About this document
This document explains what information we hold about you, how and why we collect it, who we share it with and why. It also explains how we protect your information, how you can access the the information we hold and correct it if it is wrong. It also explains what your rights are.
Who we are
sight airedale is a UK Registered Charity that supports blind and partially sighted people living in the Airedale area of England. We are Registered Charity no 1080245 in England and Wales and company limited by guarantee no 03762507 in England and Wales. Our ICO registration no is ZA414328.
Our Registered Office is 1 Albert Street, Keighley, BD21 2AT.
Our mission is: –
“To advocate, develop and provide services and facilities whether practical, financial or otherwise to support people who are Registered Blind or Partially Sighted in the area of benefit to help them achieve independence with dignity in all aspects of life and society”
Where we get your information from
Friends of sight airedale
Friends of sight airedale is what we call our beneficiaries. A beneficiary is a person who benefits from a charities services. In our case a person who is Registered Blind or Partially Sighted or has a qualifying eye condition
- In most cases we get your information directly from you or a relative who is acting on your behalf.
- We also get referrals from Health professionals such as (but not limited to) GP’s, Nurses, Opticians. Before giving us your information, they will have asked you for your permission to pass on your details.
- We also get referrals local authorities or other organisations. Before giving us your information, they will have asked you for your permission to pass on your details.
Supporters are people who give us money or volunteer for us, this maybe directly or by taking part in fundraising events.
- In most cases we get our information directly from you.
- We use Virgin Money to collect donations, they will pass your details onto us in accordance with their privacy policies when you make a donation, set up a fundraising page or sponsor a friend. They will ask you if you want us to contact you.
- You can sign up to GiveAsYouLive so that we may benefit from purchases you make online. They will pass your details onto us in accordance with their privacy policies. We cannot see what shops you’ve shopped at or details of your individual purchases.
- If you donate to us via a third party, they will pass your information onto us in accordance with their privacy policies.
- If you take part an event organised by third party such as a marathon or a fundraising event at work and nominate us as your chosen charity they may pass your details onto us in accordance with their privacy policies.
- Where we get information about you from a third party, we will only keep it for as long as it takes to process your donation or gift aid. Unless you have specifically consented to us contacting you.
- Volunteers – We may require you to undertake a enhanced DBS check as part of your role – Complete Background Screening our DBS Check provider will provide us with the results of your check.
What personal information we collect and how we use it
Friends of sight airedale
- Your Name and contact details – we collect this so we know we’ve got the right person when you call us and so we can keep in touch with you. We will also use it to send you our newsletter.
- Your Email Address – If you said we can send you our newsletter, we will use this address to send it to.
- Your visual status – We record if you’re blind or partially sighted or have an LVI form but we don’t record your diagnosis. We do this for four reasons
- To make sure we only provide services to people who are eligible to receive them.
- To claim VAT exemption on the products we supply from the Daily Living Shop
- We can only send items through the post for free to people who are sight impaired using the Royal Mail Article for the Blind service.
- To produce (anonymised) statistics on the number of people we support
- How you like to receive information – To make sure you receive information in the format you prefer or if you’d rather not receive information from us.
- Your contact history of using our services – We keep a log of your past contact with us, this helps us deliver services.
- Alternative Contact – If you’d rather we talk to a friend or relative, their name and phone number.
- Emergency Contact – An emergency contacts name and number.
- Your local authority and area – Certain services are only available to people who live in certain areas. This information helps ensure you get the right information about services available to you. It’s also useful for us to know how many people we have living in each area, this helps us plan services and marketing.
Other information required by funders or partner organisations – sometimes funders/partner organisations may require that we collect additional information on people using projects that they are funding or working with us on. Where this is the case we will ask your permission before collecting this additional information or sharing your information with funders/partners. This extra information will be destroyed at the end of the project or if a funder requires us to keep information for a certain period, at the end of this period.
- Name and Address – We collect this information to keep in touch with you if you have said we can send you our newsletter. We also collect for general record keeping.
- How you would like to receive information – we use this to send you information in the most appropriate format or to record if you don’t want to receive information from us.
- Email Address – If you’ve said we can send you our newsletter we will use this address.
- Donation history – We use this information to keep track of donations that you’ve made.
- Gift Aid Status and Tax Payer – If you’ve said we can claim Gift Aid on your donations then we use this information to claim the Gift Aid.
- 100+ Club Membership – We store your 100+ Club Number, renewal date and winning history – this enables us to administer the 100+ Club
Visitors to our building
We class a visitor (for GDPR) as
- Someone visiting a member of staff or a volunteer.
- Someone carrying out work on our behalf, such as volunteers.
- Someone providing us with a service (ie maintenance engineers)
- A person hiring the meeting room (but not the people attending the event they are organising)
Anyone visiting our building will be required to give us contact information to enable us to fulfil obligations under the NHS Test and Trace scheme. We are required to collect the following information
- Name and Contact telephone number (If part of a group the lead member and the number of people in the group)
- Date of Visit, and arrival time and if known departure time
- Who your appointment was with.
This information will be stored for 21 days and used only for NHS Test and Trace.
This information will be used by NHS Test and Trace to help identify people exposed to the virus. Containing outbreaks early is crucial to reduce the spread of COVID-19, protect the NHS and social care sector, and save lives. This will help to avoid the reintroduction of lockdown measures and support the country to return to, and maintain, a more normal way of life.
However, providing this information is voluntary and you are free to object to your information being used for NHS Test and Trace.
Legal Basis and Legitimate Interests for processing your information
The GDPR requires that we have a legal basis for processing your data there are 5 Legal basis for processing information
- Consent – This is where we specifically ask you if we can do something, for example sending you our newsletter by email or reminders of the 100+ Club membership by email, Where we ask you for consent, you are free to withdraw that consent at any time.
- Legal Obligation – We have to process the information to comply with the law or a legal or regularity obligation. For example, we use your visual status to ensure we comply with our constitution and to comply with VAT exemption laws for disabled people. We are also required to record donor transaction information for tax and accounting purposes.
- Contract – If you buy something from the Daily Living Shop, rent the Lena Anderton Meeting Room, let one of our properties or agree to work for us, you are entering into a contract with us. We will use your information to enable us to fulfil the requirements of that contract.
- Vital Interest – This is where we process information to protect life, in our case we store your emergency contact information and would disclose it to emergency services in the event of an emergency involving you.
- Legitimate Interest – Legitimate interest means that we can process your information if we have a genuine and legitimate reason and we are not harming any of your rights and interests. This means that when you provide your personal details to us we use your information for our legitimate business interests as a charity to carry out our mission which is “To advocate, develop and provide services and facilities whether practical, financial or otherwise to support people who are registered blind or partially sighted in the area of benefit to help them achieve independence with dignity in all aspects of life and society”
- To comply with the NHS Test and Trace guidelines to tackle COVID-19
- To deliver services that you’ve requested or respond to queries that you’ve made.
- General administration and administering events
- Staff and Volunteer recruitment, maintaining contact with volunteers.
- Send you direct marketing materials by post for fundraising purposes or to keep you up to date with our services or services that may be of interest to you via our newsletter. You will receive our newsletter three times a year by post, however, you can ask us to stop sending you our newsletter at any time by contacting our Helpline on 01535 602354 or emailing email@example.com.
- Administering the 100+ Club
- Keeping records of your past contact with the charity
- To invite you to take part in surveys or research
When we process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
How we keep your information safe and who has access
- We ensure that we have appropriate physical and technical controls in place to ensure your data is safe.
- We ensure that any companies or organisations that we work with also have appropriate measures in place to protect your information.
Who has access to your information
- Your information will only be shared with a third party when it is necessary to provide you with a service or if the law says we have to. We don’t share information with anyone for marketing purposes.
- They will only be provided with the information they need to deliver the service
- NHS Test and Trace – If we are notified by NHS Test and Trace that someone who was present in the building at the same time as you has tested positive for Coronavirus we will pass on your Name, Telephone Number and times you arrived and left our building. You can read how NHS Test and Trace use your data at https://www.gov.uk/government/publications/privacy-notice-for-maintaining-records-of-staff-customers-and-visitors-to-support-nhs-test-and-trace/privacy-notice-for-maintaining-records-of-staff-customers-and-visitors-to-support-nhs-test-and-trace
- Transport Provider – If you request transport to and from our Social Centres, we will give your name and address to the transport provider in the case of the Keighley Social Centre this is Keighley Community Transport, for Bingley this is Community Action Bradford & District. In an emergency, we will also give them access to your Emergency Contact.
- MailChimp – if you request our newsletter or email bulletin, your Email address will be stored on MailChimp’s servers. You can read MailChimp’s privacy statement at https://mailchimp.com/legal/privacy/
- Xero Accounts Software – If you give us money for any reason, or we pay you details of the transaction along with your contact details will be stored in our Xero Accounts software, though no payment information is held in Xero. Both sight airedale staff and Stirk Lamberts (our accountants) have access to Xero. All users are required to use two-factor authentication when they log into the system.
- Salesforce CRM – Salesforce is our customer relationship database software. Any contact you make with us will be recorded in Salesforce. Salesforce’s servers are located within the EEA, only sight airedale staff have access to the salesforce database the system forces secure passwords and requires the use of two-factor authentication every time the user logins into the system.
- Stirk Lambert Accountants – Stirk Lamberts act as our accountants, they process our accounts as well as having access to Xero Accounts Software.
Keeping your information up to date
- If your details change or you would like to be removed from our database, please call our Helpline on 01535 602354, Monday to Thursday 9.30am to 12.30pm or email us at firstname.lastname@example.org.
- We take steps to clean our database by checking the family announcements sections of local media and when post is returned undelivered.
Under the GDPR you have the following rights.
- Right to be informed – You have the right to know how we collect and use your information. This privacy notice sets out how we do that and is available on our website or you can request a copy.
- Right of Access – You have the right to access the information that we hold about you by making a subject access request. We have to provide you with this information within one month (unless the request is complex or there are multiple requests) this service is free of charge. To make a subject access request, please write to the Data Protection Officer, sight airedale, 1 Albert Street, Keighley, BD21 2AT or email email@example.com.
- Right to rectification – If you become aware that some of the information we hold about you is incomplete or incorrect you have the right to have us correct it.
- Right to erasure (or the right to be forgotten) – Where you have provided consent to us to process your information you have the right to withdraw this consent at any time. You also have the right to request that we delete any information about you. There may be situations where we cannot completely delete your information, such as we’re required to store it by law. In this case we will let you know why we can’t completely delete your information.
- Right to restrict processing – with this request we will continue to store your data but will restrict processing. An example of this would be where you’ve asked to delete your information but we can’t as we’re obliged to store it if required by law. In this case it will be archived but no longer processed.
- Right to data portability – This means you can ask that we provide you, your data in a format you can import into another IT system. Whilst we’ll try and accommodate such requests we can’t guarantee that systems will be compatible.
- Right to object – You have the right to object to direct marketing (i.e. getting our newsletter). You also have the right to object to us processing your information based on our legitimate interests. We will consider the weight of the legitimate need to process the data against the individuals’ privacy rights.
- Rights relating to automated decision making and profiling – This is not applicable to sight airedale as we don’t employ automated decision making or do any profiling.
Website Specific Privacy Information
This information applies to the website www.sightairedale.org.uk
- to analyse traffic to our website to provide us with information on what pages are being visited, how visitors move around the website and what type of information they are looking for. This information helps us to improve our website
- to store your preferences on our website i.e. custom colour schemes and login details for restricted areas such as the ICT students area
- no information that can identify you as an individual is collected or stored
- we will ask your permission before placing a Cookie on your computer
- if the triangle in the bottom left hand corner of the screen is orange you have not consented accept Coookies on your computer. If the triangle is green you have consented to accept Cookies
- you can choose to accept or decline Cookies. Most web browsers automatically accept Cookies but you can usually modify your browser setting to decline Cookies if you prefer. This may prevent you from taking full advantage of the website
|Essential Site Cookie||CMSSESSIDc995c700||This cookie is essential to how our site operates, it is deleted when you leave sightairedale.org.uk|
|Civic Cookie Control||
||These cookies store the fact that you’ve consented to letting us place a cookie on your computer.||Civic Cookie Control|
|Essential Site Cookies||
||These cookies are essential to how our site operates, and are used to record your progress through our students area.|
Our online donations facility is provided by the Virgin Money
amazon.co.uk and amazon smile
We do not collect any information on what individuals purchase via amazon.co.uk nor do we pass on any information about visitors to our site to amazon.co.uk
Our membership of the amazon.co.uk associates programme does not indicate our endorsement or support of amazon.co.uk nor does it indicate that amazon.co.uk supports or endorses the sight airedale.
We link to several external websites. Links to external websites do not indicate an endorsement by the sight airedale. sight airedale has no control over the content of these sites. This is not responsible for the quality of information or accuracy of the information contained within.
- Last Update: 27 July 2020.
- 21 May 2020 – General changes to layout and formatting.
Who are are
- 21 May 2020 – The ICO registration number was wrong, updated with the correct number ZA414328
Where we get your information from – Supporters
- 21 May 2020 – Added Complete Background Screening as our Enhanced DBS Check Provider
What personal information we collect and how we use it.
- 27 July 2020 – Added information collected on Visitors to the building with regards to NHS Test and Trace
Legal Basis and Legitimate Interests for processing your information
- 27 July 2020 – Added NHS Test and Trace to legitimate interests
Who has access to your information
- 27 July 2020 – Added NHS Test and Trace
- 21 May 2020 – Added Complete Background Screening as our Enhanced DBS Check provider
- 21 May 2020 – Changed Keighley Community transport to Transport providers and included links to both Keighley Community Transport and Community Action Bradford & District
- 21 May 2020 – Added Salesforce CRM information
- 21 May 2020 – Updated password requirements on Xero
Website Specific Privacy Information
- 21 May 2020 – Added link to virgin money giving.
- 21 May 2020 – Added amazon.smile to advertising