The Js Charity – Privacy Policy

Our privacy policy outlines the information we collect when you self-refer or are referred to our charity, access our services, use our website, or interact with us via email or phone. As data controllers, we are required by law to explain the reasons and methods for using your information, as well as inform you about your rights.

WHO WE ARE?

We are The Js Charity, located at 6 Bramston Close, Great Baddow, Chelmsford, CM2 7EW. Contact us by post at this address or by email at [email protected].

HOW WE GET YOUR PERSONAL INFORMATION & WHY WE HAVE IT

We process personal information provided by you for these reasons:

• Access our services
• Volunteer or donate
• Participate in fundraising
• Contact us via email, website, phone, or social media
• Work or volunteer with us

We receive personal information when other agencies refer you to our services with your consent.

The Type of Personal Information We Collect

We collect various types of personal information to provide and improve our services. The types of personal information we collect include:

1. Contact Information: This includes your name, email address, phone number, and postal address.
2. Family Members Names and Addresses: This is required in some cases, in order to communicate about our events and for emergency contact details should it be needed at an event.
3. Social and Health Data: This includes information about the social interactions you enjoy and health status, such as medical diagnoses and any special needs you may have.  We process special category health data under Article 6(1)(a) (Consent) and Article 9(2)(d) (Processing by not-for-profit organisations with appropriate safeguards).
4. Payment Information: If you make a donation via our website, your payment details (such as credit card or debit card information) are processed securely by our third-party payment provider.

The Js Charity does not store or have direct access to your full payment card information.  Our payment provider processes this data in accordance with industry standards, including PCI-DSS compliance (Payment Card Industry Data Security Standard).

We retain this information securely to issue donation receipts, fulfil legal requirements (eg HMRC Gift Aid compliance), and for our internal financial records.

Cookies and Tracking:  When you visit our website, we may collect information through cookies and similar tracking technologies.  This includes basic usage statistics, such as which pages are visited and how long users stay on our site.  We use this information to improve the website experience and to monitor the effectiveness of our communications.  You can manage your cookie preferences via the cookie banner that appears when you visit the site.

Usage and Device Information: When you visit our website, we collect certain information automatically through Google Analytics.  This may include your IP address, browser type, device type, operating system, referring URLs, and how you interact with our website (eg page views, time spent).  We use this information to understand website usage patterns, improve performance, and ensure the site works securely and effectively.  This data is collected using cookies and similar tracking technologies.

Location Information: This includes information about your location, which may be derived from your IP address or other location-based technologies.

Communication Information: This includes information you provide when you communicate with us, such as your feedback, enquiries, and member support requests.

We collect this information to better understand your needs and preferences, enhance your user experience, and ensure the security and functionality of our services.

SHARING YOUR INFORMATION

We only share your information with external agencies if there are serious safeguarding concerns, unless you give consent.

Under the UK GDPR, we rely on:

• Legitimate interests for fundraising, social media engagement, and handling enquiries.
• Legal Obligation and Health and Social Care Purposes for processing employee and volunteer data, including DBS checks.
• Consent and Article 9 Not-for-profit bodies to process service user data, including health and social care data. You can withdraw your consent anytime by contacting [email protected].

YOUR DATA PROTECTION RIGHTS

You have several rights regarding your personal data, which we are committed to upholding. These rights include:

1. Right to Access: You have the right to request copies of your personal data via a subject access request (SAR).
2. Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
3. Right to Erasure: You have the right to request that we erase your personal data, under certain conditions.
4. Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
5. Right to Object to Processing: You have the right to object to our processing of your personal data, under certain conditions.
6. Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. To exercise these rights, contact us using the provided information.

You can withdraw your consent for us to collect your data at any time by contacting [email protected].

How We Store Your Personal Information

Your personal information is securely stored on encrypted electronic systems, accessible only to authorised employees, trustees, and volunteers of The Js Charity. Approved volunteers have limited access to the information required to provide our services.

We retain contact details of individuals who have participated in our fundraising activities, engaged with our social media, or made general enquiries for seven years from the last point of contact. After this period, we delete their personal data from our electronic system. Any paper copies are destroyed immediately after being uploaded to our system, within one working week.

Employee and volunteer data are kept for seven years from the date they last worked or volunteered with us. After this period, we delete their personal data from our electronic system. Paper records are destroyed immediately after being uploaded to our system, within one working week.

An exception to our employee and volunteer data retention policy concerns DBS checks. Upon receiving a completed DBS check, we record the date and outcome without retaining any further details.

Service user data is retained for seven years from the last point of contact. After this period, we delete their personal data from our electronic system and destroy any paper copies immediately after being uploaded to our system, within one working week. In cases where we wish to retain data for service analysis or improvement, the data will be fully anonymised after the standard retention period to ensure no personal information is included.

We regularly review the data we hold to ensure the removal of any information that is no longer necessary.

How to Submit a Complaint

If you have any concerns regarding our use of your personal information, you may submit a complaint by emailing us at [email protected] or by mailing us at the following address:

6 Bramston Close,
Great Baddow
Chelmsford
CM2 7EW

If you’re dissatisfied with our use of your data, you may lodge a complaint with the ICO.

ICO’s address:

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

Helpline: 0303 123 1113

Website: https://www.ico.org.uk.