Privacy Notice
We are committed to protecting the personal details that we process when you engage with us. This Privacy Notice explains why we may ask for your personal information and tells you what we will do with it.
We collect and use personal data to manage our relationships and to better understand how we can meet and exceed your expectations. This allows us to operate and fundraise more efficiently and effectively.
Please read this Privacy Notice carefully to understand how we collect, use, and store your personal information.
The Privacy Notice tells you:
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Who we are
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Where we collect information from
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Information we collect
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What we do with your information
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Legal Basis for processing your information
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How we update your information
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Who we share information with
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How to access, correct or delete your information
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How we keep your data safe
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How long we store your data for
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Contact us
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Further information
By providing us with personal information, you consent to its collection and use as set out in this Privacy Notice. We aim to be clear, transparent and to use your information in a way that you would reasonably expect us to. We may update this Privacy Notice from time-to-time so please check it regularly.
If you have any questions about this Privacy Notice please contact our Data Protection Officer by email
1. Who we are
KF CIC is a charity that operates throughout Derbyshire to provide positive family based recovery services based on lived experience to those affected by substance misuse.
2. Where do we collect information from?
We collect information in the following ways:
Information you give us
KF CIC may obtain personal information from you when, for example, you complete a form to participate on a programme, register with us for a mailing list, apply to become a volunteer, take part in an event or make a donation.
Information from Third Parties
We may also receive information about you from independent third parties. We will only receive information from third parties in this way if you have given your consent for your information to be passed on to us. You should check their Privacy Notice when you provide your information to understand how they will process your information. Once we have obtained this information from the third party it will be covered by our Privacy Notice as well as by the originating third party.
3. What information do we collect?
The types of personal information that KF CIC Trust collects may include:
Your title, name, gender and date of birth;
Your contact details (address, email, phone number and social media contact details);
Family and spouse/partner details;
Current interests and activities;
Contact preferences;
Your bank or credit card details in line with payment card industry standards; and,
Any other information provided by yourself at the request of KF CIC.
Where appropriate we may also ask your interests and motivation for supporting KF CIC, although we will never make this question mandatory, and only want to know the answer if you are comfortable providing us with that information.
In some limited circumstances, the personal information that KF CIC collects may include information that is considered 'sensitive data'. This may include personal information regarding racial or ethnic origins, political opinions, religious beliefs, health and also information concerning criminal offences. Where this information is collected we will tell you so you know why it is needed.
If you are under 18 you should ask permission of a parent or guardian before sending personal or sensitive information to anyone online.
4. What might we do with your information?
If you have applied for one of KF CIC’s programmes, KF CIC will use your information to run, fund, develop and evaluate KF CIC’s programmes.
If you support us, for example by making a donation, volunteering, registering to fundraise, or signing up for an event, we will mainly use your information to:
Provide you with the services, products or information that you asked for;
Provide you information about other services, products or information we think might interest you where you have consented to being contacted;
Send you surveys, and for market research;
Invite you to events;
Keep a record of your relationship with us and record the contact we have with you; and
Ensure we know how you prefer to be contacted.
We use tracking tools to improve the effectiveness of our communications with you.
5. Legal Basis for processing your information
Under the UK GDPR and the DPA, we must have a legal reason to collect, keep and use your data. We rely on the following legal basis for processing your data:
Consent
Legitimate Interests
We process your personal data for our legitimate interests to allow us to run KF CIC as a charitable entity effectively and in pursuit of our objectives. When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you and your
rights under data protection laws. We will always ensure that your personal data will not be used where our interests are overridden by the impact on you.
6. How we update your information
We review records of our supporters and volunteers to ensure your data is as accurate as possible and always appreciate it if you let us know if your contact details change.
7. Who we share your information with
We are committed to protecting your data and therefore it will never be sold to external organisations and will only be disclosed to those acting as agents and data processors carrying out work on our behalf. Where we enter into a relationship with an external party, any such arrangements will be subject to a formal agreement between KF CIC and that organisation to protect the security of your data. These Parties may include:
Suppliers who send out communications on our behalf,
Our delivery partners within the UK to enable us to deliver our programmes effectively.
8. How to access, correct or delete your information
Under the General Data Protection Regulation 2016/679 you have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email the Data Protection Officer.
To help us locate any personal information about you (or in case we need to get in touch with you to obtain further information to help us locate your records) please include your full name, address and telephone number with your request.
If you do not want to receive any further information about KF CIC and would like us to remove your name from our mailing list you can also contact us using the details above.
9. How we keep your data safe
We aim to ensure that there are appropriate, physical, technical and managerial controls in place to protect any personal information you may provide to us, for example our online forms are always encrypted and our network is protected and monitored.
Despite all of our precautions no data transmission over the internet can be guaranteed to be 100% secure. So, whilst we will always strive to protect your personal information, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention that you do so at your own risk.
10. How long we store your data for
We will hold your personal information on our systems for as long as is necessary for the relevant activity. If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us, we won’t keep any information that we don’t need.
11. Contact us
If you have any queries about this Notice or any complaints with regard to the administration of the Privacy Notice please contact our Data Protection Officer.
12. Further information
The laws governing how your personal data can be used are:
General Data Protection Regulation 2016/679 (UK GDPR)
Data Protection Act 2018 (DPA)
The Privacy and Electronic Communications Regulations 2003 (PECR)