Privacy policy

At  ASSIST Sheffield we are committed to protecting your personal information and being transparent about what we do with it, no matter how you interact with us. That’s whether you want to work, volunteer or advocate for us, donate, or use our services, want information, or want to learn more about what we do.

We are committed to using your personal information in accordance with our responsibilities. We are required to provide you with the information in this Privacy Notice under applicable law which includes:

  • the General Data Protection Regulation (EU) 2016/679 
  • the Privacy and Electronic Communications (EC Directive) Regulations 2003

We won’t do anything with your information you wouldn’t reasonably expect.

Processing of your personal information is carried out by or on behalf of ASSIST Sheffield.

This notice tells you about how we collect, use and protect your personal information.

If you have any queries about our Privacy Notice, please get in touch with our  Data Protection team:

Data Protection
ASSIST Sheffield
C/O Victoria Hall Methodist Church
Norfolk Street
Sheffield
S1 2JB

How and when we collect information about you?

When you directly give us information

We may collect and store information about you when you interact with us. For example, this could be when you:

  • support our work through a donation
  • fundraise on our behalf
  • register for an event
  • submit an enquiry
  • use our services
  • participate in our training
  • give us feedback
  • make a complaint
  • apply for a job
  • register as a volunteer
  • enter into a contract with us

When you indirectly give us information

When you interact with us on social media platforms such as Facebook, or Twitter we may also obtain some personal information about you. The information we receive will depend on the privacy preferences you have set on each platform and the privacy policies of each platform. To change your settings on these platforms, please refer to their privacy notices.

What information we might collect?

When you engage with us by phone, mail, in person or online, we may collect information about you (referred to in this Privacy Notice as 'personal information'). This may include your name, address, email address, telephone number, date of birth, job title and details of your education and career, why you are interested in  ASSIST Sheffield, and other information relating to you personally which you may choose to provide to us.

Data protection law recognises that certain types of personal information are more sensitive. This is known as 'sensitive' or 'special category' personal information and covers information revealing racial or ethnic origin, religious or philosophical beliefs and political opinions, trade union membership, genetic or biometric data, information concerning health or data concerning a person's sex life or sexual orientation.

Sensitive information will only be collected where necessary. Clear notices will be provided at the time we collect this information, stating what information is needed, and why.

With your explicit consent, we may also collect sensitive personal information if you choose to tell us about your experiences relating to our services for use in a case study.

How and why we use your information?

We will use your personal information for the following purposes:

Donation processing: We will process personal information you provide in order to administer any one-off or on-going donations you make and claim Gift Aid (if appropriate).

Responding to a request: If you contact us with a query, we may use your personal information to provide you with a response.

Newsletters, Fundraising or direct marketing: We will only send you information by email, phone or post if you have given us specific consent or if you previously have regularly received information from us prior to 25 May 2018.  You can unsubscribe by contacting us as below

Data Protection
ASSIST Sheffield
C/O Victoria Hall Methodist Church
Norfolk Street
Sheffield
S1 2JB

Monitoring and Evaluating: We may use your information in order to improve current and future delivery of our services.

Processing an application to work with us: We may process your information if you send or fill in an application form or send us your CV or details in respect of an opportunity to work with us in order to evaluate your suitability and respond to you.

Administration: We may use your personal information to record and deal with a complaint, record a request not to receive further marking information, record what our volunteers have done for us, and for other essential internal record keeping purposes.

Protecting your vital interests: We may process your personal information where we reasonably think that there is a risk of serious harm or abuse to you or someone else.

Market research and surveys: We may invite you to participate in surveys or market research to help us improve our website, fundraising, services and strategic development. Participation is always voluntary and no individuals will be identified as a result of this research, unless you consent to us publishing your feedback.

Legal, regulatory and tax compliance: Where required we are subject to a legal obligation, we may process your personal information to fulfil that obligation.

Who do we share your information with?

We will only use your information for the purposes for which it was obtained. We will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.

We will only share your data for the following purposes:

  1. Other organisations that will help in providing care or support for you (for our clients and only with your consent)
  2. Third party suppliers: We may need to share your information with data hosting providers or service providers who help us to deliver our services, projects, or fundraising activities and appeals. These providers will only act under our instruction and are subject to obligations containing strict data protection clauses.
  3. Where legally required: We will comply with requests where disclosure is required by law, for example, we may disclose your personal information to the government for tax investigation purposes, or to law enforcement agencies for the prevention and detection of crime. We may also share your information with the emergency services if we reasonably think there is a risk of serious harm or abuse to you or someone else.

We always aim to ensure that personal information is only used by those third parties for lawful purposes in accordance with this Privacy Notice.

How we protect your information

We use technical and corporate organisational safeguards to ensure that your personal information is secure. We limit access to information on a need-to-know basis and take appropriate measures to ensure that our people are aware that such information is only used in accordance with this Privacy Notice.

We will undertake reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

Our online forms are always encrypted and our network is protected and monitored.

If you use your credit or debit card to donate to us, or make a booking online, we pass your card details securely to our payment processing partners. We do this in accordance with industry standards and do not store the details on our website.

However, please be aware that there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.

Vulnerable circumstances

We understand that additional care may be needed when we collect and process the personal information of vulnerable supporters and volunteers. In recognition of this, we observe good practice guideline in our interactions with vulnerable people.

How long will we keep your information?

We will keep your personal information in respect of financial transactions for as long as the law requires us to for tax or accounting purposes (which may be up to six years after a particular transaction).

If you request that we stop processing your personal information for the purpose of marketing we may in some instances need to add your details to a suppression file to enable us to comply with your request not to be contacted.

In respect of other personal information, we will retain it for no longer than necessary for the purposes for which it was collected, taking into account guidance issued by the Information Commissioner’s Office.

Your rights to your personal information

Data protection legislation gives you the right to request access to personal information about you which is processed by  ASSIST Sheffield and to have any inaccuracies corrected.

You also have the right to ask us to erase your personal information, ask us to restrict our processing of your personal information or to object to our processing of your personal information.

If you wish to exercise these rights, please request in writing either by post or email.  We will require proof of identity which could include photo identification and proof of address.

Please also provide any additional information that is relevant to the nature of your contact with us, as this will help us to locate your records.

You can contact us via post to:

Data Protection
ASSIST Sheffield
C/O Victoria Hall Methodist CHurch,
Norfolk Street,
Sheffield
S1 2JB

Alternatively email a copy of the form along with scans or photos of any required proof of identity to: dataprotection@assistsheffield.org.uk.

We will aim to respond within 30 days, on receipt of your written request and supply of any required identification documents.

How to make a complaint or raise a concern

If you would like more information, or have any questions about this policy, to make a formal complaint about our approach to data protection or raise privacy concerns please contact the  Data Protection Team:

Data Protection
ASSIST Sheffield
C/O Victoria Hall Methodist Church
Norfolk Street
Sheffield S1 2JB

If you are not happy with the response you receive, then you can raise your concern with the relevant statutory body:

Information Commissioner's Office
Wycliffe House
Water Lane
Cheshire
SK9 5AF

Alternatively you can visit their website.

We are registered with the Information Commissioner’s Office as a Data Controller under number ZA039230

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Changes to our Privacy Notice

Our Privacy Notice may change from time to time, so please check this page occasionally to see if we have included any updates or changes, and that you are happy with them.

(Last updated: June 2018)