PRIVACY POLICY

The type of personal information we collect

St. Augustine’s Centre collects personal and statistical information from you when you take part in activities, engage with us, and look at our website or social media profiles.

The information we collect includes (but is not limited to):

  • Name
  • Address
  • Email address
  • Phone number
  • Bank account details when setting up a direct debit
  • How you’d like to be contacted
  • Taxpayer status for collecting Gift Aid
  • Demographic data like age, gender, etc (where necessary for providing support)

The information we collect depends on how you are engaging with us.

In general, we collect information from you when you:

  • make a donation to support our work
  • sign up for our newsletter
  • Register as a volunteer
  • Sign up to attend an event or activity with us
  • access our services

We also collect information about your engagement with us including the ways you have supported us in the past, for example, through donating, volunteering or taking part in our activities and services.

We collect statistical data about how you’ve engaged with us via our website, social media channels and email. This data is anonymised and accessed through Google Analytics, Mailchimp, Facebook Insights, LinkedIn Analytics and Twitter Analytics. 

Why do we collect this information?

Personal data:

We collect personal data to allow us to process:

  • donations (including processing Gift Aid, where people have elected to contribute Gift Aid)
  • information about fundraising events people are running for us
  • information about people who have signed up for awareness days or other events with us
  • job and volunteer applications

We collect personal data so that we can contact:

  • people who have opted-in to hear from us by email, phone, mail or SMS 
  • people who we are working with to provide our services 
  • people who have applied for job or volunteer positions with us 
  • people who have told us they are fundraising for us, for example by holding a collection 

Statistical data:

We collect statistical information, for instance using cookies, to tell us about how our website, social media and email updates are being used. This information helps us improve the services and information we offer you, by providing us with insights into what content, activities and communications are most popular or relevant to our supporters.

We use Google Analytics, and the analytical tools of our Third Party partners (Mailchimp, TextLocal) and Social Media accounts (including Facebook, Twitter, LinkedIn and Instagram) to collect this information, which is anonymous.

Survey and Feedback data:

We collect this data to understand and improve the services we provide and for use in evaluation of different areas of work as well as the design and planning for future work.

Sensitive personal data:

Under data protection law, certain categories of personal information are recognised as sensitive, including health information and information regarding race, religious beliefs, and political opinions (‘sensitive personal data’). We collect this data for a number of reasons:

  • where it is necessary to provide a service or helps us to support you with specific needs. This might relate to support we are providing to you in relation to your asylum case or in helping you to access relevant services
  • where it is necessary so that adjustments can be made to accommodate your needs if you are volunteering or working for us

Sensitive personal data is held securely in our databases and only accessed by relevant staff and volunteers when relevant to their role and the exercise of their duties.

How do we use the information we collect?

We use the personal information you provide us in a number of ways:

  • to continue to support our centre members
  • in the administration of any awareness days or external events
  • to send updates about our work to our supporters
  • to send you information about how you can join us in helping refugees and people seeking asylum 
  • to process donations we receive from you
  • to process Gift Aid where you have indicated you would like us to do so
  • to process any changes to your details as requested by you
  • for record keeping and administrative purposes relating to donations, feedback or complaints
  • to contact representatives of an organisation or company who has expressed interest in working with us

We use the statistical data we collect in a number of ways:

  • to understand what information and content is of interest to you
  • to analyse how our communications are doing and to help us change things that aren’t working
  • to help us prioritise our communications so we can focus on the channels and methods of communication that are most effective for engaging you and others in our work

We also use Google analytics cookies which are used to measure how people use our website. We look at reports to make sure that our website is providing the best possible service for our users. Google analytics does not identify you personally – it just collects data about your visit to our website.

Google analytics also collects information such as:

  • which countries or cities people who visited our site are in
  • the age ranges and gender of people who visit our site
  • the type of browser or device you used to access our site

Read more about what data Google collects, how they use it and how to change your privacy settings on Google.

If you want to know more about protecting your browser, the ICO website has instructions about how to change your cookie settings across different browsers.

You can also find out more about safeguarding your data on Google.

Managing Your Data

How can you unsubscribe from our emails, SMS, mail or phone updates?

You can request to stop receiving direct mail, email updates, SMS or phone calls from St. Augustine’s Centre by contacting us directly:

By mail:

St. Augustine’s Centre
Hanson Lane
Halifax
HX1 5PG

Phone: 01422 352492

Email: info@staugustinescentrehalifax.org.uk

Please note we may have to contact you to confirm we have your correct details.

You can also unsubscribe yourself from our email newsletter by selecting the unsubscribe link at the bottom of emails and following the instructions.

You can also unsubscribe yourself to stop receiving SMS from St. Augustine’s Centre, by replying STOP to any SMS we send you.

You can also stop receiving email, addressed post, phone calls and/ or text communications from specific charities by registering with the Fundraising Preference Service (FPS). This is run by the Fundraising Regulator – read more on their website. If you would like to use this service to stop receiving communication from St. Augustine’s Centre, you will need our charity number: 131784.

Please note: If you donate, take part in a campaign activity or request information you may receive a transactional email about that activity.
 

Complaints

If you have any complaints about the way in which we have used your personal information, please get in touch with us. We will be happy to discuss your concerns. In addition, you are also entitled to make a complaint to the Information Commissioner’s Office.

How do we protect your personal information?

We employ industry standard security measures to protect your information from unauthorised access; unlawful processing; accidental loss, destruction, or damage. We will retain your information for a reasonable period or as long as the law requires.

We also take all appropriate measures to ensure that any personal information we receive is kept on secured servers. Access to our servers is restricted to a small team of trained staff, who require a special login account to access sensitive data.

Do we store your payment details?

We do not keep the card payment details of any donations from CAF or other Third Party fundraising platforms.

We do keep a record of how much you donated, the date it was donated, your name and contact details so that we can send you a receipt and make sure we have your correct donation amount, in case you have an enquiry about your donations at a later date.

If you make a regular gift to us via Direct Debit, we store your bank account number and sort code to process your gift monthly. You will receive a receipt confirming the information we have collected for this when you set up your Direct Debit.

We also keep physical details of donations where Gift Aid has been included, in line with HMRC requirements. All credit card information for these donations is redacted and the records are kept securely in locked cabinets only for as long as required by HMRC.

Do we disclose the information we collect about you to other parties, including Third Party partners?

We will never share your data with anyone for marketing purposes. The only occasions when we will share your data are:

  • with Third Party partners who supply our donation, registration and campaign pages (CAF or Stewardship)
  • with Government or policy makers where you have added your name to a petition or sent an email to your MP in relation to one of our campaigns
  • With Third Party partners who we are working with to provide services to our Centre Members, such as health and wellbeing activities

We use Mailchimp  to manage our subscriber list, including volunteers and supporters,  to help us communicate with you  via email. This means basic details, such as name, organisation and email address, are shared for those who have given consent. These details will be securely transferred to Mailchimp and stored by them in accordance with their  privacy policy. Neither we nor Mailchimp  will ever sell your email address or share it with any other party, unless we are legally compelled to do so.

Because Mailchimp’s data centre is based in the US, the processing of personal data necessarily involves the transmission of data on an international basis. Your data may be processed outside the European Economic Area, although the data will always be held securely and in line with the requirements of UK data protection legislation including GDPR.

Where necessary we may share data with Third Party partners for project based work. If we must share this data, then the data is encrypted and password protected.

We stipulate the protection of your data in our contracts with Third Party partners.

The only other occasions when we might disclose your data are:

  • if required to do so by law or in response to a court order or law enforcement agency
  • in an emergency, for example where we think someone is at serious risk of being harmed or in immediate danger, we may contact the police, a local health or relevant safeguarding team to intervene.

Getting your consent for sharing your data

Other than in an emergency or in response to a court order or law enforcement agency, we will only share your data with another organisation for their use outside of a service they are providing to us (for example, payment processing) if you have actively indicated to us that you are willing for us to do so.

This might relate to a service we cannot provide to our clients that another provider can help with. You will be asked by the member of staff or volunteer working with you if you consent for us to share your information or there will be a question about this on a form that staff will provide to you.

Your right of access to your data

You have the right to ask for a copy of the personal or casework information we hold about you as well as the erasure, restriction, objection and data portability of your individual information.

If you wish to exercise these rights, please contact:

St. Augustine’s Centre
Hanson Lane
Halifax
HX1 5PG

Email: info@staugustinescentrehalifax.org.uk

Changes to our Privacy Policy

We keep this privacy policy under regular review. This policy was last updated on 1 December, 2021.