GDPR Privacy Notice

Acts of Kindness Community (Solent) Privacy Notice 

Overview 

AOK aims to relieve the effects of poverty, provide support to the vulnerable and recognise those in the community who have served beyond expectation.  Through community support and strong partnership working AOK will provide food, clothing and household items to those in need and will co-ordinate support of community projects.  

This notice should help you understand how we manage your data and your rights when you get in touch with us.  

To deliver support to you, the team might need to collect information from you such as your name, age, where you are living and some details about your circumstances.  

Information you provide is always kept securely. 

Your privacy: 

When you get in touch with AOK we will: 

  • Only ask for the information we need 

  • Make sure we don’t keep it for longer than necessary 

  • Protect it and make sure only the appropriate people have access to it 

  • Keep it up to date where necessary 

  • Consider privacy risks when we’re planning to change the way we use or hold it 

  • Train our trustees to ensure we use and protect it properly 

  • Seek assurances from volunteers that they will protect your data and your rights when working with us 

 

How will we use the information about you? 

Your information is used to: 

  • Understand your situation so that we can provide the help that you need.  

  • Direct volunteers or trustees to deliver essential items to you  

 

The lawful basis for collecting your information 

AOK is a registered charity set up to provide food, clothing and household items to those in need and co-ordinate support of community projects.  

AOK collects your personal data under Article 6(1)(f) of the GDPR which gives a lawful basis for processing where: 

“processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.” 

The ’legitimate interests’ for AOK are the interests and needs of our community. We only ask you for personal information if you get in touch with us and need our help.  

The types of information we might collect: 

The information we request from you will differ depending on your type of need and the reason for contacting AOK. You do not have to provide us with information if you don’t want to, but it might limit the help we are able to provide if we don’t have all the details we need.  

The sorts of things we might ask you for are: 

  • Your name and age 

  • Where you live 

  • Whether you live on your own, or if there are others with you 

  • Information about your situation, for example if you have children 

  • Information about issues you are experiencing that mean you need our help 

  • Information about your health and wellbeing 

 

How long we keep personal data for: 

AOK usually provides one-off support for people in need. However, we can provide help on an ongoing basis, particularly during times of crisis. We will keep your information for 1 year so that if you get back in touch with us, we know what we have done for you before. After 1 year your personal data will be deleted.  

How to find out what personal information we hold about you 

Under the terms of the Data Protection Act 2018 you are entitled to ask any data controller: 

  • if they are processing your personal data 

  • for a description of the data they hold about you 

  • the reasons they are holding it and any recipient they may disclose it to 

  • for a copy of your personal data and any details of its source 

 

Requests for your personal information in this way are known as subject access requests.  

To submit a subject access request, please contact ActsOfKindnessTeam@outlook.com. We may need to ask you for a copy an identification document, such as a passport, to prove that it’s you and make sure we release the right information. We will only ask for ID when necessary.  

 

When submitting a subject access request please tell us what you would like us to provide, and how you would like the information to be provided to you. We must protect your data so we may suggest a method for securely transferring the information to you, such as using encrypted email.  

 

Contact: 

If you have any questions about the information provided here you can contact us at: ActsOfKindnessTeam@outlook.com  

Individuals in the UK have the right to raise a complaint with the Information Commissioner’s Office (ICO), which is the information supervisory authority for the UK. You can contact the ICO through their website here or call their helpline: 0303 123 1113.  

Email: ActsOfKindnessTeam@outlook.com

Registered Charity: 1180072 (Charity Commission UK)

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