Hull YFC - Christian youth and community work in Hull

Introduction

This policy describes how and why Hull YFC uses your personal information, how we protect your privacy when doing so and your rights and choices regarding this information. We are committed to transparent, ethical and honest communication. We promise to respect any of your personal information which is under our control and to keep it safe. We only collect information from people for specific purposes, and once that purpose has finished, we won’t hold on to the information any longer than necessary.

For the purposes of this policy, ‘us’, ‘we’, ‘our’ and ‘HYFC’ refer to Hull YFC.

We’d love to hear from you if you have any feedback or questions on any of this. Just call us on 01482221059 or email office@hullyfc.co.uk.

Who we are

Hull YFC are an established team living in one of Hull’s and the UK’s most deprived communities. By building long-term committed relationships we support children, young people and families to overcome the problems associated with living in such places and to fulfil their potential. We are confident that it is the Good News of Jesus that can bring about transformations that last.

Hull YFC is a registered charity (1050216).

What Information do we collect, how and why?

There are a number of places we collect information from:

Information you give us directly -

For those who attend our activities and events we gather information so that we can ensure the activity is age appropriate and safe and so that we can contact parents or guardians in the event of an emergency.
If you apply for a job or to volunteer with us we will require information necessary for us to process these applications and assess your suitability (which may include things like employment status, previous experience, religious beliefs, as well as any unspent criminal convictions or pending court cases you may have.
We will gather your name and email or postal address if you subscribe to our newsletter, prayer letters and annual report.
We may collect personal information if you chose to make a donation including your name and address and information necessary to collect gift-aid contributions and keep you informed of how your gift was used.
If you are a staff member we will hold information necessary for recruitment, staff administration, remuneration, pensions and performance management purposes.
If you are a staff member, volunteer or trustee we will hold your contact details.

Information we collect from your use of our website -
We collect non-personal information about people who visit our website. That’s things like IP addresses (which tell us, for example, the places where people are logging on), which pages people visit and which files they download. This helps us find out if our website is working well and helps us improve it. This information is collected using cookies. You can find out more at www.allaboutcookies.org or www.aboutcookies.org.

Information from social media -
Sometimes we gather information that people make available on places like Facebook. You can check these organisations’ privacy policies to make sure you’re happy with how they handle your data.

How do we use your information?

We may use your personal data to:

keep you up-to-date on news and stories about our work
ask for financial support and non-financial support such as volunteering or prayer
process donations you give us, or support your fundraising for us, including Gift Aid
improve your browsing experience and use of the website
keep records of your relationship with us, for example questions you’ve asked or complaints you’ve made.

When you apply for a job or to volunteer, you send us personal information through your CV or by completing an application form. We will store and use this to:

recruit for the role
answer your questions
do reference checks, qualifications checks, criminal referencing and verify your information.

Sensitive categories of data - data protection law recognises that certain categories of personal information are more sensitive than others, such as ethnicity, political opinions or health issues. We do not collect sensitive information unless there is a clear reason for doing so, such as your involvement in an event where knowing this information improves your safety and helps with your engagement.

What are our legal reasons for storing and using the information?

Legitimate Interest:
The law allows personal data to be legally collected and used by an organisation if it is necessary for a legitimate interest of the organisation - as long as its use is fair and balanced and does not unduly impact the rights of the individual concerned.
Some examples of a legitimate interest basis are, if you or your child are attending a HYFC activity or event, then we will ask for your contact details in case we need to keep you informed of any changes to the plans or if there is an emergency. If an individual was involved in an accident at one of our events, or a safeguarding issue we would share their information with the emergency services so they could be treated appropriately. Another example is if you have made a donation to us, we may send you information about the work your donation is making possible or other work we may wish to do.

Consent:
Consent is where we ask you if we can use your information in a certain way, and you agree to this (for example when we send you our newsletter by email or post). Where we use your information for a purpose based on consent, you have the right to withdraw consent for any future use of your information at any time.
Should we ever need you to provide any sensitive personal data about yourself, e.g. health information that may be relevant if you are taking part in an activity, we will always seek your explicit consent.

Legal obligation:
We have a basis to use your personal information if we need to do so to comply with one of our legal or regulatory obligations. For example, in some cases we may need to share your information with a regulator such as the Charity Commission. We may also use your information for processing any legally required activities such as Gift Aid returns to HMRC.

When and who do we share your information with?

HYFC will not share any personal information with third parties unless we have a legal obligation or if it is required to allow an individual to take part in an activity provided by a third party.
The only other exception is that we may transfer your contact details to the email marketing service which we use to send out electronic mailings including our prayer letter and newsletters. This service provider is committed to compliance with the General Data Protection Regulation and has very strict security controls to protect data.
Your information will never be sold to another organisation for marketing purposes.

How do we keep your information safe?

We ensure that there are appropriate technical and organisational controls (including physical, electronic and managerial measures) in place to protect your information. We place a high value on ensuring personal data of any kind is kept securely. Also in accordance with our data protection policy, we report to our Board of Trustees any breach of the data protection policy, for accountability, monitoring and improvement.
While we make every reasonable effort to ensure that information sent to us is done so securely, we cannot warrant the security of information transmitted to us through the internet. When you transmit information to us via the internet, you do so at your own risk.

How long do we keep your information?

HYFC has specific criteria to determine how long we will retain your information for, which are determined by legal and operational considerations. For instance we are required to keep some personal information for tax or health and safety purposes, as well as keep a record of your interactions with us.

If you have questions on any of this, or want to see our data retention policy, just get in touch.

Our website is hosted by One.com and they collect data using cookies. A cookie is a text file that is sent from our website as soon as you visit the site. It is stored on your computer's hard drive and helps us to identify your computer (not you) and collects information in an aggregate, anonymous way.
Cookies may be used to collect information about your visit to our website, for example, traffic data, location data, device information, the date and time of your visit and the pages that you visit.
The use of cookies is an industry standard for most major websites.

Managing cookies
Most browsers allow you to turn off the cookie function. To do this you can look at the help function on your browser.

Third party cookies
We use websites such as YouTube and Vimeo to embed videos and you may be sent cookies from these websites. We do not control the setting of these cookies, so we suggest you check the third party website for more information about their cookies and how to manage them.

Changes to the Policy

From time to time, we will make changes to this statement to keep it up to date and relevant. Please make sure you check regularly to see what's changed. This statement was last updated on 18th September 2018.

Whenever you engage with us through our websites, social media, activity consent forms, email or telephone, or send us your personal information in any other way, we’ll process your information as explained in this policy. When you provide your information, you’re agreeing to this policy. If you don’t agree, please don’t give us your information.

Contacting us regarding your personal data

As an individual, you have a right under data protection legislation to obtain information from us, including a description of the data that we hold on you. Should you have any queries concerning this, please contact us at the address below.
You also have the right to amend or update the information we hold about you, change your communication preferences, withdraw your consent to use your personal information (where we have used consent as the legal basis for processing), and make a number of other changes to what data we hold on you and how we process it.

To make any changes, please contact us on 01482 221059, or email us at office@hullyfc.co.uk or write to us at the address below:
Hull YFC,
c/o Boulevard Baptist Church,
Gordon Street,
Hull.
HU3 3HJ