Privacy Policy

The General Data Protection Regulation (GDPR), which came into force in May 2018, is concerned with the personal information about you that we collect, store, and share. This page details our GDPR policy. 

Please take a minute to read through this statement of legal and ethical requirements of practice regarding data protection and transparency of information storage and usage.

HOW AND WHAT INFORMATION IS COLLECTED. 

The following is collected from either from the online enquiry form or the initial application on our first meeting. The information is then stored in a secure location in accordance with our data protection policy.

Name, Gender (or preferred identity), Age, Date of Birth, Address, Telephone/SMS number (plus permission to send SMS & leave voice message), All social media preferences and Email address, relevant history to aid volunteering or work role, physical, mental or social difficulties, medical needs, guardian or mentor details and emergency contact details.

SECURE STORAGE

Your personal information is stored securely and confidentially only access given to the staff that need to be aware of the information. The data collected is used due to a legitimate interest to enable effective communication during your time with our charity. It is used in a safe and ethical manner and is in line with EU General Data Protection Regulations (GDPR) May 2018.

  • Paper: Application process, Equal Opportunity forms, work record and supervision notes.
  • Direct Electronic Communication: Your telephone number may be stored in our SMS or WhatsApp app should we exchange messages this way. A record of any electronic correspondence will also be held by the relevant service which may include Email, SMS, WhatsApp, Facebook Messenger, or other similar platforms. Please see the privacy policy of the service you are using to communicate with us to find out how this data is handled.
  • Social media: Your consent will be sought for involvement in all our social media taking into account personal preferences for each field, where you will initiate access and contact our charity. You can request in writing for your photograph to be made non identifiable or removed at any time.
  • Website: None of your personal information is stored on our website, the email being forwarded immediately to our info account for the purposes of our initial contact. All photographs, blog and vlogs will be consented to via an initial application process and annual review.

SHARING INFORMATION

It may become necessary to share your data with a third party if we feel you, or someone else close to you, is at risk of significant harm. Unless the risk is imminent, this will be discussed with you before appropriate disclosure. We do have a legal obligation to break confidentiality in compliance with a court order, concerns over child protection and information or knowledge regarding fraud, drug trafficking or acts of terrorism.

RIGHT TO ACCESS

You have the right to ask for a copy of your personal information, in an electronic or paper format. You also have the right to ask us to amend or change any incorrect information about you. This will be provided within one month of receipt of a written request.

RIGHT TO ERASURE

You have the right to ask us to erase any information that I hold about you. This includes your personal information that is no longer relevant to original charitable purposes, or if you wish to withdraw consent. In all cases and when considering such requests, these rights are obligatory unless it is information that we have a legal obligation to retain.

INFORMED CONSENT AND AGREEMENT

You will be asked to sign a summary of this policy to confirm that you have read it and agree with the recording and handling of your personal information during our initial session to confirm you are happy with the way your personal information is being collected, stored and used.

CONCERNS

If you have any concerns about this privacy policy, please contact us using the email facility on the website at: www.chestnutcommunityevents.org.uk/get-involved