Privacy Policy

In order to work with you, The Cares Family and its local branches will occasionally need to gather and use certain personal information about you. We value transparency and want you to be really clear about why we ask you for personal information and how we will use it.

We are committed to protecting your information and using it responsibly.

This policy tells you how we collect, use and store your information.

The processing of your information is carried out by or on behalf of The Cares Family and its local branches (North London Cares, South London Cares, East London Cares, Manchester Cares and Liverpool Cares).

CONTACTING US:

If you have any questions about this privacy policy and how we use your information you can contact us by writing to us at:

The Cares Family, c/o 3Space, International House, Canterbury Crescent, Brixton, London SW9 7QE

You can also get in touch by emailing us at hello@thecaresfamily.org.uk

1. WHY WE USE YOUR INFORMATION

We use your personal information to carry out the functions of The Cares Family including engaging you in the activities we provide, managing and administering our programmes, processing information and donations and to comply with our legal obligations.

We use your information to:

• keep a record of your relationship with us, for internal administrative purposes, and to let you know about changes to our programmes or policies that may affect you
• If you sign up to receive information about our programmes or events
• look into, and respond to, complaints, claims, or any other issues
• claim Gift Aid on your donations

• Process your data when you work for the charity
• Process your data when you apply to work for the charity
• Process your data when you volunteer your time to the charity

We will only use your information where we have a legal basis and will always respect your rights.

Where we use your information, it may be because you have consented to us doing so or because we consider we have a legitimate interest to do so.

Where we do rely on a legitimate interest to use your information, we will always ensure that this is done in a way that is not intrusive or does not cause distress.

We may also use your information because we have a legal obligation to do so or because we need to fulfil a contractual obligation.

Some examples of what we mean by this include:

• You have given us your consent to use the information for a specified purpose, such as sending you marketing emails.
• We have a legal obligation to use your information, for example to claim Gift Aid.

• We need to use your information to fulfil a contract with you – such as providing an auction prize.
• We are using your information in pursuit of a legitimate interest, for example writing to you to tell you about our work and ask for your support in helping us deliver this.

Other reasons include:

• To pursue our charitable purpose to deliver our mission and vision
• To raise vital funds for our work

• To ensure we meet our regulatory requirements as a charity
• To manage our ongoing relationship with our supporters and anyone we work with
• To manage our financial transactions and prevent fraud

2. HOW WE USE YOUR INFORMATION

• To respond to any requests, complaints or queries you make to us

If you contact us directly, we will use the information you give to us to handle your enquiry or request. This may include responding to your query or feedback or sending you relevant information or fundraising materials. We may also keep a record of conversations we have with you, feedback you provide and any marketing materials we send out to you. This can help us to handle queries more efficiently.

• To process any donations you make, claim Gift Aid, and maintain a record of any of your past of potential future donations.

This includes keeping a record of any pledges, gift agreements or any other indications that you are planning to donate to The Cares Family. We keep a record of any donations we receive for audit purposes, and as we are legally required to keep information related to Gift Aid. We may need to use your information to prevent fraud. We may also use your information to administer any lotteries or auctions you participate in, for example, contacting you to let you know you have won a prize.

• To manage our recruitment

When applying for a staff role with The Cares Family and/or any of our local branches online, through a third-party portal or through a recruitment agency, the personal data you provide as part of the recruitment process will only be held and processed for the purpose of the selection processes of The Cares Family, and in connection with any subsequent employment unless otherwise indicated.

By submitting your personal information, you will be asked to give your consent for us to hold and use the data for the purposes being consented to. You will be asked to provide certain information including your name, contact details, employment history and qualifications. This information is mandatory so we can fairly consider your application, communicate with you about your application and where successful, follow up with references or meet our statutory and internal monitoring and reporting responsibilities.

We may also view social media profiles such as LinkedIn, Facebook and Twitter, to the extent that it is relevant to your application or candidate selection. Unsuccessful applicant data will be held confidentially within the recruitment system for up to six months before it is deleted. This means you can use your information in any future applications, and we can respond to statutory reporting requests.

3. WHAT INFORMATION WE COLLECT AND HOW WE COLLECT IT

In order to carry out our work, we collect personal information about our donors, volunteers, supporters, referral partners, and service providers as well as the neighbours we work with. This includes names, addresses, contact details such as telephone numbers and email addresses, and where necessary dates of birth, medical details, records of previous support and donations, records of event bookings, and other information to assist us in delivering our work.

We collect information when you give it to us directly, including via our website from online forms and from emails, or when you give permission to other parties to share it with us in order for us to carry out our organisational responsibilities.

If you are providing information on other people, you are responsible for, you must ensure you have their consent to share this information. By providing this information to us, we are entitled to assume you have that person’s permission to do so and for us to contact them. 

4. KEEPING YOUR DETAILS UP TO DATE

We always use information you have provided for us to keep your records up to date and respect your preferences when you express them. You can let us know if you move house or your details change by contacting us at hello@thecaresfamily.org.uk.

5. WHO HAS ACCESS TO YOUR INFORMATION AND HOW DO WE KEEP IT SAFE

We only collect your data in order to engage you in The Cares Family’s activities and to manage and administer the services we provide. This may include sharing it with other institutions that support you (with your permission). For example, The Cares Family routinely shares your Personal Information between participants of the Love Your Neighbour programme in order for us to support you, but in sharing this data we shall ensure they will also comply with these rules.

We promise we never sell your Personal Information to any organisation.

We will never sell, trade or rent your information to third parties. Occasionally we need to disclose personal information to trusted third parties who assist us in providing services or who perform functions on our behalf. We ensure that any third parties with access to your data are held to strict standards for data use and security.

We regard the security of your information as a priority and take appropriate measures to ensure data is held confidentially and with integrity in systems. Our staff are trained in the correct procedures for managing and handling data and our processes are regularly reviewed. Our systems hold data securely and data is held in restricted, password controlled access to information which is stored on our systems. These systems include Salesforce Inc., an entity established in the United States, which hosts a customer relationship management platform used by The Cares Family and it’s local branches to enable them to administer, co-ordinate and track all our programmes and fundraising work. Such operators or service providers shall only be permitted access to your information to the extent required by them in order to provide us with contracted system maintenance, support or related services, or to provide (or assist us in performing) any related data back-up, restoration or other error correction or bug fixing activities.

Where we work with third parties who may provide us with data (for example Just Giving or payroll giving agencies), or hold your data via a third party system (for example our email marketing tool), we ensure our suppliers are compliant with the current regulations and have proper systems and processes in place to fulfil their legal and contractual obligations.

6. TRANSFER OF DATA OUTSIDE OF THE EU OR EEA

In addition to the data stored on Salesforce (as above), sometimes organisations who work on our behalf may manage information outside the European Economic Area (EEA). In those circumstances, we will make sure that we have a valid reason for doing so under current Data Protection legislation and will ensure that the data is treated securely in accordance with this policy.

7. HOW CAN YOU ACCESS YOUR INFORMATION

Under data protection legislation, you have the right to request access to information that we hold. To make a request for your personal information, please contact the Data Protection officer by emailing hello@thecaresfamily.org.uk or writing to us at The Cares Family, c/o 3Space, International House, Canterbury Crescent, Brixton, London SW9 7QE.

8. HOW LONG WILL WE STORE YOUR INFORMATION FOR

We will only store information for as long as necessary to fulfil the purpose it was collected for. To accurately report on the activities of all our charities and demonstrate our impact, we need to be able to report on certain transactions, including donations and programmes delivered, as well as demonstrate our level of interaction with supporters, suppliers, and beneficiaries. Therefore, some data will be kept longer than others.

Any information we no longer need is either deleted or anonymised. For full details on our data retention policy please contact hello@thecaresfamily.org.uk.

9. YOUR DATA RIGHTS

The General Data Protection Regulation (GDPR) stipulates that you have the following rights. We are happy to explain how we can help you with any requests around these rights or explain them in more detail for you.

• Information Right – the right to receive the information contained in this policy and our data collection forms about the way we process your personal data.
• Personal Data Access Right – the right to know that we are processing your personal data and, in most circumstances, to have a copy of the personal data of yours that we hold. You can also ask for certain other details such as what purpose we process your data for and how long we hold it.
• Personal Data Correction Right – You have the right to request that we correct inaccurate data or complete incomplete data that we hold on you.
• Personal Data Erasure Right – Known as the Right to be forgotten. In certain circumstances, you may request that we erase your personal data held by us.

• Personal Data Restriction Right – You have the right to restrict the way we process your personal data in certain circumstances, for example if: you contest the accuracy of the data, if our processing is unlawful, to pursue legal claims, where we are relying on legitimate interests to process data.
• Data Processing Objection Right – You have the right to object to us processing your data for (i) direct marketing purposes (ii) scientific or historical research or statistical purposes and (iii) purposes of profiling related to direct marketing or based on our legitimate interests or on the performance of a task in the public interest
• Data Portability Right – you have the right to receive a copy of certain personal data or to have it transferred to another organisation in some circumstances

10. CHANGES TO THIS NOTICE

We may update this policy to reflect changes in how we use your information. You may wish to check this policy each time you provide us with your information. Where appropriate, we will provide you with notice of any significant changes to how we use your information, for example an email to update.