Privacy Policy
Gift of Christmas Appeal Fife: Privacy Notice
Version: 1
Date: 14 September 2024
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This privacy notice tells you what to expect us to do with your personal information.
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What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
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Names and contact details
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Addresses
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Date of birth
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Health information (including dietary requirements, allergies and health conditions)
We collect or use the following information for recruitment purposes:
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Contact details (e.g. name, address, telephone number or personal email address)
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Employment history (e.g. job application, employment references or secondary employment)
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Education history (e.g. qualifications)
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Details of any criminal convictions (e.g. Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
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Health information
We do not share any information with anyone else.
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Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure - You have the right to ask us to delete your personal information.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
Your right to object to processing - You have the right to object to the processing of your personal data.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
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Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Our Beneficiary Application Form clearly asks that the professional completing it confirms that they have obtained the consent of the beneficiary or their parent/carer to share their data.
Our lawful bases for collecting or using personal information for recruitment purposes are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
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Collecting and reviewing information on application forms;
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Shortlisting candidates;
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Collecting new information at interview;
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Verifying candidates;
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Candidates are asked to provide information about their qualifications, experience, and contact details. It is necessary to shortlist candidates and to carry out an effective recruitment exercise. This process benefits candidates and the organisation. Candidates have a right to know if they have been shortlisted or not. Some candidates will be eliminated from the process and can no longer be considered for the role. However, this is a necessary and foreseeable part of the recruitment process. It will not prevent the eliminated candidates from applying for future roles with the organisation and therefore the impact is minimal.
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Where we get personal information from
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Health care providers
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Schools, colleges, universities or other education organisations
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Councils and other public sector organisations
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Suppliers and service providers
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Previous employers
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Other referees
How long we keep information
Information
Retention Period
Annual Accounts and Trustee Report
Permanently
Minutes of Meetings
Permanently
Records of monies received and paid
6 years after end of the current period
Volunteer details
6 years after end of the current period
Application forms and interview notes for unsuccessful candidates
12 months
Accident records / reports
3 years after last entry or end of investigation, if later
Insurance certificates
Permanently
Beneficiary details
6 years after the end of the current period
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. If you remain unhappy with how we have 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
Version / Revision History
Version 1
Approval / Revision Date 14/09/24
Approved by Board of Trustees
Next routine annual review due: 14/09/25