Privacy Notice

Hounslow Community FoodBox (“FoodBox”) Privacy Notice

Introduction

At FoodBox we are committed to making sure that your personal information is protected and never misused. 

When we talk about 'personal information', what we mean is any data which could directly or indirectly be used to identify you - for example your name, email, your computer's IP address or information we hold to help support those that use our services.

This Privacy Notice explains what information we collect, why we collect it, how we use it, and explains the control you have over your personal information and the procedures we have in place to protect it. It applies to personal information we collect through our services and marketing communications including our website, email, SMS, in person, post and by telephone.  

We take responsibility for the personal information we collect about you, and we aim to be transparent about how we handle it, and give you control over it. 

From time to time, we will add or change functions, features or products to our website or add or change services.  This, and our commitment to protecting the privacy of your personal information, may result in periodic changes to this Privacy Notice. As a result, please remember to refer to this Privacy Notice regularly to review any amendments.

This Privacy Notice is effective from 27^th October 2021.

The FoodBox Data Protection Officer

If you have any questions, comments, or concerns about any part of this notice or how FoodBox handles your information please contact our Data Protection Officer: 

Philip Jones, Treasurer & Secretary, Brickfield Community Centre, Brentford, Middlesex, TW8 8JN or by email to: treasurer@hounslowfoodbox.org.

What do data do we collect and how do we use it?

We may collect information such as:

Your name and contact details (postal address, email, and telephone number)

Date of birth

Covid 19 status

Bank details

Names of referees (if you are applying to be a Trustee, volunteer, or contractor)

Names of parents or guardians (if you are applying to become a young volunteer)

Employment history (if you are applying to be Trustee)

IP address of any devices you use if you engage with our website

Equality monitoring information

Information to allow us to undertake a DBS (Disclosure and Barring Service) check. We usually collect this Information directly from you, or in the case of our services, from referring agencies or when you make an application to volunteer with us or become a Trustee.

We use this information to:

Provide you with FoodBox services if you are referred to us

Recruit volunteers and Trustees to help us deliver our services

Send you information we think you may find useful, to keep in touch with you and supply you with information relating to our work, if you agree

Improve our website and the services we offer

Process any donations of money or food

You are under no obligation to provide this information, but if you don’t then we may not be able to provide you with the best service.

The legal bases we use

The UK General Data Protection Regulation requires us to use a legal basis to justify our use of your personal information.  The legal bases we use are:

• Contract, to process donations or for recruitment and subsequent Trustee agreements for services
• Legitimate Interests, to enable you to volunteer with us, provide you with FoodBox services and improve our website and services.
• Compliance with auditing and legal requirements, such as the Charities Act or Local authorities, safeguarding boards, regulators, Government departments and public authorities for preventing payment errors or fraud.

How long do we keep your data?

We keep your data for as long as we need it for the purposes outlined above. Generally:

We keep information relating to financial matters, including donations, for 6 years after the current financial year

Information relating to the provision of our direct services is kept for a maximum of 15 years

Referral vouchers are kept for a maximum of 2 years

Information relating to Trustees is kept indefinitely

Applications to become a volunteer or Trustee which are not successful are deleted as soon as possible after the decision is made.

How your information is shared

We may use other service providers to store or manage our information. This is done under contract and on specific instruction from us.

We may also be legally obliged to shared information: for legal purposes: for example, to comply with tax or charity law or for the prevention or detection of crime. We might share your information with

• The police for crime prevention or detection, resolutions of complaints or other issues
• Contractors who deliver services that may require your input
• IT providers who manage the computers, phones, or systems we use
• Banks
• Our professional advisors such as independent examiners or auditors
• The companies we choose to complete our feedback exercises for us
• Training and learning providers
• External assistance when you have agreed to a referral e.g., money advisory services or groups to support your health and wellbeing
• Police, Fire and health authorities or medical staff in the event of an emergency

Where is the information stored?

All information relating to the provision of FoodBox services is stored in the UK. Our website is hosted on EU servers.  Other specific information, such as marketing information, may be stored by companies outside the UK or EEA, and in these cases it is subject to a contract which gives the information the same protection.

Security

FoodBox places a great importance on the security of all information associated with our users.  We have security measures in place to protect against the loss, misuse, and alteration of any user data under our control.

For example, our security and privacy policies are periodically reviewed and enhanced as necessary and only authorised personnel have access to user information. With regard to our website, we use secure server software (SSL) to encrypt information you input before it is sent to us. While we cannot ensure or guarantee that loss, misuse, or alteration of data will not occur, we use our best efforts to prevent this.

Opting out of Receiving Information about products and services

It is very important to us that we provide you with the highest level of service. FoodBox may send you details of activities and opportunities which we think may be of interest to you. If at any time you do not wish to receive these details, please e-mail us at info@hounslowfoodbox.org.uk. In this instance, we may keep suppression data which is a record that you have either unsubscribed or indicated that you no longer wish to be contacted by us.  We retain just enough data such as name, address, email address, and dates unsubscribed to make sure that you are not included in any future communications.

We do not give anyone else access to your information in return for payment, for marketing or commercial purposes.

Information will not be shared with anyone who claims to represent you unless we are satisfied they have been appointed by yourself or they are acting in an official capacity. We may make checks to confirm the legitimacy of your approval that we can deal with them.

Your rights

The Data Protection Act 2018 gives you specific rights around your data and you have the right to ask us not to process some of your information, this may mean we are unable to provide services to you:

• be informed about what we do with your personal information (which is why we have published this Privacy Notice)
• get a copy of the information we hold about you (this is known as a Subject Access Request)
• ask us to correct information that is wrong
• stop us from doing certain things with your information, for example if you think the information is wrong
• object to us using it for marketing
• get us to delete your information in certain circumstances
• get an electronic copy of your information so that you can send it to another company
• object to any important decisions being taken about you automatically
• claim compensation (through the courts) if we misuse your information

if you have previously given us your consent to use your information for something, you can change your mind. You have legal right to access information that we hold about you. If you ask us we will need to see proof of identification before we can process your request. You can ask any of our colleagues or write to our Data Protection Officer. In the event of a subject access request verbally or in writing the Data Protection Officer shall ensure it is handled within the time limit of one calendar month.

If you would like to submit a request, or if you have any questions or complaints about how we use your data, please contact our Data Protection Officer, whose details are given at the beginning of this policy.

Cookies

When we provide services, we want to make them useful and easy to use. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies.

Foodbox uses Google Analytics, sets cookies to help us accurately estimate the number of visitors to the website and volumes of usage. Google uses the information sent with this cookie to store a history of website pages visited in a user’s session. This data will not be used to associate any part of your identity, anonymous or not, with any other data held by Google.

Third party cookies

We sometimes provide links to or embed video content and photos from websites such as YouTube, etc. Pages with this embedded content may present cookies from these websites. Similarly, when you use one of the share buttons on our website, a cookie may be set by the service you have chosen to share content through. You should check the relevant third party website for more information about these cookies.

Contacting the Information Commissioner

If you are unhappy about how we have handled any enquiries you’ve made to us about how your information is used or if you want to find out more about personal information and the law, you can contact the Information Commissioner.

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

Helpline: 0303 123 1113