4. Lawful Processing
The Charity will obtain, hold and process all personal data in accordance with the GDPR for the following lawful purposes.
In all cases the information collected, held and processed will include Contact Information (as defined in 2 above).
4.1 By Consent
a) People who are interested in, and wish to be kept informed of, the activities of the Charity.
b) Subject to the person’s consent, this may include information selected and forwarded by the Charity on activities relevant to those of the Charity by other organisations.
Note: this will not involve providing the person’s personal data to another organisation.
The information collected may additionally contain details of any particular areas of interest about which the person wishes to be kept informed.
The information provided will be held and processed solely for the purpose of providing the information requested by the person.
4.2 By Contract
People who sell goods and/or services to, and/or purchase goods and/or services from the Charity.
The information collected will additionally contain details of:
a) The goods/services being sold to, or purchased from the Charity;
b) Bank and other details necessary and relevant to the making or receiving of payments for the goods/services being sold to, or purchased from the Charity.
The information provided will be held and processed solely for the purpose of managing the contract between the Charity and the person for the supply or purchase of goods/services.
4.3 By Legal Obligation
People where there is a legal obligation on the Charity to collect, process and share information with a third party – eg: the legal obligations to collect, process and share with HM Revenue & Customs payroll information on employees of the Charity.
The information provided will be held, processed and shared with others solely for the purpose meeting the Charity’s legal obligations.
Employees (Human Resources)
Taxation (HM Revenue & Customs)
For the purpose of managing an employee’s PAYE and other taxation affairs the information collected will additionally contain details, as required by HM Revenue & Customs, of:
a) The person’s National Insurance Number;
b) The person’s taxation codes;
c) The person’s salary/wages, benefits, taxation deductions & payments;
d) Such other information as may be required by HM Revenue & Customs.
For the purpose of managing an employee’s statutory pension rights the information collected will additionally contain details, as required by the Charity’s pension scheme (National Employees Savings Trust, NEST), of:
a) The person’s National Insurance Number;
b) The person’s salary/wages, benefits, taxation & payments;
c) Such other information as may be required by the NEST scheme.
4.4 By Vital Interest
The Charity undertakes no activities which require the collection, holding and/or processing of personal information for reasons of vital interest.
4.5 By Public Task
The Charity undertakes no public tasks which require the collection, holding and/or processing of personal information.
4.6 Legitimate Interest
Volunteers, Including Trustees
In order to be able to operate efficiently, effectively and economically, it is in the legitimate interests of the Charity to hold such personal information on its volunteers and trustees as will enable the Charity to communicate with its volunteers on matters relating to the operation of the charity, eg:
- the holding of meetings;
- providing information about the Charity’s activities – particularly those activities which, by their nature, are likely to be of particular interest to individual volunteers/trustees;
- seeking help, support and advice from volunteers/trustees, particularly where they have specific knowledge and experience;
- ensuring that any particular needs of the volunteer/trustee are appropriately and sensitively accommodated when organising meetings and other activities of the Charity.
Closed Circuit TV (CCTV) Recording
The Charity collects video CCTV images of people entering and moving around its premises in order to safeguard its collection from theft and vandalism, as required by its insurers.
The information collected is only processed and, where appropriate, shared with other authorities (eg: the Police) where it is necessary to investigate a potential crime.
Website Data Processing
The Charity works with third-party software and website developers. Your data may be processed via our third-party suppliers in order for us to register your information within our database(s). For a full list of our third-party data processors, please contact us.