Privacy Notice

Family Friends is committed to protecting your privacy and security. This notice tells you about how we collect, use, and protect your personal information. If you have any questions about our Privacy Notice, please get in touch with us in one of the following ways:

Email: [email protected]
Telephone: 0300 800 1005
Post: Family Friends in Windsor and Maidenhead, Offices at The Lawns Nursery School, Imperial Road, Windsor, Berkshire SL4 3RU

Who is collecting the data?

Processing of your personal information is carried out by, or on behalf of, Family Friends in Windsor and Maidenhead, which is a company incorporated in the United Kingdom with company number 07462339 and a charity registered in England with registered charity number 1141145.

What is the legal basis for processing the data?

The type and quantity of data we collect and use depends on why you have provided it.

We will only collect, use, and otherwise handle your personal data:

Where you have consented to this for specified, explicit, and legitimate purposes.
Where this is necessary to fulfil legal obligations that apply to us.
Where it is necessary for our legitimate interests relating to running our daily operations, as long as, in each case, these interests are in line with applicable law and your legal rights and freedoms.

What data is being collected and why?

Service Users

We offer a range of early help services to children and families. We will collect your contact details and preferences, and any other data that is relevant to delivering the service to you.

Where the service user is a child, we will only process their personal data with permission from an adult with parental responsibility for the child.

This information will only be used for the purposes of the service you have requested and not shared with the rest of Family Friends, unless you give us permission to do so. For children and families accessing our services, we will keep the data for seven years after your support closes.

Volunteers

If you volunteer with us, or enquire about our volunteering opportunities, we will usually collect your name, contact details, emergency contact details, bank details, contact preferences, ethnicity, gender, availability to volunteer, disability (including physical and mental conditions), and criminal convictions.

We collect this data so we can: contact you about volunteering opportunities that come up; ensure the safety of our volunteers, staff and clients; pay expenses; carry out award or recognition schemes; carry out DBS checks; and anonymously measure our inclusion and accessibility across our volunteer service.

We will keep this data for seven years after you stop volunteering for us.

Supporters

If you support us, for example by signing up to an event, donating, signing up to Gift Aid, or signing up to a campaign, we will usually collect your name, contact details, and whether you would like to be contacted, and how we would do so. If appropriate, we may also ask to collect your financial details, Gift Aid eligibility, reasons for support, and responses to our campaigns.

We collect this data so we can keep you up to date with information you have requested, or may be interested in, and to ask for more support, in the way that you have chosen; to run our events; and to fulfil our legal responsibilities for financial and Gift Aid reporting.

We will keep your data only for as long as necessary. If you have kindly donated to us, we are required to keep this data for seven years.

Website

We do not currently collect information on visits to our website. We may wish to monitor such statistics in the future for monitoring and evaluation purposes and will update this Privacy Notice as appropriate. The only way in which we collect or process any personal information via our website is the “Send us a message” form on the Contact Us page. We will only use the information you enter to contact you regarding your enquiry.

Sensitive Information

Under data protection legislation, certain personal information is considered to be particularly sensitive. Information we routinely collect that falls into this category includes ethnicity and health information.

We may use your personal information to help us monitor and evaluate our services and to report outcomes to funders: any information that we process for monitoring and evaluation purposes will always be anonymised. In this instance, no information that could enable an individual to be identified will be shared.

Please note that the above list of types of personal information we may collect is not exhaustive. All personal information we collect will be processed in line with the approach outlined in this Privacy Notice.

Will the data be shared with any third parties?

Unless we are required to share your data for legal or regulatory reasons, to help with a complaint, or to administer a gift left to us in your will, we will never share your data with other organisations.

We use third-party organisations, such as Just Giving and other donation platforms, to help us collect donations. Where we use external companies to collect or process data on our behalf, we ensure that they have a robust data protection policy. We do not share your information with any third parties for marketing purposes.

How will the information be used?

Family Friends holds data for prescribed charitable purposes. These are administration, supporter administration, accounts and records, advertising, marketing and public relations, fundraising, and charity objectives.

Your data will be stored securely in our office and/or on our secure, password-protected private network drive. Your personal data may only be accessed by relevant, trained staff and volunteers.

Your Rights

You have the right:

To request access to the personal information that we hold.
To ask us to erase your personal information.
To ask us to restrict our processing of your personal information.
To object to our processing of your personal information.
To correct the personal information we hold for you.
To withdraw consent previously provided to us.

If you wish to exercise any of these rights, please contact us on [email protected] or call us on 0300 800 1005.

Complaints

If you wish to make a complaint about the way we have processed your data, you may contact the Information Commissioner’s Office.

Changes to our Privacy Notice

We may update our Privacy Notice from time to time. The most up to date version will be displayed on our website. If the changes require you to provide additional consent, we will contact you.

This Privacy Notice was last updated on 23rd September 2022.