The Mustard Tree Foundation (Reading) is committed to protecting our supporters, staff, volunteers, service users and any other party from whom we collect personal data. This Privacy Notice explains what to expect when The Mustard Tree Foundation (Reading) collects and uses your personal information.
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
Who are we?
The Mustard Tree Foundation (Reading), (MTF) is a data controller (contact details below). This means we decide how your personal data is processed and for what purposes.
The type of personal information we collect
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics, i.e. name and contact details including email addresses & mobile numbers, dob, gender etc.
- Employee data; i.e. name, address, contact details, payroll no. etc.
- Some medical information
- Specific details regarding criminal convictions or offences
How do we process your personal data?
MTF complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access, and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes:
- To enable us to provide our voluntary services for the benefit of the public as specified in our M&AA
- To administer supporter, donor, and service user records
- To fundraise and promote the interests of the charity
- To manage our employees, contractors, and volunteers
- To maintain our own accounts and records (including the processing of gift aid applications)
- To inform you of news, events and activities.
What is the legal basis for processing your personal data?
- Explicit consent of the data subject so that we can keep you informed about news, events, activities, and services and process your donations.
- Processing is necessary for carrying out our obligations under employment, social security or social protection law, or a collective agreement.
- Processing is necessary for legitimate interests in running and promoting the charity.
Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of MTF for purposes connected with the charity. We will only share your data with third parties outside of the charity with your consent, if legally required to do so or if it’s necessary for the legitimate interests in running and promoting the charity.
How long do we keep your personal data?
We will contact you to renew your consent to keep your records every two years. We will remove your records if you do not renew your consent, or if you choose to remove your consent prior to this, unless there is a legal requirement to hold them.
We retain employment data, volunteer data, service user data, donation records, gift aid declarations and associated paperwork in-line with current legislation or recommended “best practise.” Please see MTF Data Retention Schedule for further information.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –
- The right to request a copy of your personal data which MTF holds about you
- The right to request that the MTF corrects any personal data if it is found to be inaccurate or out of date
- The right to request your personal data is erased where it is no longer necessary for MTF to retain such data
- The right to withdraw your consent to the processing at any time
- The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability)
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
- The right to object to the processing of personal data
- The right to lodge a complaint with the Information Commissioners Office.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing, setting out the relevant purposes, and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
To exercise all relevant rights, queries or complaints please in the first instance contact MTF’s Data Protection Lead at firstname.lastname@example.org or at The Mustard Tree Foundation (Reading), 90 London Street, Reading, RG1 4SJ.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.