This document describes how Julia’s House, collects, uses and protects your information.
We are committed to protecting your personal information and being transparent about what information we hold, whether you are a donor, volunteer, member of staff, or a person we support.
We ensure that we use your information in accordance with all applicable laws concerning the protection of personal information.
What is Personal Data?
Personal data means any information that might allow you to be identified, such as your name, postal address, telephone number, mobile number, email address, date of birth, bank account or card details, I.P. address, photo or video image, tax status (for Gift Aid purposes)
Some personal data is regarded as sensitive data such as health and wellbeing, ethnicity and religious views. If you use our clinical services or work for us, we will need to collect sensitive personal data about you in order to provide complete care, or a safe working environment.
How we collect your information
We may collect personal information about you when you:
- Make a monetary donation or donate clothing/furniture
- Register with us for information about our care, Gifts in Wills or events
- Use our services or attend our activities
- Sign up for publications or newsletters
- Volunteer or fundraise for us
- Register as eligible for Gift Aid
- Use third party fundraising platforms i.e. Just Giving
- If you provide professional services to children in our care
We may collect sensitive personal information about you if you are a volunteer, member of staff, or as a supporter taking part in a challenge event, i.e. health information
Photography and film
We may use photography or film when you attend or participate in one of our events. The images collected may be used to help promote or advertise future fundraising. Consent will be requested where you appear in the foreground or the focus of the image, but not where you appear as part of a group. Full details will be provided at the event regarding image use, and you will be given the opportunity to opt out if you do not wish your photograph to be taken.
Some Julia’s House sites use Close Circuit Television (CCTV). The images recorded are solely for the purpose of the safety and security of individuals and property. The recordings are securely retained for a short period and deleted after that period.
Our legal basis for contacting you and using your personal information
Julia’s House use the following grounds for processing your data
- You have consented to us processing your data
When you sign up to a newsletter or opt-in to our communications using our forms (eg. a donation form or online form) or in person, then you are giving us your consent to send you marketing and fundraising materials by the methods you have chosen (e.g. email).
We will never send you marketing by email or SMS without your consent.
- We believe it is in the legitimate interest of either you, or us as the Charity, to process your data
If you have provided us with your postal or telephone contact details (i.e. when making a donation), we will carry out an assessment to establish if it would be fair and reasonable to send marketing and fundraising information to you without your explicit consent i.e. it is in the interests of our aims as a charity and will not cause undue prejudice to you. This is called a “legitimate interests assessment”.
We may also use legitimate interest for research purposes. We have a duty to make sure we’re spending your donations wisely, so it may mean carrying out research and analysis to inform our decisions.
In order to work out who to contact, what to say and when to get in touch, we may undertake in-house research or engage third party organisations such as fundraising agencies to help us identify people who may be able to support us with a larger gift; using publicly available records.
We may also collect information on your interests, for example board memberships, hobbies, or articles about you in the media. We use this information to tailor our communication with you.
If our research shows that a person is unlikely to be interested, we will not contact them, and we will not keep the research.
You can opt out of our marketing and fundraising communications at any time and you can opt out of your data being used for profiling and wealth screening techniques by contacting email@example.com.
- We are legally obliged to process your data
Julia’s House has a legal obligation to retain transactional data and Gift Aid status for 6 years for HMRC auditing purposes.
- We believe it is in the public interest to process your data and this interest is supported by clear law e.g. safeguarding.
For further information regarding our legal requirements and other legal grounds to process your personal information, please go to the ICO’s website https://ico.org.uk
Who we will share your information with
We will not sell or swap your information with any agency or other charity. We will not share personal information about you with third parties without your consent unless the law allows us to and these organisations are GDPR compliant.
We may however share your information with:
- Our mailing houses
- Our suppliers who are involved in delivering goods to you
- Our suppliers who manage some of our IT services, lottery and web services in order to deliver the contracted services
- HMRC for Gift Aid or our third party auditors
- Third party telephone fundraising agencies
- Third party photographers at events
We carefully select these partners and will only share information with them if we are confident that they will protect it and delete it once their services have been completed. We have contracts in place, where applicable, to assure that as a data processor they will comply with our conditions.
Your personal information will be stored on systems owned or operated by Julia’s House or those of our specific suppliers.
Within Julia’s House your information will be stored on our secured systems in accordance with the Julia House’s Information Security Policy.
This information is stored securely for as long as required to operate the service in accordance with legal requirements. Where your information is no longer required, we will ensure it is disposed of in a secure manner.
You can help us keep our records up to date by telling us when your contact details and other personal information changes.
To ensure the information we hold is accurate, we may check the accuracy of your contact details against external publicly available lists or use third party organisations.
We will retain your personal information in accordance with legal and regulatory requirements. We will only retain your information while we are actively engaged with you.
Where we have had no interaction with you for a period of 5 years we will archive your personal data.
Where consent has been given for photographs to be used to promote the work of Julia’s House we will either securely delete photographs after 2 years, or ask for renewed consent.
You can also change your mind at any time about how we contact you or ask us to stop contacting you altogether. Where you have provided your consent for our use of your personal information, you always have a right to withdraw your consent at any time.
The Data Protection Act 2018 gives increased provision for individuals to exercise their rights.
For full details of your rights visit the ICO’s website https://ico.org.uk.
Should you wish to exercise these rights please email the Data Protection Officer firstname.lastname@example.org to make your request.
We will respond within 28 days of receipt of your written request and reserve the right to charge a fee of £10 for this process if it involves administration.
How to contact us
If you do not want to be contacted, sent marketing material or concerns about our use of your personal information us at email@example.com by phone on 01202 644220 or via our website www.juliashouse.org/contact-us.
We may update the terms of this policy at any time, so please do check it from time to time. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our website. By continuing to use our website you will be deemed to have accepted such changes.
This policy was last updated on 20th April 2021.