Stevenage Furniture Recycling Scheme

Registered Charity Number 1058584

Introduction

This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and organisation (SFRS). Furthermore, the way SFRS processes, stores and protects user data and information will also be detailed within this policy.

 

Personal information

Whilst using our website, software applications or services, you may be asked to provide personal information (name, address, contact details, email). We will use this information to administer our website, applications, client databases, services and marketing material.

Further, by providing telephone and email details, you consent to SFRS contacting you using that method.

We will ensure that all personal information supplied is held securely in accordance with the EU’s General Data Protection Regulation (GDPR) 2018. We will ensure that there are procedures in place to safeguard all personal data; that it is secure, accurate, relevant and limited to what is necessary to provide the service.

You have the right at any time to request a copy of the personal information we hold on you. Should you wish to receive a copy of this, or would like to be removed from our database, please contact us at info@stevenagefrs.org.uk

Information collection and use

What information we collect

SFRS collects the following information:

Service users: Customers & Donors & Agencies

  • Names
  • Addresses
  • Contact details including phone number and email address
  • Benefit status (type of benefit)
  • How you heard about the Scheme
  • Number in household
  • Gift Aid Donor

 Staff Members/Volunteers

  • Names
  • Addresses
  • Contact details including phone number and email address
  • Training information
  • Results of Supervision/Welfare appraisals
  • References
  • Salary Information
  • Expenses claims

 Why do we collect information?

SFRS collects information for four reasons:

Contractual reasons

There are circumstances in which you may provide us with personal data such as a work contract or to fulfil a legal obligation, for example –

 

 Legal reasons

If the law requires us to, we may need to collect and process your data. Examples of this would be attendance at events for insurance purposes; or records of donations and payments for services for financial purposes due to HMRC regulations.

 

 

Consent

In specific situations, we can collect and process your data with your consent, for example, when you tick a box on one of our websites, or on a form to receive email information/newsletters. When collecting your personal data, we will always make clear to you which data is necessary in connection with a particular service.

 

Legitimate interest           

Sometimes, we have what's called a "legitimate interest" in handling your personal information; our "legitimate interest" may be to:

  • detect and prevent fraud;
  • keep our websites, apps, products and IT systems secure;
  • ensure that our own processes, procedures and systems are as efficient as possible;
  • analyse and enhance the information that we collect;
  • demonstrate the Scheme’s impact and show the difference it has made
  • determine the effectiveness of our promotional campaigns and advertising; and
  • customize and improve the way that you shop and engage with us in future.

 

How long do we keep your data for?

 

SFRS will not retain your personal information longer than necessary. We will hold onto the information you provide either while your account is in existence, or as needed to be able to provide the services to you.

If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account or it is no longer needed to provide the services to you.

 

How do we store information?

All personal information is stored on restricted access, password protected database and IT systems and any information held in paper copy is kept in locked cabinets with restricted access on site.

All data we store through third parties, eg hosting companies for our website, is held in data centres inside the EEA, who comply with the appropriate regulations.

 

How we use your data

SFRS will not sell or rent your personally identifiable information, gathered as a result of filling out the site or on premises registration form, to anyone. Personal Data will ONLY be provided to a partner organisation with your express, specific permission, for legal or contractual purposes only.

We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself. With respect to the information relating to you that is in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:

  • You can verify the details you have submitted to SFRS by contacting us. Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.

 

 

  • You can also contact us by the same method to change, correct, or delete your personal information held by SFRS regarding your profile at any time. Please note though that, if you have shared any information with others through social media channels, that information may remain visible, even if your account is deleted.

 

 

  • You are also free to close your membership with us. If you do so, your membership will be deactivated. However, we may retain archived copies of your information should we be required to do so by law or for legitimate business purposes (including to help address fraud and spam).

 

 

  • You can update your details held by us at any point by contacting info@stevenagefrs.org.uk with the updated piece of information and what it is replacing.

 

Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time which we will publicise here.

Website

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.

Other online services such as web browsers or via social media have their own policies explaining how they use and share your personal data, you should carefully review those privacy policies before you use these sites to make sure that you are happy with how your personal information is being collected and shared.

We provide links to other websites which are not operated and controlled by SFRS. We have no control over and are not responsible for the content of those sites or how the third parties responsible for them collect and use your personal information. We do not endorse or make any representations about third party websites.

Third party websites usually have their own privacy policies explaining how they use and share your personal information. You should carefully review those privacy policies before you use these websites to make sure that you are happy with how your personal information is being collected and shared.

What are cookies?

Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

Use of cookies

This software is provided by Google Analytics which uses cookies to track visitor usage. Should users wish to deny the use and saving of cookies from this website onto their computers hard drive; they should take necessary steps within their web browser’s security settings to block all cookies from the website and its external serving vendors.

(October 2018)

 

 

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