HEARSAY CHARITABLE TRUST PRIVACY STATEMENT

The information below describes how The HearSay Charitable Trust manages your personal information in accordance with the law and your rights.

Information we may hold about you and why

This could include:

• in general, information you give us when you become a client of our counselling services, make a donation to the Trust, attend an event (such as our annual summer fete or join a sponsored activity) or sign up for regular updates on our work.
• when you apply for a post or to volunteer with us, including to process applications and to monitor recruitment statistics.
• information relevant to being a volunteer for HearSay.
• to manage feedback and complaints.
• information we hold about you to support our fundraising operations.
• to protect individuals where current or potential future safeguarding concerns may arise.

Fundraising

We may use your information in our legitimate interests to support our charitable work, or where we contact you by electronic means, with your consent, to:

• process any donations you make.  
• send you information about HearSay and its work and how you can support us. We may do this by post, or where we have your permission text or email.
• build a picture of our supporters to help identify other similar potential donors to target our advertising to.
• ascertain whether you might like to support us if you are a personal charitable trust or foundation or interested in philanthropic giving. We may use publicly available information about you to do this (for example websites or social media). We will always contact you first to see if you are happy to receive fundraising messages.

Information we collect on the website: Including the IP address of your computer, to:

• help keep our site safe and secure.
• help us diagnose faults with the website.
• ensure that content from our site is presented in the most effective manner for you and for your computer. 
• to understand how users make use of our website and what aspects of our work people are interested in supporting.

Who do we share your personal information with?

We may share your personal information:

• if you are a client we may be legally required to share your information with the local safeguarding board or the police if any safeguarding issues are raised.
• with any contractors who carry out work on our behalf, and with whom we have a contract setting out their responsibilities for security and compliance where we are under a legal obligation to disclose or share your information.
• in some circumstances we may disclose information or undertake monitoring of potentially criminal behaviour under the Regulation of Investigatory Powers Act.

How long do we keep your information?

As long as necessary for the purpose/s it was collected for. This will vary depending on the type of information, legal requirements or other justifications permitted by Data Protection Law. We have a Data Retention Strategy which sets out retention periods. This provides the retention period or criteria used to decide on a retention period. We may keep information indefinitely for safeguarding reasons where we believe there is a potential risk to individuals. If you opt-out from fundraising communications we keep your information only to ensure we don’t inadvertently contact you.

Does the law allow this?

Data Protection law including the General Data Protection Regulation and the Data Protection Act 2018, set out the principles we must adhere to and a range of legal bases which organisations can rely on to lawfully process personal data for different purposes. Forms, webpages or other places where you submit information will describe how the particular use complies with the law. If you have any queries, please contact the Data Compliance Officer. In general, some of the main legal bases we use are:

Targeted fundraising and marketing communications (non-electronic) – legitimate interests

Targeted fundraising and marketing communication (email) – consent 

Personal data of clients - legitimate interests 

Personal data of volunteers/employees – performance of a role/contract 

Where we believe someone’s life is at risk – vital interests 

Where we share personal data with other organisations other than described in this statement, we may rely on a legal obligation or seek your consent. We may also share your data with law enforcement agencies for the prevention or detection of crime 

We do not make decisions about individuals via automated means.

Your Rights

You have the right to:

• ask us not to process your personal information for fundraising or our marketing of the HearSay Charitable Trust. If you wish to do this, please contact the Administrator.
• see copies of information held about you. Please send your request in writing to the Trustees. Please include copies of two forms of ID. We will respond as soon as possible and not longer than one month from receipt.  
• ask us to amend, update or delete your information in some circumstances or withdraw consent to our processing of your information for particular purposes by contacting the Trustees.

If you are unhappy with the way we are managing your personal information please contact the Trustees. If you are still unhappy you can complain to the Information Commissioner’s Office.

Who to contact

For queries about this privacy statement or any other data protection issues, please contact the Trustees, on trustees@hearsay-trust.org.uk or by post to the HearSay Charitable Trust, 39-48 Marsham Street, Maidstone, Kent, ME14 1HH.

For fundraising queries contact the Administrator; email administrator@hearsay-trust.org.uk or by post, 39-48 Marsham Street, Maidstone, Kent, ME14 1HH

Other contacts

Information Commissioner’s Office (UK)  

Wycliffe House
Water Lane Wilmslow
Cheshire SK9 5AF

Who we are

The HearSay Charitable Trust. Our registered office is at 39-48 Marsham Street, Maidstone, Kent, ME14 1HH.

Policy approved by Trustees: 30 June 2021

Date for review: July 2022