Policy Notice

Our contact details

Name: Bare Necessities Toiletry Bank (Bare Necessities)

Address: Unit 3a Watsons Mews, 3 Hawthorn Lane, Wilmslow. SK9 1AA

E-mail: enquiries@bntoiletrybank.org

 

The type of personal information we collect

We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name and contact details including phone number and email address). This includes the contact details of the representatives of the charities we work with and our trustees and volunteers. It also includes contact details of our donors and supporters.

  • Photographs (for example, photographs of representatives of the charities we work with and our trustees and volunteers)

  • For Gift Aid donors, names, postal address, aggregated donations, donation date and donation amount. 

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you and we use the information that you have given us for one of the reasons set out below:

  • To enable us to contact representatives of the charities and organisations we work with to carry out the activities of Bare Necessities, including distributing hygiene essentials and toiletries to individuals in need via those charities or organisations.

  • To enable us to contact our trustees and volunteers to carry out the activities of Bare Necessities, including distributing hygiene essentials and toiletries and by seeking, collecting and sorting donations of toiletries and hygiene products from the local community.

  • To enable us to contact our donors and supporters to seek donations of toiletries and hygiene products and to raise funds to enable the purchasing of these items. In the case of photographs, for the purposes of PR and profile-raising, but we will only do this with your consent, which you may withdraw at any time (see below).  

We will not share this information with anyone outside of Bare Necessities except for sharing donor information with HMRC for the purposes of making a Gift Aid submission to HMRC.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a)  Your consent. You are able to remove your consent at any time. You can do this by  contacting enquiries@bntoiletrybank.org.

 

(b) We have a legal obligation.

(c) We have a legitimate interest.

How we store your personal information

Your information is securely stored.

We keep the personal data we hold for the following periods:

  • Contact details of the representatives of the charities we work with and our trustees, volunteers and supporters – we keep this data during the period we are working with them and for 6 months afterwards.

  • Contact details of our donors and potential donors - we keep this data for 6 months.< >Gift Aid donors – we keep this data for 6 years in accordance with HMRC requirements. < >Photographs (for example, photographs of representatives of the charities we work with and our trustees and volunteers) – we will review every 12 months and delete those photographs which are no longer relevant to our activities.

 

We will then dispose your personal information by deleting it from our computer systems/ website and securely disposing of any paper records.

Your data protection rights

Under data protection law, you have rights including:

 

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

 

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

 

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

 

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

 

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

 

Please contact us at Enquiries@bntoiletrybank.org or Bare Necessities Toiletry Bank, Unit 3a Watsons Mews, 3 Hawthorn Lane, Wilmslow SK9 1AA if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at Enquiries@bntoiletrybank.org or by post addressed to:

Bare Necessities Toiletry Bank,

Unit 3a Watsons Mews, 3 Hawthorn Lane,

Wilmslow SK9 1AA.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk