How we collect, store and dispose of data.
This policy is aimed at those Individuals who interact with the YES charity but does not apply to the personal information of YES’s students, clients, or staff.
YES is committed to protecting personal information and this policy is intended to provide you with clear information as to how we might collect, use and protect your personal information and most importantly how you still have control over your personal information!
We are required to provide you with the information in this Privacy Notice under applicable law which includes (but is not limited to):
the UK version of the General Data Protection Regulation (EU) 2016/679 which is part of UK law by virtue of the European Union Withdrawal Act 2018 (the “GDPR”), and the Data Protection Act 2018; and the Privacy and Electronic Communications (EC Directive) Regulations 2003
The processing of your personal information is carried out by or on behalf of YES which is a company incorporated in the United Kingdom with the company number of: 03251475 and a charity registered in England with a charity number of: 1058420.
Know your rights
The data protection legislation gives you the right to:
- request access to personal information held by YES about you.
- have any inaccuracies corrected.
- ‘be forgotten’. You can ask for your personal information to be erased.
- restrict our processing of your personal information
- object to our processing of your personal information.
YES’s Data Protection Officer: David Sollis
9 Trinity Street, Colchester, CO1 1JN
01206 710771 or email@example.com
Information Commissioner’s Office
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
0303 123 1113 or firstname.lastname@example.org
What information might YES collect?
When you engage with us by phone, mail, in person or online, we may collect information about you (referred to in this Privacy Notice as ‘personal information’). This may include:
- email address
- telephone number
- date of birth
- job title and details of your education, qualifications and career
- why you are interested in YES
- other information relating to you personally which you may choose to provide to us such as diversity information.
- Information you provide if you report a problem
- Records of correspondence between us
Please note that the above list of categories is not exhaustive and may be subject to change.
When might my information be collected?
Personal information is often shared without you even realising. Below are some examples of when you might share information with Renew and how we might collect and store this. For example, when you:
- get in touch with us via phone, on email or by another method of communication
- support our work through a donation
- fundraise for us
- register to attend an event or visit one of our sites
- share information with us
- tell us your story
- submit an enquiry to us
- register for or use our services
- participate in our training
- give us feedback
- make a complaint
- apply for a job
- register for a Counselling Placement
- enter into a contract of service with us
- when you interact with us on social media platforms such as Facebook, Twitter or LinkedIn.
- The information we receive will depend on the privacy preferences you have set on each platform you use
- visit our website, for example the pages you visit and how you navigate the site.
- when you give permission to other parties to share it with us
- give permission for an independent event organiser to do so; for example, the London Marathon or fundraising sites like Just Giving.
These independent third parties will only do so when you have indicated that you wish to support YES and only with your prior consent
Why is my personal information needed?
YES may use your personal information for the following purposes:
- Donation processing: We will process your personal information to administer any one-off or on-going donations you make and claim Gift Aid, where appropriate.
- Responding to a request or enquiry: If you contact us with a request or a query, we may use your personal information to provide you with a response or look into your query.
- Fundraising or direct marketing: We may send you marketing information about YES such as, details of our Advent or Lent appeals, fundraising events, CPD or training course. We will send this information to you via email or post.
- Monitoring and Evaluating: We may use your information to improve our current or future delivery of our services. Diversity information may be collected and this information used for reporting needs but all reports will be anonymised.
- Processing an application: We will process and retain, your personal information where you have sent it to us on an application form or in a CV or email, we would do this to either evaluate your suitability, respond to you and/or take steps towards you working on a placement, volunteering, or contracting with YES.
- Transactional purposes: We will need to use your personal information to carry out our obligations arising from any contracts, entered into, between you and us for goods or services, for example, processing your order.
- Using our website: We may use your personal information to help provide you with access to our website, personalise your experience, and improve and develop it further.
- Counselling Placements: Should you become a counsellor with us, we will need your personal information to provide you with an offer and fulfil all statutory checks appropriate to your position.
- Administration: We may use your personal information to record and deal with a complaint, or record your professional actions for necessary internal records.
- Protecting your vital interests: We may process your personal information where we reasonably think that there is a risk of serious harm or abuse to you or someone else.
- Market research and surveys: We may invite you to participate in surveys or market research to help us improve our website, fundraising, services and strategic development. Participation is always voluntary, and no individuals will be identified as a result of this research, unless you consent to us publishing your feedback. With each request we will provide you with an option to opt-out of further communication.
- Legal, regulatory and tax compliance: Where we are subject to a legal obligation, we may process your personal information to fulfil that obligation.
Who will my personal information be shared with?
We will only use your information for the purposes for which it was obtained and the only reasons we would share your data is for the following purposes:
Third party suppliers: We may need to share your information with data hosting providers or service providers who help us to deliver our services, projects, or fundraising activities and appeals. These providers will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses.
Where legally required: We will comply with requests where disclosure is required by law, for example, we may disclose your personal information to the government for tax investigation purposes, or to law enforcement agencies for the prevention and detection of crime. We may also share your information with the emergency services if we reasonably think there is a risk of serious harm or abuse to you or someone else.
We will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.
Protecting your personal information
YES limits access to information on a need-to-know basis and take appropriate measures to ensure that our people are aware that such information is only used in accordance with this Privacy Notice.
Your personal data will be under the control of YES. It may be held on our CRM system, within our databases or within secured filing cabinets. Our computer system, including our website and email are provided by our UK suppliers of computer systems, and are provided for YES’s sole use. When we print your personal data this will be in the possession and control of our employees and shredded when no longer required.
Personal data about unsuccessful candidates who have applied for placements/jobs at YES will be kept for six months after the recruitment process is completed, at which point it will be disposed of securely.
We will keep personal information relating to financial transactions for as long as the law requires us to for tax or accounting purposes (which may be up to seven years after a particular transaction).
Where we have sought your consent, we will only process your personal information for the purposes specified to you. Should we wish to process your data for a different purpose we will seek fresh consent from you.
Your personal data is your personal data. If your consent or consent information changes please let YES’s Data Controller know.