The type of personal information we collect
Calderdale Valley of Sanctuary collects personal and statistical information from you when you take part in activities, engage with us, sign up as a member or supporter, and look at our website or social media profiles.
The information we may collect includes (but is not limited to):
- Name
- Address
- Email address
- Phone number
- Taxpayer status for collecting Gift Aid
The information we collect depends on how you are engaging with us.
In general, we collect information from you when you:
- sign up for our newsletter
- Register as a volunteer
- Sign up to attend an event or activity with us
- Join one of our networks
- Sign up as a supporter or member of Calderdale Valley of Sanctuary
- make a donation to support our work
We also collect information about your engagement with us, including the ways you have supported us in the past; for example, through donating, volunteering or taking part in our activities or networks.
We collect statistical data about how you’ve engaged with us via our website, social media channels and email. This data is anonymised and accessed through Google Analytics, Mailchimp, Eventbrite, Facebook Insights (Meta) and LinkedIn Analytics.
Why do we collect this information?
Personal data:
We collect personal data to allow us to process:
- donations (including processing Gift Aid, where people have elected to contribute Gift Aid)
- information about people who have signed up for networks or other events with us
- job applications or volunteer opportunities
- Member and supporter registrations
We collect personal data so that we can contact:
- people who have opted-in to hear from us by email
- people who we are working with to provide events or activities
- people who have applied for job or volunteer opportunities with us
- people who have told us they are fundraising for us, for example by holding a collection
- People who have signed up as members and supporters of Calderdale Valley of Sanctuary
Statistical data:
We collect statistical information, for instance using cookies, to tell us about how our website, social media and email updates are being used. This information helps us improve the services and information we offer you, by providing us with insights into what content, activities and communications are most popular or relevant to our supporters.
We use Google Analytics, and the analytical tools of our Third Party partners (Mailchimp and Eventbrite) and Social Media accounts (including Facebook, LinkedIn and Instagram) to collect this information, which is anonymous.
Survey and Feedback data:
We collect this data to understand and improve the services we provide and for use in the evaluation of different areas of work, as well as the design and planning for future work.
Sensitive personal data:
Under data protection law, certain categories of personal information are recognised as sensitive, including health information and information regarding race, religious beliefs, and political opinions (‘sensitive personal data’). We collect this data for a number of reasons:
- where it is necessary to provide a service or helps us to support you with specific needs.
- where it is necessary so that adjustments can be made to accommodate your needs if you are volunteering or working for us
Sensitive personal data is held securely in our databases and only accessed by relevant staff and volunteers when relevant to their role and the exercise of their duties.
How do we use the information we collect?
We use the personal information you provide us in a number of ways:
- in the administration of our networks, events and activities
- to send updates about our work to our supporters and members
- to send you information about how you can join us in helping refugees and people seeking asylum
- to process donations we receive from you
- to process Gift Aid where you have indicated you would like us to do so
- to process any changes to your details as requested by you
- for record-keeping and administrative purposes relating to donations, feedback or complaints
- to contact representatives of an organisation or company who has expressed interest in working with us
We use the statistical data we collect in a number of ways:
- to understand what information and content is of interest to you
- to analyse how our communications and activities, such as Refugee Week, are doing and to help us change things that aren’t working
- to help us prioritise our communications so we can focus on the channels and methods of communication that are most effective for engaging you and others in our work
- to help us ensure that we are reaching a variety of demographics
We also use Google Analytics cookies which are used to measure how people use our website. We look at reports to make sure that our website is providing the best possible service for our users. Google Analytics does not identify you personally – it just collects data about your visit to our website.
Google Analytics also collects information such as:
- which countries or cities people who visited our site are in
- the age ranges and gender of people who visit our site
- the type of browser or device you used to access our site
If you want to know more about protecting your browser, the ICO website has instructions about how to change your cookie settings across different browsers.
You can also find out more about safeguarding your data on Google.
Managing Your Data
How can you unsubscribe from our email updates?
You can request to stop receiving email updates from Calderdale Valley of Sanctuary by contacting us directly:
By mail:
Calderdale Valley of Sanctuary
℅ St. Augustines Centre
Hanson Lane
HALIFAX
HX1 5PG
Phone: 07857 140207
Email: [email protected]
Please note that we may have to contact you to confirm we have your correct details.
You can also unsubscribe yourself from our email newsletter by selecting the unsubscribe link at the bottom of emails and following the instructions.
You can also stop receiving emails, addressed post, phone calls and/ or text communications from specific charities by registering with the Fundraising Preference Service (FPS). This is run by the Fundraising Regulator – read more on their website. If you would like to use this service to stop receiving communication from Calderdale Valley of Sanctuary, you will need our charity number: 1197764.
Please note: If you donate, take part in an activity or request information you may receive a transactional email about that activity.
Complaints
If you have any complaints about how we have used your personal information, please get in touch with our Chair, Laura Beesley, by emailing [email protected]
We will be happy to discuss your concerns, which will be considered in line with our complaints procedure.
In addition, you are also entitled to make a complaint to the Information Commissioner’s Office.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://ico.org.uk/
How do we protect your personal information?
We employ industry-standard security measures to protect your information from unauthorised access; unlawful processing; accidental loss, destruction, or damage. We will retain your information for a reasonable period or as long as the law requires, after which time the data will be destroyed.
We also take all appropriate measures to ensure that any personal information we receive is kept on secured servers. Access to our drive is restricted to a small team of trained staff and volunteers, who require a special login account to access sensitive data. We also employ 2-step verification for added security.
Do we store your payment details?
We do not keep the card payment details of any donations, either by direct transfer or other Third Party fundraising platforms.
We do keep a record of how much you donated, the date it was donated, your name and contact details so that we can send you a receipt and make sure we have your correct donation amount, in case you have an enquiry about your donations at a later date.
We also keep physical details of donations where Gift Aid has been included, in line with HMRC requirements. All credit card information for these donations is redacted and the records are kept securely only for as long as required by HMRC.
Do we disclose the information we collect about you to other parties, including Third Party partners?
We will never share your data with anyone for marketing purposes. The only occasions when we will share your data are:
- With Third Party partners who we are working with us to provide activities, events and networks,
- And with Third Party partners with your permission and approval, in order to support refugees and people seeking asylum in the area.
We use Mailchimp to manage our subscriber list, including supporters and members, to help us communicate with you via email. This means basic details, such as name, organisation and email address, are shared for those who have given consent. These details will be securely transferred to Mailchimp and stored by them in accordance with their privacy policy. Neither we nor Mailchimp will ever sell your email address or share it with any other party, unless we are legally compelled to do so.
Because Mailchimp’s data centre is based in the US, the processing of personal data necessarily involves the transmission of data on an international basis. Your data may be processed outside the European Economic Area, although the data will always be held securely and in line with the requirements of UK data protection legislation including GDPR.
You can access information about Mailchimp’s privacy and security measures on their website.
Where necessary we may share data with Third Party partners for project-based work, or as part of event bookings your data may be shared with partners for the purpose of organising that event.
We stipulate the protection of your data in our contracts with Third Party partners.
The only other occasions when we might disclose your data are:
- if required to do so by law or in response to a court order or law enforcement agency
- in an emergency, for example where we think someone is at serious risk of being harmed or in immediate danger, we may contact the police, local health or relevant safeguarding team to intervene.
Getting your consent for sharing your data
Other than in an emergency or in response to a court order or law enforcement agency, we will only share your data with another organisation for their use outside of a service they are providing to us (for example, payment processing) if you have actively indicated to us that you are willing for us to do so.
This might relate to a service we cannot provide that another provider can help with. You will be asked by the member of staff or volunteer working with you if you consent for us to share your information or there will be a question about this on a form that staff will provide to you.
Your right of access to your data
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to correct personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
If you wish to exercise these rights, please contact:
Calderdale Valley of Sanctuary
℅ St. Augustines Centre
Hanson Lane
HALIFAX
HX1 5PG
Email: [email protected]
Changes to our Privacy Statement
We keep this privacy statement under regular review. This policy was last updated on 7 March 2024.
