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Privacy policy

Who are we

Age UK South Kent Coast 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 South Kent Coast is a Charitable Incorporated Organisation (CIO) registered charity (number 1187363). The registered address is 3 Park Street, Deal, Kent CT14 6AG.

If you have any questions around this privacy policy, you should contact us by calling: 01304 372608 or emailing: deputyceo@ageukskc.org.uk

How do we collect information from you?

Information you give to us
This could be when you donate, access a service, attend an event, take part in an activity or sign-up to receive communications from us.

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 will include (but not limited to) your name, address, age, contact details, and details of any issue that you have asked us to support you with.

We will also ask you for personal information such as your gender, ethnic background, and health conditions, but this information will only be held with your consent. The purpose for collecting this information is for monitoring purposes to help us ensure that our support is fully accessible and to inform the further development of our activities. It will not restrict your access to a service if you choose not to provide these details.

How is your information used?

We may use your information to:

  • provide you with information, advice, and support.
  • process a donation that you have made.
  • carry out our obligations arising from any agreement entered into by you and us.
  • seek your views or comments on the support we provide notify you of changes to our services and projects.
  • send you communications which you have requested, and which may be of interest to you. These may include information about campaigns, appeals, events and other fundraising initiatives, as well as promotion of our projects and activities.
  • provide anonymised monitoring information to those who fund or commission our work to demonstrate the take up and effectiveness of services; with specific reporting by characteristics such as area, age, or background.
  • process a grant or job application.
  • process orders that you have submitted.
  • process competition entries.

Who has access to your information?

Your information will be visible to Age UK South Kent Coast colleagues for the purposes of providing and monitoring a service, information, support, event or other activity that you have requested or to process a donation, application or grant.

Our database is a secure cloud-based system and all internet traffic is via high-security encrypted code.

Where information is passed to a third-party organisation in order to make a referral on your behalf, we will specifically ask your permission in advance, unless we are required to do so by law, for example, by a court order or for the purposes of the prevention of fraud or other crime.

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

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

Third Party Service Providers working on our behalf: We may pass your information to our third party providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations, and send you mailings). However, when we use third party service providers we will only disclose the personal information necessary to deliver the services, and we have a contractual agreement in place that requires them to keep your information secure, not use it for any purposes other than those specified, and not retain it longer than necessary.

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:

  1. Specific consent - where you have provided specific consent to us using your personal information in a certain way, such as to send you email, text and/or telephone marketing. Your specific consent is also used where you have agreed for us to use your personal information in case studies to promote our work. You can withdraw your consent at any time.
  2. Performance of a contract - Where we are entering into a contract with you or performing our obligations under it.
  3. Legal obligation - Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where we are ordered by a court or regulatory authority like the Charity Commission or Fundraising Regulator.
  4. Vital interests - Where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual at one of our events) or a safeguarding issue which requires us to share your information with the emergency services.
  5. Legitimate interests - Where it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights). We consider our legitimate interests to be running Age UK as a charitable organisation in pursuit of our aims and ideals, for example to: send communications which we think will be of interest to you / determine the effectiveness of our services / monitor who we deal with to protect the charity against fraud, money laundering and other risks / record and monitor interactions for quality and training purposes / enhance, modify, personalise or otherwise improve our services and communications for the benefit of our customers; and better understand how people interact with our website /retain records and call recordings as evidence in defence of a legal claim.

When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).

When we use sensitive personal information, we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law (for example, if we need to process it for employment, social security or social protection purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).

Your choices

You have the right to opt out of receiving communications from us or change the way we contact you at any time by calling: 01304 372608 or emailing: deputyceo@ageukskc.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.

Your Rights

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

  1. The right to be informed about how we will store and process your data.
  2. The right of access - you have the right to request to see what information we hold about you, free of charge.
  3. The right to rectification if the data we hold about you is inaccurate or incomplete.
  4. The right to erasure – you may need to agree to disengage completely from the service if you withdraw consent for us to hold your sensitive data. Once data has been deleted it cannot be recovered.
  5. The right to restrict processing.
  6. The right to data portability.
  7. The right to object to how we process your information.

If you would like a copy of some or all of your personal information or to exercise one of your other rights, please call us on: 01304 372608 email: deputyceo@ageukskc.org.uk or write to us at: Age UK South Kent Coast, 3 Park Street, Deal CT14 6AG

Please note that in order to establish your identity we will need to undertake security checks and will use the details already recorded on our system to contact you.

Keeping your information safe

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

Any sensitive information is encrypted and protected with encryption software. When you are on a secure page, a lock icon will appear in the address bar of web browsers such as Microsoft Internet Explorer. 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.

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

As part of the services offered to you, the information which you provide to us may be transferred to servers within the European Union (EU) or countries and companies designated as adequate under the General Data Protection Regulation and provide similar protection to those located in the UK.

If you use our services while you are outside the EU, your information may not be governed by legislation to the same standard and we are not able to guarantee the security of your information.

Complaints

If you want to make a complaint, you can do so by contacting Rebecca McGuinness on: 01303 372608 or deputyceo@ageukskc.org.uk

You can view our complaints and compliments policy here: https://www.ageuk.org.uk/southkentcoast/about-us/complaints-and-compliments/

Review of this Policy

This policy was last reviewed in August 2023. This is kept under regular review and updated where necessary.