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Privacy policy

This Privacy Policy applies to Age UK Coventry & Warwickshire and its trading and other associated companies where applicable (together "Age UK Coventry & Warwickshire Group").

Age UK Coventry & Warwickshire Group is committed to protecting and respecting your privacy and security. Whenever you provide us with your personal information via our website "Site(s)", we will treat that information in accordance with this policy, our terms and conditions and current UK Data Protection legislation. By using the Site and any services we offer via our Site, you are agreeing to be bound by this policy.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

This policy may change from time to time, so please check this page periodically.

Age UK Coventry & Warwickshire is a registered charity (number 1090007) and company limited by guarantee (number 4221822). The registered address is Age UK Coventry & Warwickshire, 8 Clemens Street, Leamington Spa, Warwickshire, CV31 2DL

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Data Protection

The privacy and security of your personal information is important to us. This privacy notice explains how and why we use your personal data, so that you can feel confident in sharing your information with us.

Who are we?

Age UK Coventry & Warwickshire AUKCW is what is known as the Data Controller of the personal information that you provide to us. AUKCW is a registered charity (number 1090007) and company limited by guarantee (number 4221822). The registered address is 8 Clemens Street, Leamington Spa, Warwickshire, CV31 2DL. AUKC&W can be contacted by telephoning 02476 231999 or emailing info@ageukcovwarks.org.uk

How do we collect information from you?

  • We collect information that you give to us:

This could be when you donate, make a payment, access a service, make a phone call to us, email us, lodge a complaint, attend an event, apply for a vacancy or voluntary position.

  • Information we get from your use of the website

When you visit the Site, we collect various personal information which may include your name, address, contact details, IP address, and information regarding which pages are accessed and when.

What type of information is collected from you?

The personal information we collect might include: name, address, date of birth (including postcode), email address, telephone number, IP address.

Our equal opportunities monitoring requests information on ICO “special category” data including ethnicity and religion. This data is only used for diversity and equality monitoring purposes, is anonymized and responses are voluntary.

How is your information used?

We may use your information to enable you to access services, to process a donation you have made, to process your job or volunteer application and to manage employment.

Who has access to your information?

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

It may be necessary to pass your information to a third party to process a service (e.g., when you donate), but we will only share the personal information necessary to deliver the service.

Clients and volunteers: The information provided will be recorded in CharityLog operated by Dizions Ltd (Company Reg SC340502) and in some instances, dependent on the service you require, we may also use Volunteero (Company Reg 12559613). Both are secure electronic content management systems. Dizions and Volunteero staff do not have access to your data unless specifically instructed by Age UK Coventry and Warwickshire for technical reasons. We may share anonymised information with third parties such as Age UK National for statistical purposes.

Job Applicants: We use JotForm for job applications. Their privacy policy is here Jotform Privacy Policy.

Donors and fundraisers: We use the following third-party platforms to process donations:

Paypal: Their privacy policy is here Privacy Statement for PayPal Services | PayPal UK

GoFundMe: Their privacy policy is here Privacy Notice (gofundme.com)

Easy Fundraising: Their privacy policy is here Privacy Policy | Easyfundraising

JustGiving: Their privacy policy is here Privacy Policy v30 | JustGiving

Donate In Memory: Much Loved Privacy policy: MuchLoved online tribute service privacy policy | MuchLoved

Give As You Live: Their privacy policy is here Privacy policy | Give as you Live Donate

Eproductive: Their privacy policy is here Privacy Policy — eProductive

Employees: We use Grey Matter Learning and their privacy notice is here Privacy Policy - Grey Matter Learning

How long do we keep your data?

We are required by law to keep some personal data, even after we have finished providing services to you. Records will be maintained for a period of time to enable us to respond to any subsequent enquiries or complaints. Our current policy is to retain client records for a period of six years following our last engagement with you.

For employment candidates, if you are unsuccessful or decline a job offer your application will be destroyed within 6 months of our last contact with you.  Your application data will not be stored electronically. 

Employee data will be removed after 6 years from the end of employment. 

All personal data no longer needed to be retained is cleansed from our systems and/or securely destroyed. 

Lawful Processing

The GDPR requires us to rely on one or more lawful grounds to process your personal information. The following are the grounds we use:

  • consent
  • legitimate interest
  • contract

Fundraising and Marketing

We do not actively market, or send fundraising messages, to members of the public who have provided their details via the website.

Your choices

If at any point having opted in to receive information, you change your mind, you have the right to opt out. You have the right to opt out of receiving communications from us at any time by contacting info@ageukcovwarks.org.uk

You can also change the way we contact you at any time by calling 02476 231999 or by emailing info@ageukcovwarks.org.uk

To opt out of receiving communications, it is necessary to retain some of your details to ensure we don’t contact you again in future. Your details will only be used for this purpose.

Your Rights

The GDPR provides the following rights for individuals, which our organisation provides to you:

  1. The right to be informed
  2. The right of access. You have the right to request to see information we hold about you, free of charge and within 30 days. If you would like to do this, please contact the Director of Operations on 02476 231999
  3. The right to rectification
  4. The right to erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object

You have the right to request to see what information we hold about you, free of charge and within 30 days. If you would like to do this, please contact the data controller on info@ageukcovwarks.org.uk

Data will never be disclosed to unauthorised persons.

Anyone whose personal identifying data we hold (the “Data Subject”) has the right to access this personal data. Any individual who wishes to exercise this right, should first make an application in writing stating: “Subject Access Request”

Compliance to any request will be dealt with within a month.

Data subjects are entitled to give written notice to the Data Controller (Age UK Coventry and Warwickshire) by emailing info@ageukcovwarks.org.uk asking Age UK Coventry and Warwickshire to stop processing personal data on the grounds that processing may cause unwarranted damage or distress.

Keeping your information safe

When you give us personal information, we take steps to ensure that it’s treated securely.

All data is stored on password protected servers and our CRM system uses password protection, and encryption during data transport.

Use of “cookies”

When you visit the Site, we collect various personal information which may include your name, address, contact details, IP address, and information regarding which pages are accessed and when.

16 or Under

If you are aged 16 or under‚ please get your parent / guardian's permission beforehand whenever you provide us with personal information.

Transferring your information outside of Europe

Your data is never transferred outside the European Economic Area (EEA).

Complaints

If you have any concerns about the processing of your data, please contact the Age UK Coventry and Warwickshire Data Protection Officer tel 02034112848 or AgeUKCovWarksDPO@clinicaldpo.com

Our Complaints Policy

If you are not satisfied with our response, or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office www.ico.org.uk by telephoning 0303 123 1113.

We are registered with the ICO as Data Controller. Our ICO registration reference is ZB009849.

Review of This Policy

This privacy policy was last reviewed in August 2024. This is kept under regular review and updated where necessary.