CARITAS DIOCESE OF SALFORD (‘Caritas’) PRIVACY NOTICE
INTRODUCTION
At Caritas, we are committed to protecting personal information and we take our responsibilities regarding the security of information about staff, supporter, volunteer and those that use our services very seriously. This Privacy Notice explains what personal data we collect about you, how and why we use it, who we disclose it to and how we protect it. Caritas is the principle social action charity of the Diocese of Salford. Caritas is a charity which provides social care services to improve the lives of people who use our services. We enable individuals to enjoy and achieve in their lives and to contribute fully within their communities. Our mission is: ‘Inspired by the Gospel, Caritas helps people facing challenge and crisis and provides opportunities for community service.’
WHO IS RESPONSIBLE FOR YOUR DATA
Our Privacy Notice applies to the personal data that Caritas collects and uses.
References in this Privacy Notice to “Caritas”, “we”, “us” or “our” means Caritas Diocese of Salford , a charity registered in England and Wales (Charity Registered Number 1125808) and a company limited by guarantee No. 6594417. Our registered office is Cathedral Centre, 3 Ford Street, Salford M3 6DP. Our mailing address is Caritas House, Nobby Stiles Drive, Collyhurst, Manchester M4 4FA.
We control the ways your personal data is collected and the purposes for which your personal data IS used by Caritas. We are the “data controller” for the purposes of the UK Data Protection Act 1998 and other applicable European data protection legislation.
We are registered with the Information Commissioner’s Office, registration number Z2245768.
Caritas has a designated Data Protection Lead, who can be contacted via email at info@caritassalford.org.uk
PERSONAL DATA WE COLLECT ABOUT YOU
When using the term “personal data” in our Privacy Notice, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold.
We collect some personal data from you, for example, when you donate to us, use our website, use our services or contact us.
WHAT DATA WE COLLECT AND WHEN
We may collect and process the following categories of information about you:
Personal information, including contact details
• For example, your name, postal address, telephone number, email address and date of birth.
• We collect this when you contact us or donate by post, telephone or on our website.
Bank details*
• We collect your name, sort code and account number.
• We collect this when you send us a cheque in the post.
*Caritas takes particular care with online giving. The credit card form is secure, and your information is encrypted and stored on a secure database. Caritas does not retain any card payment information.
Communications
• We collect the communications you exchange with us.
• We collect this when you email us, write a letter or call us.
Third party information
• We collect information indirectly from third parties such as event organisers (e.g. Eventbrite), marketing sites like Mailchimp, survey sites, like Survey Monkey or fundraising platforms like JustGiving, where you have given your consent. We collect this information when you use a third party site whereby Caritas is the named beneficiary. You may wish to check their privacy statement to find out more about how they will process your data.
Non-personalised data
• We collect non-personal data such as IP addresses, details of web pages visited and files downloaded. Website usage information is collected using cookies. Please see the section on cookies below.
• We collect this when you use our website.
Social media
• We collect your posts and messages on social media directed at Caritas.
• We collect this when you interact with us on social media platforms such as Facebook, Twitter, Instagram or LinkedIn.
Website
• We collect Information about how our website is used, such as your searches for information.
• We collect this when you navigate on our websites.
Recruitment
• We collect personal data as part of our staff or volunteer recruitment processes.
• We collect this when you apply for a job or for volunteering opportunities with Caritas.
Legacy administration
• We collect personal data necessary for legacy administration.
• We collect this when a supporter has died, leaving a legacy to Caritas, and you are the executor or you have an interest in the estate.
Sensitive personal data
• We collect and use personal data you provide to us, as Caritas supporters, to contact you and inform you about Caritas’s activities. We recognise that many of our supporters (but not all) hold religious beliefs and, since this can be considered to be sensitive information, we put in place policies and procedures to ensure that your supporter data is kept secure.
• This information is only accessed on a need-to-know basis. Unless required by law or as otherwise described in this Privacy Notice, we do not disclose your personal data to any third party without your prior consent.
Sharing your personal data
• Caritas does not share your data with any other charity, public body or commercial organisation, unless we have to do so either for legal or compliance reasons, or where it is more cost effective and efficient for us to use a third party to deliver a product or service on our behalf.
Legal duty
• We may need to pass on personal information if required by law or by a regulatory body. For example, if requested as part of a Gift Aid audit or by a law enforcement agency.
Other service providers or third parties
• We sometimes work with other organisations to gather information to inform our strategies and work plans, or when we do not have the capacity to do a specific task ourselves (for example, gather data on homelessness with other charities we work with on shared databases.) When we do this, we ensure that data shared is anonymised to protect any individual’s identity.
Coalitions
• We will let you know when we are working in partnership with other agencies on specific projects. Caritas is a member of Caritas Social Action network (‘CSAN’) of over 40 organisations, and collaborates with other organisations on agreed projects. When we do this, we ensure that data shared is anonymised to protect any individual’s identity. Supporter data would only be used by any member agency with the consent of the supporter concerned.
-
Caritas is also part of the Diocese of Salford working together to promote social action in the Catholic community. If an individual requests more information about the principle social action charity of the diocese, data is stored securely and is not processed by Caritas, unless individuals have shown interest in receiving updates directly from us. If you do not agree to all of these terms, please do not submit any material to Caritas.
HOW AND WHY WE USE YOUR PERSONAL DATA
We use your personal data for the following purposes:
To manage your engagement with us, donations, requests or calls to action
-
When you interact with us, we use your information to perform our services in relation to your donation, to deal with your queries and requests and to process responses to our social action or advocacy work.
To fundraise and promote Caritas’s work, in both financial and non-financial ways
-
We know how fundamental our volunteers, supporters and donors are to the work we do. In order to develop and foster your ongoing support, we want to keep in touch with you through feedback and further opportunities and invitations to support our work in both financial and non-financial ways.
To communicate with you and manage our relationship with you
-
Occasionally we may need to contact you by mail, email and/or telephone for administrative or operational reasons – for example, to send you confirmation of your donation or an aspect of your note to us. Please be aware that these communications are not made for marketing purposes and as such, you will continue to receive them, even if you opt out of receiving marketing communications from us.
• We will also record your personal data if we contact you after you have sent us a request, filled in a web form through our website or contacted us on social media.
• Your views and opinions are very important to us, so we may send you a survey to seek your feedback.
• We will use the communications you exchange with us and the feedback you may provide to manage our relationship with you as a volunteer, service user or supporter of Caritas and to improve our services and communications.
To personalise and improve your experience when engaging with Caritas
-
We strive to continually improve the information and services we offer to our supporters so that we can be good stewards of the resources entrusted to us.
• We may use your personal data to tailor our communications to your needs and preferences and to provide you with a more relevant experience, for example, by sending you communications on topics you have shown an interest in.
• We may also collect information about how you use our website, which pages of our website you visit most and what you search for to understand your preferences. We may use this information to tailor content and, if you have agreed to receive marketing communications, to send you relevant messages that we think would be of interest to you.
To inform you about our news and ways you may be able to help Caritas
-
We may send you marketing communications, if you have indicated that you are happy to receive these – for example, when you have donated or completed a social action and you haven’t opted out of receiving such communications. You can also ask us to send you communications by contacting our staff on 0161 817 2285 or via email at comms@caritassalford.org.uk or by subscribing to our newsletter on the website
• If you are happy to receive marketing and promotional communications, we will provide you with news, information about our activities, advocacy and campaigning work, together with events, opportunities and invitations to donate or support Caritas in other ways.
• Please note that we do not share your contact details and other personal data with any other charities or companies for marketing purposes.
If you do not want to receive marketing or promotional communications from us, you can simply tell us by ticking or clicking the relevant box on various materials, or by contacting our staff on 0161 817 2285 or via email at comms@caritassalford.org.uk
• You can choose to opt out of receiving email marketing or promotional communications at any time by clicking on the relevant unsubscribe link at the bottom of any marketing related email you may receive from us, or by pressing ‘Unsubscribe’ on the home page of our website
To manage our staff and volunteers
• We need to process and keep some personal information in order to recruit and manage people that volunteer for Caritas.
• For staff we need to keep all records of recruitment, contract, performance, disciplinary record, sickness record, pension details, salary and other benefits, appraisal’s and all other information arising in the performance of staff contracts of employment.
To maintain and improve our own accounts, records and organisational processes, to fulfil our administrative purposes and protect our charitable interests
• The purposes for which we will use your information include accounting, billing and audit, credit or other payment card verification, fraud screening, safety, security and legal purposes, statistical and marketing analysis, legacy administration, systems testing, maintenance and development.
• Our processing also includes the use of CCTV systems at our premises for the prevention of crime.
LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA
The General Data Protection Regulation requires organisations to consider the legal basis on which they process personal data. Caritas will process personal data in line with the following principles:
-
Where it is necessary for us to fulfil a contract with you: for example, when you make a donation or purchase.
• We will only send you emails, make telephone calls or send you SMS text messages with your explicit consent.
• When it is in our legitimate interests to do so: as part of our engagement and efforts to build long-term relationships with our supporters, we will send you communications and marketing material via post unless you have told us you do not wish to receive these communications. This need not be an “all or nothing” option.