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Privacy policy

 

At Age UK Northumberland we’re committed to protecting and respecting your privacy.

This Policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

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.

Any questions regarding this Policy and our privacy practices should be sent by email to info@ageuk-northumberland.org.uk or by writing to Age UK Northumberland, The Round House, Lintonville Parkway, Northumberland, NE63 9JZ. Alternatively, you can telephone 01670 784 800.

Who are we?

We’re Age UK Northumberland, a local independent charity and brand partner of Age UK. Age UK Northumberland is a registered charity (no. 1072394) and company limited by guarantee (no. 3639406). The registered address is Age UK Northumberland, The Round House, Lintonville Parkway, Northumberland, NE63 9JZ.

Age UK Northumberland is committed to protecting and respecting your privacy and security. Whenever you provide us with your personal information via our website, we will treat that information in accordance with this policy, our terms and conditions and current UK Data Protection legislation.

How do we collect information from you?

We collect personal information in these ways:

  • as part of the registration process for our services
  • if you provide a donation
  • if you attend an event
  • if you agree we can stay in touch with you
  • if you pay for a service for yourself or someone else
  • through job and volunteer applications

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?

There are many types of information we collect but for most people, these would be:

  • Name
  • Address
  • Postcode
  • Email Address
  • IP Address
  • Telephone numbers
  • Date of birth

We may also collect more detailed information for some services, such as:

  • Ethnicity
  • Health or disability status, as well as medication
  • Relationship status
  • Living arrangements
  • Next of Kin
  • GP
  • Income information (benefits or advice clients)
  • Payment information (donations and payments)

The above information will only be collected if absolutely necessary in line with ICO guidance.

The personal information we collect online might include your name, address, email address, IP address, and information regarding what pages are accessed and when. If you make a donation online, your card information is not held by us, it is collected by a third party donation website, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.

What we collect will depend upon what your relationship with us is and what you need.

How is your information used?

We may use your information to:

  • process a donation that you have made;
  • to carry out our obligations arising from any contracts entered into by you and us;
  • dealing with entries into a competition;
  • seek your views or comments on the services we provide;
  • notify you of changes to our services;
  • send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising, activities, promotions of our associated companies goods and services;
  • process a job or volunteer application.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who has access to your information?

We will normally only allow the staff and volunteers needed to provide your service access to your information and this is via a secure online database (Charitylog) where your information is stored. However, it may be necessary to pass your information to a 3rd party in order to process a service (e.g. when you make a donation), but we will only share the personal information necessary to deliver the service.

Similarly, our IT system is maintained by Agilico who have access to our server.

If we need to speak to anyone on your behalf and share your information, we will only do this with your permission unless you are putting yourself or others at risk or have committed a serious criminal offence. If we have to disclose information, this would only to be to the police, medical staff or the local authority and for these reasons. 

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

How long do we keep your data?

Most records are client, volunteer or staff data, and we keep these for 7 years after the end of your connection with us. The records are then deleted or shredded securely.

Unsuccessful job or volunteer applications are kept for 12 months before being 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

Your choices

You have the right to opt out of receiving communications from us at any time by contacting info@ageuk-northumberland.org.uk or by calling 01670 784 800

You can also change the way we contact you at any time by calling 01670 784 800 or emailing info@ageuk-northumberland.org.uk.

In order to opt you 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.

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the vital work we do for older people and our exciting products and services, then you can select your choices by ticking the relevant boxes situated on the forms on which we collect your information.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. 

How you can access and update your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: info@ageuk-northumberland.org.uk, or write to us at: Age UK Northumberland, The Round House, Lintonville Parkway, Northumberland, NE63 9JZ. Alternatively, you can telephone 01670 784 800. 

You can also ask for all of the information we hold on you and then ask to amend anything which is wrong, or ask to be forgotten and have all information we hold which identifies you deleted. To do either of these things, please contact Amy Whyte, our data protection lead:

There is no charge and action will be completed within 30 days.

 

Security precautions in place to protect the loss, misuse or alteration of your information

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. 

Keeping your information safe

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

  • encryption;
  • secure mail;
  • password protection;

Profiling

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. 

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.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

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.

Complaints

If you want to make a complaint, you can do so by contacting Amy Whyte at amy.whyte@ageuk-northumberland.org.uk or by calling 01670 784 800. 

Here is a link to our Comments, Complaints and Compliments policy 

COMPLAINTS COMPLIMENTS CONCERNS COMMENTS POLICY AND PROCEDURE May 2023.pdf

Review of this statement

We keep this statement under regular review. This statement was last updated in July 2023.