Privacy Policy – Give A Few Words CIC
We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.
When we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with the General Data Protection Regulation (GDPR) 2018.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
The type of personal information we collect
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name, address and contact details)
- Volunteer data (name, email and personal address details)
- Employee data (name, email, address, telephone number, work history, personal references)
- Website User Stats
- Social Media Stats
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 it is used to help us improve our service and to ensure we are meeting the needs of as many care home/charity residents and volunteers as possible. This information is used in reports to our funders but is reported anonymously and no individuals will be identifiable (unless clear consent is given). This information is used to contact third parties in case of safety concerns.
- We also receive personal information very occasionally, indirectly from a third party, such as a support agency. When this happens, we will ensure that this data is immediately deleted after use.
We use the information that you have given us in order to improve services, map our volunteer team and identify where there are any gaps in our provision.
We may share this information with funders to demonstrate how we have met the requirements of the funding, but this will always be reported anonymously.
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 Sharron Wilkinson, Data Protection Officer at GAFW.
(b) We have a contractual obligation.
(c) We have a legal obligation (in case of safeguarding concerns and in these circumstances may reserve the right to pass these on to third parties).
(d) We have a vital interest.
(e) We have a legitimate interest.
How we store your personal information
Your information is securely stored on Mailchimp, Gravity forms and in some cases hard copy (in a secure location).
We keep records of personal addresses whilst volunteering for Give…A Few Words or for 4 months after your last letter written. Names and volunteering activity will be kept for 12 months to enable us to report to funders. We will then dispose your information by deleting all your details that we hold including any hard copies.
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 hello@thegive.co.uk, 07498 818838 or Give…A Few Words, Lawrence Batley Theatre, Queen Street, Huddersfield, HD1 2SP 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 hello@thegive.co.uk, 07498 818838 or Give…A Few Words, Lawrence Batley Theatre, Queen Street, Huddersfield, HD1 2SP
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
CHANGES TO OUR PRIVACY POLICY
We keep our privacy policy under regular review and we will place any updates on this web page, this privacy notice was last updated on 1st May 2025.