The Jewish Family Centre (JFC) takes the privacy and security of your personal information very seriously.
JFC is committed to ensuring that the privacy and security of data about everyone we engage with is protected. Children of any age have the same rights over the data processed about them, although their ability to understand and to exercise these rights may vary depending on their age and capacity. We therefore ask family members to understand that our obligations are to every individual data subject separately and to work with us accordingly.
Organisations are permitted to process data if they have a legal basis for doing so. JFC processes data on the basis that:
- Express and informed consent has been given by the person whose data is being processed; and/or
- JFC has a legitimate interest in processing data; and/or
- It is necessary in relation to a contract or agreement which the person has entered into or because the person has asked for something to be done so they can enter into a contract or agreement; and/or
- There is a legal obligation on JFC to process data.
Where JFC is relying on solely consent as the basis for processing data, we are required to obtain your explicit consent and you can modify or withdraw this consent at any time by notifying us in writing, although this may affect the extent to which JFC is able to provide services to or interact with you in future.
JFC may change this policy from time to time and any such changes will be published on our website. Notwithstanding any change to this policy, we will continue to process your personal data in accordance with your rights and our obligations in law.
This policy is effective from May 2023.
What data do we collect?
We collect the data necessary for JFC to pursue its charitable objectives, including but not limited to providing assistance to families in need of support. Data collected and processed may include, but not be limited to:
- Names and contact information such as telephone numbers, email and postal addresses
- Details relating to service users and their families (collectively referred to in this policy as ‘service users’) necessary for JFC to be able to provide the support and assistance requested, including those of a sensitive nature
- Donor and volunteer records and preferences, including, where necessary, bank or payment details and tax status in order to process payments from you and claim Gift Aid
- Such other information that is relevant and necessary for JFC to carry out its activities, charitable purposes and legal obligations.
Such data may be collected, for example, when you provide it through our website, when you request assistance as a service user, when you fill in your details on a pledge or Gift Aid form, when you tell us about yourself if you apply to work for JFC as a volunteer or employee or when you otherwise provide us with personal data in some other way.
What we do with the data we process
JFC uses the data collected to maintain accurate internal records of our engagement with service users and their families, event participants and supporters, volunteers, staff and others. These records facilitate our activities run in accordance with our charitable objects, including providing support and assistance to service users, working with volunteers and supporters and raising funds and awareness about our work through campaigns and events. We may use your personal information to send you information about JFC and our activities which we think may be of interest to you.
Data will be retained only for as long as is permissible in law and is reasonable and necessary for us to engage with you as a service user, event participant or supporter, volunteer or member of staff. Accordingly, the length of time for which we will retain your data may vary depending on the purposes and legal basis for which we are or have been processing it. To find out what this means in relation to your personal data, please contact us using the contact details given above.
You, as the data subject, may request deletion of your data at any time in writing, subject to any overriding legal requirement for its retention, such as the need, where appropriate, to retain Gift Aid records for HMRC, for example.
Your rights in relation to your personal data
You may request details of personal information which we hold about you. Any such request must be submitted in writing and in order to protect the data we hold, we will need to be satisfied as to the identity of anyone seeking such information. We will provide this information within 30 days of receiving and verifying your written request. A small fee may be payable if an information request is particularly onerous.
You may choose to restrict the collection or use of your personal information, but this may inhibit or limit the way in which JFC is able to engage with you. You may, at any time, change your mind about what information we hold about you, or if we continue to hold it at all, subject to any legal obligation JFC has to retain the data.
You are responsible for the accuracy of data you have provided to JFC. If you believe that any information, we are holding on you is incorrect or incomplete, please write to us as soon as possible. We will promptly correct any information found to be incorrect.
In the unlikely event that there is any kind of a breach of our duties and obligations under this policy or the Data Protections laws, we will take immediate steps to isolate and rectify the problem. Should the breach be a serious one (where there is a risk of, for example, discrimination, damage to reputation, financial loss or loss of confidential information) we have a duty to report that matter to the individuals affected and to the Office of the Information Commissioner.
You can obtain further information about Data Protection and privacy laws by visiting the Information Commissioner’s website.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the data we process. Persons processing data on behalf of JFC do so in accordance with this policy and on the basis that JFC is satisfied that they can and will adhere to our high standards for data protection and security. These include enhanced policies and protocols for the processing of particularly sensitive data.
Any sensitive information that does not otherwise need to be retained (such as credit or debit card details) are redacted or destroyed once used.
Please note that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. You are responsible for keeping any password you use for logging in to access services or our website (if applicable) confidential; we will not ask you for your password (except when you log in).
Links to other websites
This policy exists to inform you of your rights and our obligations in relation to your personal data. In order for us to be able to continue to communicate with you fully and efficiently in future (using both electronic and non-electronic means) we would like to record your consent by asking you to opt in to receive occasional email updates from us. If you do not, we may not be able to tell you about the wonderful work of JFC as efficiently as we would like.
For service users and in relation to the services we provide to you (as distinct from other general communications about JFC and our activities) we ask for your consent due to the nature of the data we need to process in delivering support and assistance to you.
If you are under 16 years of age, a person legally responsible for you will need to give their consent.