Rhan Bwyd Llangollen Food Share is a data controller but claims exemption from registering with the UK Information Commissioner’s Office because it is a small non-profit organisation. We are still required by law to comply with all data protection legislation including GDPR.
We are registered with the Charity Commission. Our registration number is 1204420.
Our contact details are:
Address: 36c Castle Street, Llangollen, LL20 8RT
Telephone: 07538 894449
email address: info@llangollenfoodshare.org.uk
We are committed to complying with privacy and data protection laws and being transparent about how we use personal data.
We have policies, procedures and training in place to help our people understand their dataprotection responsibilities and follow the principles of data protection.
We ensure that our staff and volunteers understand and carry out their responsibilities under the data protection laws.
We have a nominated member of staff who serves as our Data Protection Lead. If you have any questions regarding our Privacy Policy, please email info@llangollenfoodshare.org.uk.
This privacy policy relates to personal information that we collect and use.
How we collect personal information
We may collect your personal information from you directly when you:
● communicate with us for any reason, by post, telephone, text, email or via our website
● make a donation
● visit the food share
● participate in a survey or research
● work or make an application to work or volunteer for us
● agree to help us promote our work
● interact with us as a supplier, contractor, consultant or in any other capacity.
We may also collect personal information about you from other organisations. For example,
from a referral agency like a doctor’s surgery, when you are referred to us.
The personal information that we collect
We only collect personal information that we genuinely need.
This may include:
● Contact details such as name, address, email address and phone numbers
● Date of birth and gender
● Nationality
● Any information that you give us relating to your circumstances and why you use the food share
● Financial information that you provide to us, for example, when making a donation
● For job and volunteer applicants:
– your bank account details, tax and residency status
– references from previous employers or educational institutions
– contact details for your family members and next of kin
– qualifications
– information concerning your health and medical conditions
– details of criminal convictions.
Our legal basis for processing personal information
Our legal basis for processing personal information is usually for our legitimate interests, or your consent, or for the performance of a contract or to meet our legal obligations.
We may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced and does not unduly impact your rights.
We will ask you to opt in to receiving marketing emails and text messages from us. You can unsubscribe from this at any time.
Usually, we will only process sensitive personal data if we have your explicit consent. In extreme situations, we may share your personal details if we believe someone’s life is at risk.
We may process personal information because it is necessary for the performance of a contract to which you are a party (or to take steps at your request prior to entering a contract), or because we are legally obliged to do so, for example to meet employment or charity laws.
Why we collect personal information
We collect and use personal information about people who use the food share, supporters, job applicants and volunteers for a number of reasons.
Assisting people that use food share – We collect personal information from you directly if you have to use the food share, or via an organisation that refers you to us. Our legal basis for using this information is legitimate interest as we wish to respond to your need for help, and ensure that we are providing help when and where it is most needed.
Developing relationships with supporters – Our work is made possible because of the generosity of our supporters. We need a good understanding of our supporters so that we can communicate with them effectively and appropriately. We will only send you marketing communications via email or text where you have opted in to receiving them. You can unsubscribe from receiving these communications at any time by emailing info@llangollenfoodshare.org.uk
Processing donations – If you kindly make a donation to us (of food or money), we will use your personal information to collect your donation and maintain a record of our supporters. Our legal basis for using your personal information for this purpose is to fulfil our legitimate interest and fundraising objective. We are legally required by HMRC to collect some personal information if you choose to ‘gift aid’ your financial donation.
Promoting our work – We will use personal information that you share with us if you agree to help us promote our work. This might include photographs and videos. For example, we may use your information in case studies and stories that we publish or share with the media. We will only use your information for this purpose if you have given your consent for us to do so.
Carrying out surveys and research – If you choose to take part in one of our surveys, we will use the personal information that you provide to process the results of the survey and undertake analysis. Survey results are anonymised before being shared or published.
Employee and volunteer administration and development – We will process personal information of our employees to fulfil our contract with them, and to meet our legal obligations as an employer. This includes payroll processing and the provision of training. We are required by law to share some financial information with the HMRC. We may also need to share some personal information with other organisations, for example solicitors, pension providers. Where you volunteer with us, we collect personal information to support the administration of your volunteering activity. Our legal basis for processing volunteers’ personal information is our legitimate interest or to meet our legal obligations.
Recruitment – If you provide us with information about yourself, such as a resume or curriculum vitae, in connection with a job or volunteer application or enquiry, we may use this information to process your enquiry. We will not store this information for any purpose other than that relating to your application. Our legal basis for using your information in this way is for our legitimate interest.
Undertaking safeguarding activities including DBS checks – When necessary, we process relevant personal information about employees and volunteers for safeguarding purposes. This might include undertaking DBS and other checks to identify any criminal and other activity we need to be aware of. It may be necessary to share some personal information with relevant authorities such as the police. Our legal basis for this processing is to meet our legal obligations.
Processing expenses – We will use your personal information including your bank account details to process expense claims. Our legal basis for using your information for this is for the performance of a contract.
Governance – We process relevant personal information about existing and potential trustee members for governance purposes. This might include undertaking DBS and other checks to identify any criminal and other activity we need to be aware of to ensure that we select appropriate trustees. Our legal basis for this processing is to meet our legal obligations with the Charity Commission and Companies House.
Sharing personal information
We will only share your personal information where we need to, where someone’s life is at risk or we are required to do so by law.
We may also share your information with our bank to process a payment; our professional advisers (such as our legal advisers) where it is necessary to obtain their advice; and our IT support and data storage providers.
Where required, we will process personal information to comply with our legal obligations. In this respect we may share your personal data to comply with subject access requests; tax legislation; for the prevention and detection of crime; and to assist the police and other competent authorities with investigations including criminal and safeguarding investigations.
Transferring personal data outside of the EEA
At present we do not send personal information outside of the EEA. In the future we may use a supplier that hosts servers in another country, for example in the United States. Where we need to transfer personal information to countries or jurisdictions outside the EEA, we ensure they have a similar standard of data protection law in place to that of the UK. We put in place appropriate contracts and agreements with third parties to ensure an appropriate level of data protection and security.
Cookies and aggregate information collected from our website
We use cookies on our website to store information about how you use our website. A cookie is a piece of data stored on the user’s computer tied to information about the user. This enables us to make navigation easier and direct you to information that best corresponds to your interests and country.
Aggregate information is collected from users using Google Analytics. This information
includes users’ Internet Protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time of visit, number of clicks, error pages and number of unique visits. This information is not linked to personal profiles or to personally identifiable information provided by users. We use it to analyse visitor trends and use of our website, administer the website and to gather broad demographic information of our website users.
Your rights
If you no longer wish to receive communications about products and services from us, please email info@llangollenfoodshare.org.uk
You can also unsubscribe at any time to emails that we may send to you about the products and services that we think will be of interest to you. A link to unsubscribe from all direct marketing will be included in any communications.
You also have the right to:
● Ask us for copies of your personal information.
● Tell us to change or correct your personal information if it is incomplete or inaccurate.
● Ask us to restrict our processing of your personal data or to delete your personal data
if there is no compelling reason for us to continue using or holding this information.
● Receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, so that you can send it to another organisation.
● Object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a disproportionate impact on you.
For all requests please email us at info@llangollenfoodshare.org.uk. We will respond to your request within 28 days.
Please note that we may be entitled to refuse requests where exceptions apply, for example, if we have reason to believe that the personal data we hold is accurate or we can show our processing is necessary for a lawful purpose set out in this Privacy Policy.
How long we keep your personal information
We will hold your personal information only for as long as is necessary. We will not retain your personal information if it is no longer required. In some circumstances, we may legally be required to retain your personal information, for example for finance, employment or audit purposes. We have in place a personal data retention schedule which sets out how long we keep your personal information for. Please email us at info@llangollenfoodshare.org if you wish to see our personal data retention schedule.
Changes to this policy
This Privacy Policy may change from time to time. We recommend that you please visit this webpage periodically to keep up to date with the changes in our Privacy Policy.
Making a complaint to the Information Commissioner’s Office
If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is: 0303 123 1113.
Rhan Bwyd Llangollen Food Share – 19th October 2023
Please support Llangollen Food Share by giving a donation.