Emmaus Dover (“We”) promise to respect and keep safe any personal data you
share with us, either directly or through third parties. We aim to be clear about how
we will use your data and not do anything you wouldn’t reasonably expect from us.
For the purpose of the General Data Protection Regulation and the Data Protection
Act 1998 the data controller is Emmaus Dover of Archcliffe Fort, Archcliffe Road,
Dover Kent CT17 9EL, a registered charity with Charity Number: 1047354.
What information will we collect?
If you support us, for example make a donation, volunteer, register to fundraise, sign
up for an event or offer to donate something to our shop, we will usually collect:
- Your name
- Your contact details
- Details of previous donations to us
- Details of your intention to leave a gift to Emmaus in your will (if applicable)
- Card payment details
Why do we collect your information?
We need all the categories of information in the list above primarily because it is
necessary for our legitimate interests as a charitable organisation and because it is
necessary in order for us to carry out our legal obligations. We may also ask for your
consent to use your information in other ways. We will use your data to:
- Arrange to collect or deliver a donation to or from one of our shops
- Administer your donation or support your fundraising, including processing Gift Aid
- Keep a record of your relationship with us
- To receive payment for goods and reconcile with card providers
How is your personal information collected?
We collect information:
- Your details will be collected over the phone, in person, via social media and
by email when you request a collection or delivery of goods from us - When you sign our gift aid form
- If you volunteer within our shop or community
Using our website
Emmaus Dover uses the emmaus.org.uk website, hosted by Emmaus UK. To find out more about how the website uses cookies, please read Emmaus UK’s cookies statement.
Data Sharing
We may have to share your data with third parties, including third-party service
providers.
We require third parties to respect the security of your data and to treat it in
accordance with the law.
Why might you share my personal information with third parties?
We will share your personal information with third parties where required by law,
where it is necessary to administer the working relationship with you or where we
have another legitimate interest in doing so.
Which third-party service providers process my personal information?
The following third-party service providers process personal information about you
for the following purposes:
- HMRC FOR GIFT AID
- BT MYDONATE FOR DONATIONS AND SPONSORSHIP
- VIRGINGIVING FOR DONATIONS AND SPONSORSHIP
- VOLUNTEER BUREAU FOR CHECKING DISCLOSURE AND BARRING
- WORLDPAY FOR PAYMENT AUTHORISATION AND RECONCILIATION
- CONTACT DETAILS IN CASE OF EMERGENCY
How secure is my information with third-party service providers?
All our third-party service providers are required to take appropriate security
measures to protect your personal information in line with our policies. We do not
allow our third-party service providers to use your personal data for their own
purposes. We only permit them to process your personal data for specified purposes
and in accordance with our instructions.
What about other third parties?
We may share your personal information with other third parties, for example in the
context of the possible sale or restructuring of the business. We may also need to
share your personal information with a regulator or to otherwise comply with the law.
Data security
We have put in place measures to protect the security of your information. Details of
these measures are available upon request.
Third parties will only process your personal information on our instructions and
where they have agreed to treat the information confidentially and to keep it secure.
We have put in place appropriate security measures to prevent your personal
information from being accidentally lost, used or accessed in an unauthorised way,
altered or disclosed. In addition, we limit access to your personal information to
those employees, agents, contractors and other third parties who have a business
need to know. They will only process your personal information on our instructions
and they are subject to a duty of confidentiality. Details of these measures may be
obtained from the Community Manager at Emmaus Dover.
We have put in place procedures to deal with any suspected data security breach
and will notify you and any applicable regulator of a suspected breach where we are
legally required to do so.
Data retention
How long do we keep hold of your information?
We will only retain your personal information for as long as necessary to fulfil the
purposes we collected it for, including for the purposes of satisfying any legal,
accounting, or reporting requirements. Details of retention periods for different
aspects of your personal information are available in our data protection policy which
is available from Community Manager at Emmaus Dover. To determine the
appropriate retention period for personal data, we consider the amount, nature, and
sensitivity of the personal data, the potential risk of harm from unauthorised use or
disclosure of your personal data, the purposes for which we process your personal
data and whether we can achieve those purposes through other means, and the
applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can
no longer be associated with you, in which case we may use such information
without further notice to you.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a
“data subject access request”). This enables you to receive a copy of the
personal information we hold about you and to check that we are lawfully
processing it. - Request correction of the personal information that we hold about you.
This enables you to have any incomplete or inaccurate information we
hold about you corrected. - Request erasure of your personal information. This enables you to ask us
to delete or remove personal information where there is no good reason
for us continuing to process it. You also have the right to ask us to delete
or remove your personal information where you have exercised your right
to object to processing (see below). - Object to processing of your personal information where we are relying
on a legitimate interest (or those of a third party) and there is something
about your particular situation which makes you want to object to
processing on this ground. You also have the right to object where we are
processing your personal information for direct marketing purposes. - Request the restriction of processing of your personal information. This
enables you to ask us to suspend the processing of personal information
about you, for example if you want us to establish its accuracy or the
reason for processing it. - Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information,
object to the processing of your personal data, or request that we transfer a copy of
your personal information to another party, please contact us on 01304 204550 or
send a description of the information you want to see and proof of your identity by
post to Emmaus Dover, Archcliffe Fort, Archcliffe Road, Dover CT17 9EL.
No fee usually required
You will not have to pay a fee to access your personal information (or to exercise
any of the other rights). However, we may charge a reasonable fee if your request
for access is clearly unfounded or excessive. Alternatively, we may refuse to comply
with the request in such circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your
identity and ensure your right to access the information (or to exercise any of your
other rights). This is another appropriate security measure to ensure that personal
information is not disclosed to any person who has no right to receive it.
Keeping our records up to date
Where possible we use publicly available sources to keep your records up to date;
for example, the Post Office’s National Change of Address database and information
provided to us by other organisations as described above.
It is important that the personal information we hold about you is accurate and
current. Please keep us informed if your personal information changes during your
working relationship with us.
If you have any questions please send these to The Community Manager at
Emmaus Dover, Archcliffe Fort, Archcliffe Road, Dover CT17 9EL and for further
information see the Information Commissioner’s guidance.
We may change this Privacy Policy from time to time. If we make any significant
changes in the way we treat your personal information we will make this clear on the
Emmaus Dover website or by contacting you directly.
If you have any questions, comments or suggestions, please let us know by
contacting us on 01304 204550.