The policy may be altered from time to time to comply with any changes in the way the data protection rules are interpreted and to ensure compliance with charity law and guidance.
ACCLAHC is a registered charity in England and Wales (1171748) working in the London Borough of Lewisham to provide a volunteer-powered community library service in parallel with a range of classes, activities and services to meet the needs of the community of Catford. ACCLAHC respects all personal data shared with us by our service users and contacts in line with their wishes. We aim to be clear when we collect any personal information or data such as names, addresses, email contacts, and we will not do anything which members and contacts would not reasonably expect. The following policy sets out how we will use any personal information as service users and contacts engage with us whether online or offline.
Our policy reflects our duties under the General Data Protection Regulations (GDPR) to use information fairly, to ensure it is keep securely, to ensure it is accurate and up to date, and that it is disposed of safely if this is requested / required.
By joining ACCLAHC we ask service users to provide basic information including name, postal address, online contact (email). Holding this information means we can keep service users informed of activities, events and can also track who are our service users.
How we gather information and data
We collect information in the following ways:
- When it is given to ACCLAHC directly:
People who wish to become ACCLAHC service users to support and be engaged in our work most closely will provide us with information in order to receive our newsletters and other occasional information, and to participate in events, to donate to our work or to communicate with us.
People may also give us their details at meetings and other events where we take written details of names, postal address, email addresses and more.
- When it is provided to ACCLAHC indirectly:
Information may also be shared with us by fundraising sites such as JustGiving, if service users, supporters and contacts choose to use such means to donate, but this will only result in ACCLAHC seeing the contact’s details which have been consented to being providing.
Contacts’ information may also be shared with us by other parties where the contacts have opted in to sharing their information with those other organisations.
We do not collect any personal and tracking data via social media platforms such as Facebook, Instagram, Twitter or WhatsApp.
We do not use Google Analytics to monitor traffic levels, search queries and visits to our website.
What personal data do we collect
The type and quantity of information we collect and how we use it depends on why service users and contacts are providing it.
If you join ACCLAHC as a service user, sign-up to receive information from ACCLAHC or make a donation to ACCLAHC, we may collect:
- Your name
- Your contact details – postal address, email address, telephone number, social media details
If you take part in a ACCLAHC event or activity we may ask you for information to ensure we can record how many people are participating for use in reporting to funders and other organisations which may wish to know about ACCLAHC’s effectiveness and engagement.
Depending on the event, this information may include all or some of the following:
- Your name
- Your contact details
- Emergency contact details
- Access needs and any allergies or dietary requirements
- Issues relating to disability or autism
Where it is appropriate (and you have the right to decline to give this information) we may also ask for:
- The reason for donating to ACCLAHC. This is not a mandatory question and contacts need only answer this where they are comfortable with disclosing this to ACCLAHC.
- Information on gender or ethnicity – this is often sought by any funders to help in reporting on how their funds are used and how effective ACCLAHC is as an organisation.
How we use the data
We will mainly use your data to:
- Provide service users and contacts with information about our activities and events
- Promote our work, projects and activities
- Administer the financial support (donations, etc) including processing any Gift Aid consents
- Retain a record of a service user / donor / other contact’s relationship with us, such as duration of membership
- To say ‘thank you’ for involvement and support
- To ensure we know how service users and contacts prefer to be contacted
- To help us to identify and report on who is engaging with our work – such information is often requested by funders and others interested in ACCLAHC’s work
- Understand how we can improve our work, events, activities and information provision to service users and contacts.
With consent, we will contact service users and contacts to let them know about regular activities, progress and plans and where we may also require help and support to achieve our charitable aims and objectives, and, if necessary, to request support and / or financial support.
We aim for our communications to be personal, relevant and timely.
We will never share or sell personal details to third parties.
Changing your preferences
We will make it easy for service users and contacts to tell us how they want to be communicated and reached, in way suitable to them.
We include information on how to opt out when we send you any information.
If service users and contacts wish to decide to stop hearing from us they can let us know by contacting us at: email@example.com
How we keep your data safe and who has access
We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are encrypted and our network is protected and routinely monitored.
We undertake regular reviews of who can access information we hold to ensure that it is only accessible by appropriately designated managers and volunteer managers who understand the rules on data protection.
We will only ever share data about our service users and contacts if we have received explicit and informed consent to do so from those individuals concerned.
Keeping your information up to date
We appreciate service users and contacts keeping us informed of any changes in their contact details.
Service users and contacts have the right to ask us to stop processing their personal data, and if it is not necessary for the purpose for which it was provided (e.g. processing a donation) we will do so.
Contact us at firstname.lastname@example.org if you have any concerns.
Service users and contacts have a right to ask for a copy of the information we hold about them and should contact email@example.com if this is required.
If there are any discrepancies in the information we provide, we request that service users and contacts let us know and we will correct them.
If service users and contacts want to access the information we hold send a description of the information you want to see and proof of your identity to our postal address: 103-105 Torridon Road, London SE6 1RQ.
NOTE: We do not accept these requests by email in order to ensure that we only provide personal data to the right person.
Changes to this policy
If significant changes are made in the way we treat the personal information we hold, we will make this clear on the ACCLAHC website and / or by contacting service users and contacts directly.