Preservation of your privacy is important to Care for Kids North Devon and we are committed to letting you know how we use your personal information and to making responsible use of your data.
Information about you
We will only collect personal information from you
This may include your name, address, email, telephone number, gender, date of birth, medical conditions, next of kin and financial information.
Our use of this information
Your personal information will only be used to
Security
We will take reasonable precautions to prevent the loss or misuse of information you give us.
Where communications are sent by email, these will not be sent encrypted. Whilst we endeavour to keep our systems and communications protected against viruses and other harmful effects we cannot bear responsibility for all communications being virus-free.
Other information
If you would like us to update any information, or if you would like your information deleted from our records, then please email us at [email protected]
This privacy policy will be reviewed on a yearly basis.
Information is kept on the following groups of individuals;
1 - Employees: Any person employed by Care for Kids ND
2 - Service Providers: Any person providing administration services
3 - Trustees: Any person currently in a Trustee position
4 - Families: Any family referred to the charity by Caroline Thorpe Ward for financial assistance
5 - Volunteers: Any person who has volunteered for the charity during bucket collections, marshalling runs, or any other voluntary activity
6 - Donators/fundraisers: Any person donating funds
The following information is used and/or kept for the groups of individuals;
1 -Employees: Name, Address, Telephone No, Email, National Insurance No, Bank details
2 - Service Providers: Name, Address, Telephone No, Email, Bank details
3 -Trustees: Name, Address, Telephone, Email, bank details
4 - Families: Name, Address, Telephone, Email,Child’s name & date of birth, Bank details, medical information
5 -Volunteers: Name, Address, Telephone, Email
6 - Donators/fundraisers: Name, Address, Telephone, Email
1 - Employees: To fulfil HMRC requirement For the processing of payroll
2 - Service Providers: To process invoice payments
3 - Trustees: To meet Charity Commission requirements
4 - Families: To check eligibility and make grant payments
To provide follow-up assistance if needed
5 - Volunteers: To promote events, to ask for help with events/promotion
6- Donators/fundraisers: To thank for donations/fundraising and to promote on our website/social media
1 - Employees: Personnel file in locked cupboard, Google Drive
2 - Service Providers: Personnel file in locked cupboard
3 - Trustees: Personnel file in locked cupboard
4 - Families: Grant payment file in locked cupboard, Locked emails, Google Drive
5 - Volunteers: Keeping Informed file in locked cupboard, Volunteer consent forms on Google Drive
6 - Donators/fundraisers: Gift aid forms in locked cupboard, on Just Giving platform
1 – Employees: 3 years after the end of the tax year in which the employment ended
2 - Service Providers: Whilst services are provided
3 - Trustees: For the total length of office
4 - Families: Until the child reaches the age of 18 and would therefore not be eligible for another grant
5 - Volunteers: Information kept until advised otherwise by volunteer – information checked and updated periodically
6 - Donators/fundraisers: Gift aid forms 6 years, stored on JustGiving as per their Privacy Policy
- Employees: All employees are informed that their information is stored for the reasons stated in section C1
- Service Providers: All service providers are informed that their information is stored for the reasons stated in section C2
– Trustees: All Trustees are informed that their information is stored for the reasons stated in section C3
- Families: The conditions for use/storage of information is stated on the Grant Application Form & on the Grant Making Policy
- Volunteers: The conditions for use/storage of information is stated on the Keeping Informed form or Volunteer consent form
- Donators/fundraisers: Conditions for use/storage is stated on the Gift aid form and Just Giving website
1 - Employees: Day to day – Treasurer & Administrator, when requested – HMRC
2 - Service Providers: Day to day – Treasurer & Administrator, when requested – Charity Accountant
3 - Trustees: Day to day – Administrator, when requested – Charity Commission
4 - Families: Day to day – Treasurer & Administrator, when requested – Charity Accountant for auditing purposes
5 - Volunteers: Day to day - Administrator,
6 - Donators: Day to day – Treasurer & Administrator
