Privacy Policy
Introduction
Community Resource is the operating name of the Community Council of Shropshire. We are a registered charity (1096779) and a company limited by guarantee incorporated in England and Wales under company number 4652487. Our registered office is 4 The Creative Quarter, Shrewsbury Business Park, Shrewsbury, Shropshire. SY2 6LG.
Please read this policy carefully to understand how we collect, use and store your personal information.
If you have any questions regarding our Privacy Policy, please write to our CEO at the above address or email enquiries@community-resource.org.uk
Data Protection
We take data protection very seriously.
We want everyone who supports us, or who comes to us for support, to feel confident and comfortable with how any personal information you share with us will be used and looked after. We are committed to providing transparent information on the types of personal data we may collect about you, what we do with that data, how we will store and handle that data, and keep it safe.
Community Resource will never exchange or sell your information to another organisation for their own marketing purposes.
We do, however, need to collect and use your data for legitimate business purposes, helping us to run our charity efficiently, raise vital funds, keep you up to date on our work and deliver our charitable services. This policy sets out how your personal data will be used, what data we collect, our legal basis for its use, along with an outline of your rights in respect to your data.
What we use your information for
We strive to provide a clear, honest, and transparent approach to how and when we may collect and use your personal data. The different reasons we may do this are:
- To process and record your membership.
- To enable us to provide a safe and professional service if you are a service user.
- To provide the services or goods that you have requested from us.
- To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
- To update you with important administrative messages about your grant application, job application, volunteer application, membership, an event, or services or goods you have requested.
- To manage your volunteering activity with us as a Volunteer, deliver training, update you on our projects and ensure your safety. This may include sending you newsletters or information around our fundraising activity, so you can inform the public about our work.
- To keep a record of your relationship with us.
- To contact you about our work, aims and objectives and how you can support Community Resource. This may include appeals, competitions, events, or volunteering opportunities.
- To invite you to participate in surveys/research or to an event we think you might be interest in.
- To respond to your queries and complaints.
In some circumstances we may use your personal data to carry out research using publicly available information to determine whether an individual could be a potential major donor, high net worth individual, or philanthropist that shares our charitable mission. This research will enable us to target communications in a more focused, efficient, and cost-effective way, helping us reduce the chances of supporters and potential supporters receiving inappropriate or irrelevant communications.
Please be assured that donors can ‘opt out’ of this research process at any time by contacting Community Resource and making that request.
Legal basis for processing
All charities need a lawful basis to collect and use your personal data. The law allows for six legitimate ways to process people’s data and three of these are relevant to Community Resource for the types of purposes listed above:
- Information is processed on the basis of a person’s consent.
- Information is processed on the basis of a contractual relationship
- Information is processed on the basis of “legitimate interest”
We are committed to safeguard everyone Community Resource comes into contact with, particularly via our work with adults who may be vulnerable with care and support needs. If we recognise that someone has been, or is at risk of harm, we will share this information with other relevant, agencies. Sometimes, we may need to do this without the consent from the individuals, but this will be done in line with our safeguarding policy.
We may need to share your personal details, in extreme circumstances, with emergency services, which may include accessing your mobile phone or personal effects. We may sometimes need to do this without consent from the individual, in line with relevant safeguarding legislation.
Consent
Community Resource will ask for your consent to contact you via emails, text messages or telephone. Mailings are done under legitimate interest. We will always ask for your consent to process Gift Aid Claims on any donations you make towards our charitable work.
If you are registered as a volunteer or in certain circumstances as a service user, we will ask you about any medical conditions you may have. This is to help us to ensure we provide a safe, suitable environment for our volunteers and the appropriate service to our clients. This information is voluntary, and we will ask for your consent to keep this information.
Please note you can withdraw your consent at any time by contacting – enquires@community-resource.org.uk or calling by 01743 360641.
Legitimate Interest
The law allows personal data to be collected and used if it is necessary for legitimate business reasons, as long as its use is fair and balanced, without unduly impacting the rights of the individual. There are times, when it is not in the practical interests of the charity to ask each person for consent. In these cases, we will process your personal data because of our legitimate interests, rather than consent.
We take this approach when contacting individuals via post.
If you want to change the way we use your personal data, please contact us via enquires@community-resource.org.uk or calling by 01743 360641 to make this request.
What are our Legitimate Interests?
We always consider, when using your personal information, if it is fair and balanced to do so. We will balance your rights against our legitimate interests to ensure, that we use your personal information in ways that are not intrusive or unfair.
Legitimate interests include:
Governance
- Delivery of our charitable purposes set out in our constitution.
- Reporting criminal acts and appliance with law enforcement agencies
- Internal and external audits for financial or regulatory compliance
- Statutory reporting
Publicly and Income Generation
- Direct Marketing and other forms of marketing, publicity, or advertisements
- Unsolicited, tailored messages including campaigns, income generation and charitable funding
- Personalisation used to tailor and enhance your experience in our digital / postal communications
- Exercise of the right to freedom of expression or information, including in the media and the arts
- Analysis, targeting, and segmentation to develop corporate strategy and improve communication efficiency
- Processing for research purposes (including marketing research)
- Researching and creating profiles on potential major donors, high net worth individuals, and philanthropists for the purpose of direct marketing
Publicly and Income Generation
- Employee and volunteer recording and monitoring for recruitment, safety, performance management or workforce planning purposes
- Provision and administration of staff benefits such as pensions
- Physical security, IT, and network security
- Maintenance of suppression files
- Processing for historical or statistical purposes
Financial Management and Control
- Processing of financial transactions and maintaining financial controls
- Prevention of fraud, misuse of services, or money laundering
- Enforcement of legal claims including debt collection via out-of-court procedures
- Administration of supporters’ estates and/or gifts in Wills where we’ve been named as beneficiary or executor
Administrative Purposes
- To respond to enquiries, questions, or complaints
- Delivery of requested information, including leaflets or information packs
- Communications in relation to our service delivery
- Administration of Gift Aid
- To ensure our volunteers are keep up to date
- Thank you communications
- Administration of existing financial transactions
- Maintaining our suppression lists (Do not contact)
What sort of personal data do we collect?
Personal data is any information that can be used to identify you.
We only collect personal data relevant to the type of service or interaction you have with Community Resource. So, for example, if you are a service user, volunteer, donate money, register for our training or an event, sign up to any of activities or online content (such as newsletters), or contact us by telephone, email, social media, post, or text message, we may need to collect and process the personal information that you’ve provided.
This personal information may include:
- Personal details (name, date of birth).
- Contact details (email, address, telephone etc.)
- Financial details to process your donations or other payments.
- Volunteer CRB checks for safeguarding purposes.
- UK taxpayer information (for Gift Aid).
- Details of your interactions with us.
- Details of your visits to our websites, and which website you came from to ours.
- Information gathered by the use of cookies in your web browser. See our Cookie Policy.
When collecting your personal data, we will always make clear to you which data is necessary in connection to a particular service and why we need it.
Under data protection law, certain categories of personal information are recognised as sensitive, including health information, race, religious beliefs, and political opinions. In limited cases, we may collect sensitive personal data about you. We would only collect sensitive personal data if there is a clear reason for doing so, such as where we need this information to ensure that we provide appropriate facilities, enable you to participate in an event, access the correct support service or to help you volunteer with us.
We will not pass on your details to anyone else without your express permission.
Wealth Screening and Financial Planning
Before contacting potential major donors, high net worth individuals, and philanthropists we may want to undertake research to better understand their engagement with Community Resource and their potential interest in supporting our work.
This research will help us target communications in a more focused, efficient and cost-effective way and help us to understand what type of charitable project prospective donors may find interesting, the level of support that would be appropriate, and how to personalise our initial contact.
In researching potential major donors, high net worth individuals, and philanthropists we may consider business and family networks, publicly available information relating to residential location, wealth and assets, career, and donations to other organisations, along with their hobbies and interests. The purpose of this research is to help identify new supporters, create a profile of their interests and financial capacity, and to evaluate their ability to support our work.
To aid us in this research we may use information the donor has already provided and combine it with additional information from publicly available sources such as Google, newspaper and magazines articles, Companies House records, other charities, and any other information they have chosen to make public, for example on LinkedIn, public social media profiles, or corporate websites. We may also use additional information such as geographical information for measures of affluence where available.
When hosting an engagement or fundraising event, we may also produce short biographies of guests who are due to meet with our CEO, Trustees or Patron. This helps us to understand more about those we engage with, and their interests or connection to us.
Before seeking or accepting major donations we are required to conduct a minimum level of due diligence. This is in accordance with our legal and regulatory obligations and our internal risk management policies and procedures.
How and when we collect your personal data
Most of the personal data we hold is given to us directly by our supporters, customers, clients, and volunteers in the course of them interacting with our services, websites, or fundraising activities. We may also receive your personal information when you donate to us through third party services such as Just Giving or Easy Fundraising.
In some situations, we may update our supporters, clients and volunteers’ personal information using other agencies; for example, to check we have a valid and deliverable postal address, or to check if you are on the telephone preference service or fundraising preference service.
To provide you with the best experience while using our website we use cookies to help our site run effectively. For more information, please see our ‘Cookie Policy‘.
We might also obtain your personal data through your use of social media such as Facebook, Twitter, LinkedIn, or YouTube, depending on your settings or the privacy notices of these social media and messaging services. To change your settings on these services, please refer to their individual privacy notices.
How long we keep your personal information
In general terms we remove identifiable personal data from our records six years after the date of our last interaction. In most cases, this represents six years after the last financial transaction. There are a few exceptions to this rule.
If a supporter has kindly left a gift in their Will, we’ll maintain our records of that pledge indefinitely to carry out legacy administration and communicate effectively with the families of people leaving us a legacy.
We will keep a record of your Gift Aid donation for seven years to comply with HMRC rules.
At the end of that retention period, your data will be anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning. The minimal paper records we hold will be confidentially shredded.
If you request that we stop sending you marketing materials, we will keep a record of your contact details and the minimum appropriate information to enable us to comply with your request not to be contacted by us. This will also apply to records that are marked as “deceased” to ensure data suppression is continued and the record is not mailed inappropriately.
Individual Grant Applications
If you are successful in receiving an individual grant award from Community Resource, we will retain your grant application for 7 years. If you are not successful, the information will be retained for 2 years.
Sharing your personal information with third parties
The personal information we collect about you will be used by our staff and volunteers at Community Resource so that we can undertake our charitable activities.
We will not exchange or sell your personal information to another organisation for their own marketing purposes. However, there are legitimate situations where we may have to share your personal information with other organisations. An example could be sharing your details with an external service provider for training.
In these situations, the relationship between Community Resource and the third-party data processor will be governed by a contract and strict security requirements will be in place to protect your personal information.
Your Data Protection Rights
Where we are using your personal information on the basis of your consent, you have the right to withdraw that consent at any time. You also have the right to ask us to stop using your personal information for direct marketing purposes.
If you want to change the way we use your personal data, please contact us via enquires@community-resource.org.uk or calling by 01743 360641 to make this request.
Right to be Informed – You have the right to be told how your personal information will be used. This policy document, and shorter summary statements used on some of our communications, are intended to be a clear and transparent description of how your data may be used.
Right of Access – You can write to us asking what information we hold on you and to request a copy of that information. The Data Protection Act 2018 gives us 30 days to respond to your application once we have successfully confirmed your identity and we are satisfied you have rights to see the requested records.
Right of Erasure – From May 2018, you have the right to be forgotten (i.e., to have your personally identifiable data deleted). In many cases we would recommend that we supress you from future communications, rather than data deletion.
Right of Rectification – If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated.
Right to Restrict Processing – In certain situations you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.
Right to Object – You have an absolute right to stop the processing of your personal data for direct marketing purposes.
What to do if you’re not happy
In the first instance we ask you to speak to us, so we can help resolve your problem or query. You can do this by contacting us via enquires@community-resource.org.uk or calling by 01743 360641.
You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about Data Protection using their help line 0303 123 1113 or at www.ico.org.uk.
Terms & Conditions
Commuity Resource is the operating name of the Community Council of Shropshire. A company limited by Guarantee 4652487 and a registered charity 1096779. Registered Office: 4 The Creative Quarter, Shrewsbury Business Park, Shrewsbury, Shropshire. SY2 6LG.
If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our data protection policy govern Commuity Resource’s relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use our website.
Introduction
These terms and conditions shall govern your use of our website. By using our website, you accept these terms and conditions in full; accordingly, if you disagree with these terms and conditions or any part of these terms and conditions, you must not use our website. If you register with our website or use any of our website services, we will ask you to expressly agree to these terms and conditions. Our website uses cookies; by using our website or agreeing to these terms and conditions, you consent to our use of cookies in accordance with the terms of our privacy policy and cookies statement.
Copyright notice
Copyright c2018 Commuity Resource 4 The Creative Quarter, Shrewsbury Business Park, Shrewsbury, Shropshire SY2 6LG. Subject to the express provisions of these terms and conditions:
• we own and control all the copyright and other intellectual property rights in our website and the material on our website; and
• all the copyright and other intellectual property rights in our website and the material on our website are reserved.
Licence to use website
You may:
• view pages from our website in a web browser;
• download pages from our website for caching in a web browser;
• print pages from our website;
• stream audio and video files from our website; and
• use our website services by means of a web browser, subject to the other provisions of these terms and conditions.
You must not download any material from our website or save any such material to your computer. You may only use our website for your own personal and business purposes, and you must not use our website for any other purposes. Except as expressly permitted by these terms and conditions, you must not edit or otherwise modify any material on our website.
Unless you own or control the relevant rights in the material, you must not:
• republish material from our website (including republication on another website);
• sell, rent or sub-license material from our website;
• exploit material from our website for a commercial purpose; or
• redistribute material from our website.
We reserve the right to restrict access to areas of our website, or indeed our whole website, at our discretion; you must not circumvent or bypass, or attempt to circumvent or bypass, any access restriction measures on our website.
Acceptable use
You must not:
• use our website in any way or take any action that causes, or may cause, damage to the website or impairment of the performance, availability or accessibility of the website;
• use our website in any way that is unlawful, illegal, fraudulent or harmful, or in connection with any unlawful, illegal, fraudulent or harmful purpose or activity;
• use our website to copy, store, host, transmit, send, use, publish or distribute any material which consists of (or is linked to) any spyware, computer virus, Trojan horse, worm, keystroke logger, rootkit or other malicious computer software;
• conduct any systematic or automated data collection activities (including without limitation scraping, data mining, data extraction and data harvesting) on or in relation to our website without our express written consent;
• access or otherwise interact with our website using any robot, spider or other automated means[, except for the purpose of search engine indexing;
• violate the directives set out in the robots.txt file for our website]; or
Limited warranties
We do not warrant or represent:
• the completeness or accuracy of the information published on our website;
• that the material on the website is up to date or that the website or any service on the website will remain available.
We reserve the right to discontinue or alter any or all of our website services, and to stop publishing our website, at any time in our sole discretion without notice or explanation; and save to the extent expressly provided otherwise in these terms and conditions, you will not be entitled to any compensation or other payment upon the discontinuance or alteration of any website services, or if we stop publishing the website.
Limitations and exclusions of liability
Nothing in these terms and conditions will:
• limit or exclude any liability for death or personal injury resulting from negligence;
• limit or exclude any liability for fraud or fraudulent misrepresentation;
• limit any liabilities in any way that is not permitted under applicable law;
The limitations and exclusions of liability set out in this Section 6 and elsewhere in these terms and conditions govern all liabilities arising under these terms and conditions or relating to the subject matter of these terms and conditions, including liabilities arising in contract, in tort (including negligence) and for breach of statutory duty, except to the extent expressly provided otherwise in these terms and conditions.
To the extent that our website and the information and services on our website are provided free of charge, we will not be liable for any loss or damage of any nature. We will not be liable to you in respect of any losses arising out of any event or events beyond our reasonable control. We will not be liable to you in respect of any business losses, including (without limitation) loss of or damage to profits, income, revenue, use, production, anticipated savings, business, contracts, commercial opportunities or goodwill. We will not be liable to you in respect of any loss or corruption of any data, database or software.We will not be liable to you in respect of any special, indirect or consequential loss or damage.
You accept that we have an interest in limiting the personal liability of our officers and employees and, having regard to that interest, you acknowledge that we are a limited liability entity; you agree that you will not bring any claim personally against our officers or employees in respect of any losses you suffer in connection with the website or these terms and conditions (this will not, of course, limit or exclude the liability of the limited liability entity itself for the acts and omissions of our officers and employees).
Breaches of these terms and conditions
Without prejudice to our other rights under these terms and conditions, if you breach these terms and conditions in any way, or if we reasonably suspect that you have breached these terms and conditions in any way, we may commence legal action against you, whether for breach of contract or otherwise
Variation
We may revise these terms and conditions from time to time. The revised terms and conditions shall apply to the use of our website from the date of publication of the revised terms and conditions on the website, and you hereby waive any right you may otherwise have to be notified of, or to consent to, revisions of these terms and conditions.
Assignment
You hereby agree that we may assign, transfer, sub-contract or otherwise deal with our rights and/or obligations under these terms and conditions.
Severability
If a provision of these terms and conditions is determined by any court or other competent authority to be unlawful and/or unenforceable, the other provisions will continue in effect. If any unlawful and/or unenforceable provision of these terms and conditions would be lawful or enforceable if part of it were deleted, that part will be deemed to be deleted, and the rest of the provision will continue in effect.
Third party rights
A contract under these terms and conditions is for our benefit and your benefit, and is not intended to benefit or be enforceable by any third party. The exercise of the parties’ rights under a contract under these terms and conditions is not subject to the consent of any third party.
Entire agreement
These terms and conditions, together with our privacy and cookies policy, shall constitute the entire agreement between you and us in relation to your use of our website and shall supersede all previous agreements between you and us in relation to your use of our website.
Law and jurisdiction
These terms and conditions shall be governed by and construed in accordance with English law. Any disputes relating to these terms and conditions shall be subject to the non-exclusive jurisdiction of the courts of England.