Trust Jack Foundation privacy notice

This privacy notice tells you what to expect us to do with your personal information.

What information we collect, use, and why

We collect or use the following information to provide services:

  • Basic personal details (your name, email address, postal address, telephone or mobile number and date of birth); as well as next of kin details and emergency contact details.
  • Financial details (bank account number, UK taxpayer information for gift aid), credit or debit card information;
  • Photos, videos or audio recordings used as part of our work with you;
  • IP address;
  • Health information (including medical conditions, test results, allergies, medical requirements and medical history)
  • Dietary information (including allergies and health conditions)
  • Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
  • Information about work, home and living conditions
  • Information about support requirements
  • Information about lifestyle, interests or personal history


We collect or use the following information to receive donations or funding and organise fundraising activities:

  • Names and contact details
  • Addresses
  • Payment or banking details
  • Donation history
  • Tax payer information (for Gift Aid purposes)


We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Address

We may also collect, store and use the following ‘special categories’ of sensitive personal data which need more protection. 

The following special category information to provide services and goods (including delivery and third party referrals), for employment purposes, and others. This information is subject to additional protection due to its sensitive nature. We won’t use any of this information without a justified reason:

  • Health information
  • Information about criminal convictions
  • Data concerning a person’s sex life
  • Data concerning a person’s sexual orientation


We also collect or use the following special category information for dealing with queries, complaints or claims, or for the purposes of employment. This information is subject to additional protection due to its sensitive nature:

  • Health information 


We collect browsing data when you visit our websites, which may identify your device or web browser. This could be location data, how you found us and the pages you looked at on our website. We use this to provide you with the information that is most relevant to you. 

This data is collected by cookies, which are small files stored on your computers’ or mobile devices’ web browser. These cookies are used to keep you logged in as you move around a site, provide content, and check website performance. This helps us make the website better for you and for others.

To understand how we use your device information, such as IP address (the location of the computer on the internet) and cookies, please see our Cookie Policy page. This page also explains how you can block, control or remove the cookies stored on your web browser using our cookie management tool.

How long will we keep your personal data?

We always have your best interests at heart and your personal data will not be kept by the Trust Jack Foundation for longer than needed.

We’re legally required to keep some personal data to meet legal obligations. For example, to claim Gift Aid or for certain financial transactions. We may be asked to keep records for longer periods or be told that legally we must not delete some records.

If you’ve used any of our services supporting children and families, we will make notes of the work we do. We will keep these notes for a length of time dependent on your circumstances and the kind of work we did with you. 

We use the following external organisations as data processors:

Google Workspace.

Paypal

WordPress

Bluehost

Elementor

Glasgow Council for the Voluntary Sector. 

Others we share personal information with:

Organisations we need to share information with for safeguarding reasons

Legal bodies or authorities

Relevant regulatory authorities

How to best protect yourself and your personal data

When sending us sensitive information, it is safest to use a device with a supported (current) operating system, with regular security updates and virus protection. Only connect your devices to networks that you trust.

Where we have given you (or you have chosen) a password to access certain parts of our website, you are responsible for keeping the password confidential. You agree not to share that password with anyone else.

Where do we store your information?

At the Trust Jack Foundation we’ve done everything we can to make sure that your data, whether in paper or electronic form, is treated securely and follows this privacy policy.

The personal data collected from you may, in very rare circumstances, be transferred to, and stored at, a destination outside the UK or European Economic Area (“EEA”). It may also be processed by people outside the UK or EEA who work for us or working on our behalf. This might be, for example, staff processing payment details.

By submitting your personal data, you agree to this transfer, storing and processing at a location outside the UK or European Economic Area. Where data is transferred outside the UK or EEA, we have gone through a full due diligence process (checks) to help ensure the data has the same levels of security. We will make sure the transfer of data outside the UK or EEA is done in a way that follows the law and is consistent with and respects EU and UK laws on data protection. This means that even if your personal data is transferred outside the UK or EEA we will still help ensure it is protected.

Unfortunately, sending information via the Internet is never 100% secure and we cannot guarantee the security of your data sent to our website. This means any such transmission is at your own risk.

Keeping your information up-to-date

To make sure we always have up-to-date information about how to contact you, we may also update your records to make changes to your personal data. 

We may also link the information you provide us with information collected from trusted third parties and partners such as business partners, sub-contractors, advertising networks, analytics providers, search information providers, past employers, credit reference agencies as well as publicly available sources. An example would be if you accidentally entered your postcode incorrectly on our system, we would be able to change it to the correct postcode.

How do we use cookies?

Our website uses cookies to distinguish you from other visitors to our website. This helps us to give you a good user experience and improve our site. A cookie is a small digital file that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive or device.

For more information on cookie files and IP addresses read our Cookie Policy. This page gives information about how you can prevent or control the cookies that are stored on your computer or device web browser, or remove them completely.

Lawful bases and data protection rights

Under UK data protection law, we must have a reason of justification (known as a “lawful basis”) for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases, your data protection rights, and the exemptions which may apply on the Information Commissioner’s Office’s (ICO) website. Which lawful basis we rely on may affect your data protection rights which are set out in brief below.

Our lawful bases for the collection and use of your data

Consent: This is where we’ve asked for your permission to use your personal data in a specific way, and you’ve agreed. For example, to send you marketing via email or SMS.

Contract: We may process your personal data as part of an agreement you have with us. For example, if you work for us or if you buy something from us as part of a raffle.

Legal obligation: We may collect or share your personal data when we need to by law. For example, to fulfil a regulatory rule or for fraud detection by carrying out checks on our donors. This might be where we check that a donation has not come from an illegal source.

Vital interests: Where there’s an immediate risk to your health we may use your personal data. For example if we’re worried about your health or safety at one of our fundraising events.

Public task: Some activities are done in the public interest. For example, collecting personal data about safeguarding concerns raised with the Trust Jack Foundation.

Legitimate interests: Our legitimate interest is engaging with the public to further our charitable aims. This means that it’s important for us to talk to members of the public so that we can promote our work and talk about our goals as a charity. We will only use your data in this way if we are sure it is ok to do so, and have thought about the effect it would have on you. Some examples of things we do which use ‘legitimate interests’ as a reason are:

  • Sending you direct marketing in the post;
  • Doing research to understand our supporters and improve the services we offer to families;
  • Sharing personal data with some teams in the Trust Jack Foundation so we can communicate with our supporters in the best way;
  • Buying marketing lists to promote our professional services via email to people who work with children and young people;
  • Handling any compliments or complaints in line with our policy;
  • To educate and influence others on safeguarding issues affecting young people and families.


Where we get personal information from

  • Directly from you
  • Family members or carers
  • Charities or voluntary sector organisations

Your rights

  • Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
  • Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
  • Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
  • Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
  • Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
  • 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. Read more about the right to data portability.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.


If you make a request, we must respond to you without undue delay and in any event within one calendar month.

To make a data protection rights request, please contact us using the contact details at the bottom of this page.

Sharing your information with third parties – keeping your information safe

We will not rent or sell your personal data to other organisations for use by them in any way, including for their own marketing.

We will share information if: 

  • We’re legally asked to;
  • To enforce or apply our terms of use for this website or other agreements;
  • To protect the rights, property or safety of the Trust Jack Foundation, our donors or others.This includes sharing information with other organisations for fraud detection and protection, or with local authorities or social services who provide health, legal or social care or treatment;
  • We may ask other organisations to look at how well our services work, which might mean sharing some of your information, such as dates of birth, ethnicity, religious beliefs. This is to make sure our services work for people from all different backgrounds. This information will not identify you.


Sometimes we cannot keep information confidential as we need to ensure all children, young people and vulnerable adults are safe. This means that if you tell us anything about yourself or another person being hurt or at risk of being hurt, we might need to tell someone who can help (such as a social worker, parent or teacher). Sometimes the court might order us to share information and you might ask us to share information on your behalf.

If your local authority or another agency, such as your school or the police, have asked us to work with you we will need to share relevant information about you with each other and let them know the outcome of our work. We will tell you who we are sharing your information with and why, unless we are concerned that you or another person are at risk of being hurt, or we do not think it is safe to do so. Sometimes we might want to tell your carer, social worker or someone else about how things are going while you are working with us, but will always check with you first, unless we think it is not safe to do so.

We may ask external service providers to do tracking and analysis for us as described in the cookies policy.

Where we use an external service provider to act on our behalf, we will share only the personal data necessary to deliver the service and will have a contract in place that requires them to meet Trust Jack Foundation data protection and information security requirements.

We also use Google Workspace to store and process data we hold, and collect data through our website which is hosted by Bluehost and operated by WordPress. We process online donations using Paypal and use the Bank of Scotland for banking, as such some data may be be processed by these entities on our behalf

Complaints

If you’re concerned about the way your personal data is handled, please contact us.

If you would like to change the way we contact you please contact us.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the bottom of this page.

If you are unhappy with how we’ve used your data you can also complain to the Information Commissioner’s Office.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Contact the Trust Jack Foundation

The Trust Jack Foundation SC054334 is committed to protecting your privacy when you use our services.

If you have any concerns or questions about how we look after your personal information, please contact us using our Contact Form, via email at admin@trustjackfoundation.co.uk or call us on 01698 793980