect data from:
- Employees
- Trustees
- Volunteers
- Members of the charity
- Sub-contractors
- Traders and businesses
- Customers
- Service users
- General public
Where you are under a statutory obligation to provide us with data, we will inform you of this at the time we ask you for the data.
Why do we collect data from you?
We will collect data from you in order to make sure that we:
- Fulfil our legal obligations under employment and charity law
- Manage any contractual relationship with you efficiently
- Communicate with you about our activities and services in a timely and efficient manner. These activities and services form part of our charitable objectives.
How do we collect Personal Data from you?
We obtain information about you when you use our website, for example, when you communicate with us to make a donation, book our hall, register for an event we are organising or ask us to provide you with information about our products and services.
When you interact with us on social media platforms such as Facebook we may obtain information about you (for example, when you publicly tag us in an event photo). The information we receive will depend on the privacy preferences you have set on those types of platforms.
What type of Personal Data is collected from you?
The personal information we collect might include the following, depending on what information you choose to provide:
- Name
- Address
- Email Address
- Telephone Number
- Organisation Name
- Job Title
- Information about your preferences and interests
If you have agreed to receive marketing and promotional information from us, we will send that out to you using your preferred contact method. We will not use the information you gave us to find out more about you.
Your Personal Data may be kept within our secure IT system. We do not sell, rent or donate your information to third parties and we do not share your information with third parties for marketing purposes.
The GDPR requires us to rely on one or more lawful grounds to process your personal information. The following are the grounds we use:
- Consent
- Legitimate Interests
How is your Personal Data used?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it.
We may use your Personal Data to:
- Provide you with any necessary care when participating in activities in Age Concern.
- Process a donation that you have made
- Notify you of changes to our services
- Send you communications which you have requested and that may be of interest to you. These may include information about campaigns, events, products and services, and publications.
We review our retention periods for personal information annually, and will retain data for up to seven years unless deletion is requested by the individual concerned. We are legally required to hold some types of information to fulfill our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us. This is to ensure that we have a record of what we did in the event of a complaint or legal claim.
You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
Links to other websites
Our website may contain links to other websites run by other organisations. This policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access those using links from our website.
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the privacy policy of that third party site.
16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
Vulnerable Circumstances
We are committed to protecting vulnerable supporters, customers and volunteers, and appreciate that additional care may be needed when we use their personal information. In recognition of this, we observe good practice guidelines in our interactions with vulnerable people.
Your Rights Under GDPR
GDPR provides the following rights for individuals, which are:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
A full explanation of these rights can be obtained from the Information Commissioner’s website.
How can you access your Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it. This is known as a “subject access request”. All subject access requests should be made in writing and sent to the following email or address:
Postal Address: Data Officer, Age Concern Chelmsford, 17 Cottage Place, Chelmsford, Essex CM1 1NL
Email Address: ageconchelmsford@gmail.com
We will respond to your subject access request within twenty working days of receiving it. We will provide full details of your personal data that we hold within Age Concern Chelmsford.
How do you “opt-out” or change details of your Personal Data?
You can “opt-out” or change details to your personal data, at any time. This can be done in writing and sent to the following email or address:
Postal Address: Data Officer, Age Concern Chelmsford, 17 Cottage Place, Chelmsford, Essex CM1 1NL
Email Address: ageconchelmsford@gmail.com
We will respond to your written request within twenty working days of receiving it, confirming that we have adhered to your wish.
How to make a formal complaint regarding your Personal Data
If you want to make a formal complaint regarding your Personal Data, this can be done in writing and sent to the following email or address:
Postal Address: Data Officer, Age Concern Chelmsford, 17 Cottage Place, Chelmsford, Essex CM1 1NL
Email Address: ageconchelmsford@gmail.com
We will respond to your written request within twenty working days of receiving it, confirming that we have adhered to your wish.
If you want to make a formal complaint to the Information Commissioner’s Office then you can do so by calling 0303 123 1113, emailing casework@ico.org.uk, or writing to:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Changes to this Privacy Notice
We may change the Privacy Notice from time to time. This may be required if, for example, if the law changes, or if we change our business in a way that affects personal data permission.
Any changes will be made available on our website.
