Data protection policy and cookies policy

Beneficiaries

This data protection policy applies only to Acts 435, registered charity 1131305

Acts 435 is committed to ensuring that your privacy is protected. Under Data Protection Legislation Acts 435 has a legal duty to protect any personal information it collects from you.

How do we collect information about beneficiaries?

Acts 435 requests for help are posted by trained advocates. Every advocate is attached to a registered church or charity. Acts 435 trusts that these organisations have their own data protection policy in place which will also guide their work with Acts 435. Acts 435 requires each advocate to sign a document committing to keep all applicant information confidential and store it securely in accordance with the Data Protection Act.

Why do we collect information about beneficiaries?

Acts 435 collects information on each beneficiary of the charity. This data is held for the purposes of ensuring money raised has gone to real individuals whose identity has been verified by trained advocates. This is required for audit purposes. Some information collected from applicants serves the purpose of helping potential donors connect more with the request, for example age, city, details of the applicant's circumstances.

The description of a request is a free text field. Advocates are trained to only include information that beneficiaries consent to disclose and only first names or first initial will be used in describing their situation. Acts 435 will take reasonable steps to ensure that no confidential information is disclosed and where there is a breach of this policy, swiftly correct the breach and alert the advocate to this breach. If an advocate breaches this a second time, their account will be de-activated and they will cease to be an Acts 435 advocate.

Fair processing of information about beneficiaries

At the time the personal data is being collected, the applicant must be made aware of:

• The name of the charity collecting the data
• The purpose in collecting the data
• The identity of the advocate collecting the data
• The persons or categories of person to whom the data may be disclosed
• Whether replies to questions asked are obligatory and what the consequences are of not supplying this information (for example a request cannot be posted without certain details)
• The existence of the right of access to their personal data
• The right to rectify their data if inaccurate or processed unfairly
• Any other information necessary to ensure the applicant is aware how their data will be processed.
• The applicant must give consent to the data being obtained and processed
• Advocates must ask permission from applicants before using their real name in a request. Advocates must explain what information will be included within the public part of their request and ensure the applicant understands this and gives their consent, especially in regard to sensitive information such as physical and mental health and prison history. If this information is withheld, the advocate must respect the beneficiary's wishes. The beneficiary should be made aware that a lack of information can hinder the success of a request as Acts 435 donors like to connect with the detail behind a particular request.

How will we use the information about beneficiaries?

The information each applicant supplies to Acts 435 will only be used for the purpose of audit trail and for informing potential donors viewing their request on the Acts 435 website. Acts 435 ensures that beneficiary personal data will not be disclosed to any other organisation except if required or allowed by law (for example, auditors). Acts 435 will only hold your information for as long as necessary for the purpose for which it was collected after which time it will be destroyed or anonymised. Data is held as an electronic record which is encrypted and protected. This feeds into the Acts 435 website where only certain information can be publicly viewed. Some applicant data will also be held on a paper file. This will be stored securely in accordance with the Data Protection Act. All Acts 435's employees and data processors, who have access to or are associated with the processing of personal information, are obliged to respect the confidentiality of that information.

Users 16 and Under

If the applicant is aged 16 or under, advocates will require parent/guardian's permission beforehand whenever they are providing personal information to Acts 435. Users without this consent are not allowed to provide us with personal information.

Registered users on the Acts 435 website

Privacy Policy

This privacy policy applies only to www.acts435.org.uk

Acts 435 is committed to ensuring that your privacy is protected. Under Data Protection Legislation Acts 435 has a legal duty to protect any personal information it collects from you.

What information do we collect about you?

Acts 435 does not capture and store any personal information about an individual who accesses this website, except where he or she voluntarily chooses to give Acts 435 personal information via email, or by using an electronic form on the website, or by enquiring about any of Acts 435's services.

How will we use the information about you?

The information you supply to Acts 435 will only be used for the purpose of providing Acts 435 with donations or/and to register you as an advocate if you successfully apply for this. Acts 435 ensures that your personal data will not be disclosed to any other organisation except if required or allowed by law (for example, HM Revenue and Customs for Gift Aid reimbursement).

Donors can receive thank you messages from requests they have supported. They give specific consent to receive these when they register. Donors can also opt to receive mailshots and any other updates we think may be of interest to them. Advocates will be automatically registered to receive these mailshots and other updates as part of their advocate role.

Acts 435 may also use aggregate information and statistics for the purposes of monitoring website usage in order to help us develop the website and our services and may provide such aggregate information to third parties. These statistics will not include information that can be used to identify any individual. Acts 435 will only hold your information for as long as necessary for the purpose for which it was collected.

Acts 435 will not sell, distribute or disclose information about you or your personal usage of the website without your express consent or unless required to do so by law.

Please note that we do provide links to other sites, which may not be governed by this Privacy Policy. Acts 435 is not responsible for the data protection and privacy practices within any of these other sites. We encourage you to be aware of this when you leave our site and to read the data protection and privacy statements on other websites you visit which collect your personal information.

Acts 435 may also use the information we gather to notify you about important changes and alterations to the website, or offers of products, services or information that might be of particular interest to you. All the personal information collected via this website is recorded in a secure database.

All Acts 435's employees and data processors, who have access to or are associated with the processing of personal information, are obliged to respect the confidentiality of that information.

Please note that unless encrypted, email messages sent via the internet may not be secure and could be intercepted and read by someone else. Please bear this in mind when deciding whether to include personal or sensitive information in any email messages you intend to send.

By submitting your information and ticking the requisite boxes on any order form or when subscribing to the services available on our website, you expressly consent to such use and transfer of that information to the extent permitted by applicable law. If Acts 435 changes this privacy policy it will post the changes on this page. Continued use of the service will signify that you agree to any such changes. If at any time you wish to stop receiving our ‘mailshot’ or any other information you may have requested from us, you will have the option to unsubscribe from this or you can email or write to the address below.

Acts 435 does not hold any information on a donor’s card payment details as this is processed by SagePay, a third party payment processor.

In the event of a breach of your personal data (name, address, email) we would notify you of this and work swiftly to correct the issue that might cause such a breach.

Users 16 and Under

If you are aged 16 or under, please get your parent/guardian's permission before hand whenever you provide personal information to Acts 435's website. Users without this consent are not allowed to provide us with personal information.

What rights do you have?

You have a number of rights under Data Protection Legislation:

• Right to know what data we hold - you have the right to know what personal data we hold about you. This Privacy Policy describes the data we will hold but you can ask if we have any other data about you which is not covered by this Privacy Policy.
• Right to have a copy of the data we hold - you can ask for a copy of the data we hold about you. This is called a 'subject access request'. If you make a 'subject access request' we will give you a copy of all the data we hold about you. We will do this within one month.
• Right to object - you can object if you think we are using your data in the wrong way. You can also object if you think we don't have 'lawful grounds' for using your data. We will give you a statement explaining why we use your data and explaining the 'lawful grounds'. If you are still not happy, you can complain to the Information Commissioner's Office.
• Right to have your data corrected - if you think there is a mistake in your data, please tell us. You have a right to have it corrected.
• Right to be forgotten - we promise to remove your data after six years. You have a right for this to happen because we don't need to keep your data any longer than six years. If you want your details to be removed earlier than six years, please contact us to request this.

Changes to our Privacy Policy

We keep our privacy policy under regular review and we will place any updates on this webpage. You may wish to check this webpage every time you submit personal information to the website. This privacy policy was last updated on 22 May 2018.

How to Contact Us

Please contact us if you have any questions about our privacy policy or information we hold about you:

By email admin@acts435.org.uk

Or write to us at:
Acts 435
The Gateway Centre
Acomb
York
YO24 3BZ

Cookies Policy

(a) What is a cookie?

A cookie is a small text file, which often includes a unique identifier that is sent to your computer or mobile phone (referred to here as a "device") browser from a website's computer and is stored on your device's hard drive. There are various types of cookies which perform different functions, such as remembering which items you have placed in your shopping basket or recording your browsing habits. The information recorded by the cookie is retrieved on the user's next visit to the site.

For more information about cookies, visit www.aboutcookies.org

(b) Acts 435 cookies – how to manage cookies

Most web browsers will accept cookies, but if you would rather that we did not collect data in this way you can choose to accept all or some or reject cookies in your browser's privacy settings. Rejecting all cookies means that certain features cannot then be provided to you and accordingly you may not be able to take full advantage of all of the website's features and you may be prevented from completing your donation. Each browser is different, so check the "Help" menu of your browser to learn how to change your cookie preferences.

If you want to delete any cookies that are already on your computer, please refer to the instructions for your file management software.