Effective as of 25th May 2018
The Kids Network (‘TKN’) (‘we’, ‘us’) is a registered charity, number 1167178. We are committed to protecting your privacy and at all times we aim to respect and keep safe any personal information you share with us, or that we receive from other organisations.
This Privacy Notice (‘Notice’) sets out our data processing practices and your rights and options regarding the ways in which your personal information is collected and used.
Disclaimer: The provision of your personal information to us is voluntary. However, without providing us with your personal information, your use of our services or your interaction with us may be impaired. For example, you will be unable to make a donation.
1. We collect personal information about you:
a) When you give it to us directly
For example, personal information that you submit to us through our website by making a donation, signing up for our email newsletter or completing an application to volunteer with us; or personal information that you give to us when you communicate with us by email, phone or letter.
b) When we obtain it indirectly
For example, your personal information may be shared with us by third parties such as schools, external fundraisers, reference providers or a search engine. To the extent we have not done so already, we will notify you when we receive personal information about you from them and tell you how and why we intend to use that personal information.
c) When it is available publicly
Your personal information may be available to us from external publicly available sources. For example, depending on your privacy settings for social media services, we may access information from those accounts or services (such as Twitter, Facebook and Instagram).
2. What personal information do we use?
We may collect, store and otherwise use the following kinds of personal information:
- your name (and, where appropriate, previous names) and contact details, including postal address, home and mobile telephone numbers and email address;
- your date of birth, gender, ethnicity and nationality;
- your national insurance number;
- information contained in identification documents such as passports or utility bills;
- information about you which we discover through background checks;
- details of your qualifications, experiences and/or interests;
- your financial information, such as bank details and/or credit/debit card details;
- information about our services which you use/which we consider may be of interests to you;
- school information, including schools attended, grades, additional needs; and/or
- any other personal information which we receive as per section 1.
Please note that the EU General Data Protection Regulation (‘GDPR’) recognises certain categories of personal information as sensitive and therefore requires more protection, for example information about your health, ethnicity and political opinions.
In certain situations, we may collect and/or use these special categories of personal information (for example, to ensure that reasonable adjustments are made to allow you to volunteer with us).
3. How and why will we use your personal information?
Your personal information, however provided to us, will be used for the purposes specified in this Notice. In particular, we may use your personal information for the following:
- to provide you with services or information you have requested;
- to provide services to our beneficiaries;
- to provide further information about our work, services, activities or events (where necessary, only where you have provided your consent to receive such information);
- to process your donations;
- to answer your questions/requests and communicate with you in general;
- to further our charitable aims in general, including for fundraising activities;
- to analyse and improve our work, services, activities and events (including our website), or for our internal records;
- to report on the impact and effectiveness of our work;
- to run/administer our website, keep it safe and secure and ensure that content is presented in the most effective manner for you and for your device;
- to process your application for a volunteer/beneficiary roles;
- to register and administer your participation in events;
- to confirm your identity;
- to satisfy legal obligations which are binding on us, for example for volunteers who will work with children on our behalf under the Police Act 1997;
- to match beneficiaries with volunteers;
- to audit/administer our accounts;
- for the prevention of fraud or misuse of services; and/or
- for the establishment, defence and/or enforcement of legal claims.
4. Lawful bases
Under GDPR we must rely on one or more lawful bases to use your personal information. The following are the likely grounds on which we may use your information:
a) Where you have provided your consent for us to use your personal information in a certain way (for example, we may ask for your consent to use your personal information to send you email newsletters, and we may ask for your explicit consent to collect special categories of your personal information).
b) Where necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering a contract (for example, if you apply to work for or volunteer with us).
c) Where necessary so that we can comply with a legal obligation to which we are subject (for example, where we are obliged to share your personal information with regulatory bodies which govern our work and services).
d) Where it is in your or someone else’s vital interests (for example, in case of medical emergency).
e) Where there is a legitimate interest in us doing so.
The GDPR allows us to collect and process your personal information if it is reasonably necessary to achieve our or others’ legitimate interests (as long as that processing is fair, balanced and does not unduly impact your rights).
In broad terms, our ‘legitimate interests’ means the running of TKN in order to reach our aims.
When we process your personal information to achieve such legitimate interests, we consider and balance any potential impact on you, and your rights under data protection laws. We will not use your personal information for activities where our interests are overridden by the impact on you.
5. Communications for marketing/ fundraising
We may use your contact details to provide you with information about our work, events, services and/or products which we consider may be of interest to you (for example, about services you previously used, or updates about fundraising appeals and/or volunteering opportunities via our newsletter).
Where we do this via email, SMS or telephone, we will not do so without your prior consent.
Where you have provided us with your consent previously but do not wish to be contacted by us about our projects and/or services in the future, please let us know by email at firstname.lastname@example.org. You can opt out of receiving emails from us at any time by clicking the ‘unsubscribe’ link at the bottom of our emails.
7. Young people’s personal information
When we process young people’s personal information, where required we will not do so without their consent or, where required, the consent of a parent/guardian. We will always have in place appropriate safeguards to ensure that young people’s personal information is handled with due care.
8. How long do we keep your personal information?
In general, unless still required in connection with the purpose(s) for which it was collected and/or processed, we remove your personal information from our records six years after the date it was collected. However, if before that date your personal information is no longer required in connection with such purpose(s), or we are no longer lawfully entitled to process it or you validly exercise your right of erasure, we will remove it from our records at the relevant time.
If you request to receive no further contact from us, we will keep some basic information about you in order to comply with your request and avoid sending you unwanted materials in the future. Third party processors will be required to provide sufficient guarantees for their data security measures and compliance with them. Checks will be made to ensure that secure data disposal facilities are in place and regular monitoring will take place.
9. Will we share your personal information?
We do not share, sell or rent your personal information to third parties for marketing purposes. However, in general we may disclose your personal information to selected third parties in order to achieve the purposes set out in this Notice.
Non-exhaustively, those parties may include:
- healthcare professionals and organisations involved in the provision of care, facilities and/or supplies;
- business partners, suppliers and sub-contractors for the performance of any contract we enter into with them, for example IT service providers such as website hosts or cloud storage providers;
- third party payment service providers that collect or process donations on our behalf;
- professional service providers such as accountants and lawyers;
- regulatory authorities, such as tax authorities; and/or
- partner schools.
10. Exercising your rights
Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time. This includes the right to ask us to stop using your personal information for marketing or fundraising purposes or to unsubscribe from our email list at any time. Your rights also include:
- You can also write to us to ask for confirmation of what personal information we hold on you and to request a copy of that personal information.
- At your request we will delete your personal information from our records as far as we are required to do so.
- If you believe our records of your personal information are inaccurate, you have the right to ask for those records to be updated.
- You have the right to ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate usage.
11. Changes to this Notice
We may update this Notice from time to time. We will notify you of significant changes by contacting you directly where reasonably possible for us to do so and by placing an update notice on our website.
This Notice was last updated on 01 June 2018.
12. How to contact us
Please let us know if you have any questions or concerns about this Notice or about the way in which TKN processes your personal information by contacting us via the following channels: