our Privacy policy

This privacy notice tells you what you can expect us to do with your personal information.

As you may be aware, there are various laws that govern how we collect and use information, and we are committed to keeping your data safe. The most recent legislation is the General Data Protection Regulation (GDPR).

The Alfie Nick Foundation is a not-for-profit organisation (registered charity in England & Wales 1210267) and, as such, is not required to register with the Information Commissioner’s Office; however, it is still required to comply with the Regulation.

Under the legislation, you have certain rights:

  • The right to be informed how your personal data is processed.

  • The right of access to your personal data.

  • The right to edit and update your personal information.

  • The right to have your personal information deleted.

  • The right to restrict processing of your personal information.

  • The right to object.

  • The right to lodge a complaint with a supervisory authority.
    Tel: 0303 123 1113
    Website: www.ico.org.uk

This document lets you know how, when, and why we collect data and how we use it.

What information we collect, use, and why

The Alfie Nick Foundation will only use personal data for the purposes described in the notice and not for any unrelated purposes without additional consent.  We only collect data from people we are connected to (i.e. we do not buy in data lists). When you give us your personal details, we save it and use it to communicate with you. ‘Personal details’ include things like your name, contact details and personal information that may relate to care needs that the Alfie Nick Foundation may support with.

You give us this information when you donate, request materials or information, make grant applications, request a service or attend an event or you / a family member are in correspondence with us.

We may also, where relevant, collect publicly available information from the Charity Commission or information from community groups and organisations.

Our charity aims to support disadvantaged children; by donating or requesting support or information and attending events, you will receive information about how we can support you.  You can always opt out of these interests by letting us know via any email correspondence we send you.

When you visit our website, we collect non-personal data such as IP addresses, which pages people visit and which items they download. We do this to ensure our website is working properly and providing a good service.

If you give us sensitive data such as physical and mental health information, we will only keep this information where it is relevant to your interaction with us. 

When you volunteer with us, we will collect relevant information which will support background checks.

The type of information Alfie Nick Foundation collects may include:

  • Names, titles and contact details

  • Addresses

  • Date of birth

  • Photographs or video recordings where relevant 

  • Health information (including medical conditions, medical history and medical requirements). 

  • Information about care needs (including disabilities, home conditions and general care provisions)

  • Information about support requirements

  • Records of meetings and decisions

  • Information about income and financial needs for funding or personal budget support

  • Payment details (including card or bank information for transfers and direct debits)

  • Gift Aid status

  • Donation history and financial transaction history

  • Website user information (including user journeys and cookie tracking)

  • Information relating to compliments or complaints

  • Any other information provided by yourself that is relevant to your relationship to us

Our lawful basis for the collection and use of your data

We may process the personal information you provide or that we may collect from publicly available sources to support our legitimate interest in delivering Alfie Nick Foundation’s charitable mission, or because you have given specific consent, or because we have a contract with you, or we have a legal obligation to do so.

We collect and use personal information based on different legal grounds, depending on the specific purpose. Here is an overview of those grounds:

  • Consent: We collect and use your information based on your consent, after providing you with all the relevant details. While we retain this data, you have the right to access your data protection rights, except the right to object. You are always welcome to withdraw your consent at any time.

  • Contract: In some cases, we need to collect or use information to fulfil a contract with you, such as when we provide services or goods. When processing under this basis, all your data protection rights apply, except the right to object.

  • Legal Obligation: We may need to collect or use personal information to comply with the law. Under this basis, your data protection rights apply with the exceptions of the right to erasure, the right to object, and the right to data portability.

  • Legitimate Interests: Sometimes, we use your information in a way that benefits you, our charity, or others, if it doesn’t cause undue harm. This lawful basis also allows for all your data protection rights except the right to portability. Examples include:

    • Supporting grant funding applications received by the Foundation.

    • Recording donations and claiming Gift Aid on eligible donations.

If you have questions about our lawful grounds for data processing, please contact us using the details provided in this notice. 

All our emails and mailings include the option to opt-out of further communications should you wish to do so. Information on how to do that is at the end of this document.

Examples of how we use information:

  • Give you news and stories about our work, our activities, and events happening in your area.

  • Provide you with tailor-made content based on your activity and expressed interests.

  • Ask for financial, and non-financial (such as volunteering) support.

  • Manage financial transactions, including processing gift aid applications.

  • Provide information, such as newsletters, or packs that you have asked us to send to you.

  • Keep records of your relationship with us, such as when you’ve asked us a question, had a complaint, attended an event and what areas of our work you have supported.

  • Ask you to join in research to help us improve our services.

  • Undertake some of our specific activities 

  • Provide ongoing support if you are a regular user of our resources 

COOKIES 

Our website uses cookies to improve your experience.  Cookies are small text files placed on your device to collect information on website usage and preferences.  We use the following types of cookies:

  • Necessary cookies: Essential for the functioning of our website

  • Analytical cookies: To analyse website traffic and usage

  • Functionality cookies: To remember usage preferences and enhance experience

You can control your cookie preference by adjusting your browser settings.  However, blocking some cookies may improve your experience on our site. 

Whom we share your information with 

We may need to pass on information if required by law or a regulatory body, like HMRC.  We may share data with trusted service providers for purposes such as processing donations, IT support, and website hosting, under strict data protection agreements.

How and where we store your data

The security of your information is very important to us, and we commit to handle this carefully and sensitively.  We ensure that there are appropriate controls and procedures in place to protect your personal details. However, despite all the security and protection we put in the place, the internet is not 100% secure and when you submit data to us, it is always at risk.

We do all we can to protect your personal data, and we ensure that it is securely stored and only accessed by those authorised to do so.

We ensure that any third-party providers we work with meet our strict data protection standards and sign relevant agreements before sharing your data.

How long we keep your information

We’ll only keep your personal information for as long we need to fulfil the function that it relates to, or as long as is required by law. For example, HMRC requires us to keep donation, Gift Aid and financial transaction records for seven years.

Exercising your rights

You can ask us if we are keeping any personal data about you and can request to receive a copy of that personal data – this is called a Subject Access Request. To make a Subject Access Request you will need to provide valid proof of identity such as a copy of your passport, birth certificate or driving licence before your request can be processed.

You can update your communication preferences or make any updates/corrections to your information by emailing admin@alfienickfoundation.org.  

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details above.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

14 November 2024