The Care Workers Charity recognises that your privacy is very important, so it is equally as important to us that you are confident with the way we handle your personal information.  We fully comply with the General Data Protection Regulations and the Privacy of Electronic Communications Regulations. This Privacy Policy outlines the way in which we use and disclose personal data that is provided to us. 

  • Personal Data

Personal data includes any data that relates to a living individual who can be identified from that data.  This may include an individual’s name, address, telephone numbers and/or email address, bank details, other financial, health and background information.  We collect information about individuals including grant applicants, our champions, our supporters, our volunteers, our donors, our staff and trustees.

  • How we collect personal data

The charity receives and stores personal information supplied to us in writing, via email, via the telephone, in person or online. We collect personal data when an individual: Applyies for a hardship grant; Enquires about our services; Subscribes to our newsletters; Commences employment; Commences trusteeship; Becomes a champion; Gets involved with volunteering opportunities; Attends CWC’s events; Donates money to the Charity.

We may also receive personal data from third parties, for example, a welfare officer, charity, agency or organisation who refers you to our service.

  • Purpose of using personal data

The Charity principally collects personal information to provide data subjects with the services or information they have requested. Where we use personal data, it may be because the data subject consented to us doing so, we have a contractual obligation with the data subject, we are complying with legal obligations or we are pursuing a legitimate interest.   We have set out in the table below the reasons why we process your personal data and the associated legal bases we rely upon to legally permit us to process your personal data:

Description of why CWC processes personal data (‘processing purpose’)

Legal basis for the processing purpose

To process and respond to grant applications

·       Consent

·       Performance of a contract

To review and analyse our services and begin measuring our impact

·       Consent

·       Performance of a contract

To produce case studies of grant beneficiaries and Champions

·       Consent

To communicate with Champions and Supporter Club member key contacts for CWC related purposes and fundraising support

·       Performance of a contract

·       Legitimate Interest

·       Consent

To process donation payments and to collect money that is owed to us

·       Performance of a contract

·       Compliance with legal obligations

To communicate with you with updates of the charity via emails, or other messages consistent with any permissions you have communicated with us (i.e newsletter subscription, fundraising purposes)

·       Consent

·       Legitimate Interest

To provide personal data to HMRC if a data subject has agreed to us claiming Gift Aid on donations made to CWC

·       Compliance with legal obligations

 

  • Disclosure of Information

Your data is treated as strictly confidential and is only disclosed to parties who have a need to access it, to fulfil the charity’s objectives.  Some of the personal information you may tell us falls under what is deemed sensitive information, for example your ethnic origin or state of health. This information is subject to even stricter rules than ordinary personal information and you can be assured that any sensitive information you choose to give will be kept confidential and only used in accordance with this privacy policy.

The Charity may disclose personal data to other employees including the Charity’s trustees.  We do not permit these parties to use such information for any other purposes than to perform the service instructed by us.

We may also share personal data with suppliers, known as ‘data processors’, to process data on our behalf, for example to deliver goods or services to grant recipients.

We may also need to disclose your information if required to do so by law. For example, we are legally required to provide your data to HMRC if you have agreed to us claiming Gift Aid on your behalf. We may also share your information with other third parties without consent if we are legally required to do so, for example, by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court.

  • Consent

We will only use your personal information if you have provided your consent, if we have a reasonable or legitimate interest or if we are permitted to do so by law. When we process data for the purposes of grant administration, fundraising support or subscription to newsletters we require opt in consent from you. CWC informs these individuals about the data we require from them at the point of requesting it, sets out how it will be used, and obtains informed consent.  Where we offer you services either directly or through a third-party supplier, we will ask you for permission to use and/or share your information before we proceed. 

  • How long we keep your personal information

When the personal data is no longer needed it will be destroyed or permanently rendered anonymous.  Examples might be that application process has been completed, volunteering, employment or trusteeship has terminated.  As a rule, we will hold your information for a period of up to 6 years from the end of your relationship with the charity in accordance with our data retention policy. Please request to be sent our full Data Protection Policy for further details. 

  • Storage and security of personal data

To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect.

Individuals have the right to request access to and rectification or deletion of their personal data or restrict processing. You can request for us to delete your personal data by filling out this form. You can request for us to send you a copy of all your personal data on our records by filling out this form.

The Charity will comply with all legal obligations including GDPR when we hold your data.  If you have any reason why we should amend, delete or restrict use of your data, please contact us to discuss your concern.

  • What we do if you choose to tell us about your experience of our grant service

Where we award grants to individuals, we will sometimes ask whether they are happy for us to share their story to help us raise awareness of our mission. For example, to write case studies which can be used in our communications including PR and media activity, digital and social media, campaigning, fundraising materials and internal communications. We would never use an individual’s story without obtaining their consent first. We would always contact the individual to discuss the use of their story in further detail each time. The individual can withdraw their consent at any time before publication.

  • Disclaimer

The content in our Information and Advice sections are provided by third parties such as NHS Choices and the Money Advice Service. It is not intended nor should it be construed as providing professional medical, financial or legal advice. The pages and the information contained on the pages are not a replacement for obtaining professional medical care or professional legal and financial advice.

  • Contact us
  • If you have any questions or comments about our privacy practices or this Privacy Statement
  • If you want to make use of any of the above rights, or other rights that you may have in relation to your personal data
  • If you wish to view our full Data Protection Policy
  • If you have other questions or requests

Please contact us at [email protected]  You can also reach us at the following address: The Care Workers Charity, Hill Place House, 55a Wimbledon Village, SW19 5BA