Keeping your personal information safe is very important to us. We are committed to complying with privacy and data protection laws and being transparent about how we use personal data.
Good Company (Surrey) is a registered charity based at Good Company Hub, Ruxley Lane, Epsom, KT19 0JG. Good Company (Surrey) is a data controller registered with the UK Information Commissioner’s Office (registration number ZB313472).
We may collect your personal information from you directly when you:
We only collect personal information that we genuinely need. This may include:
We collect and use personal information about people who use our services (eg. foodbanks or pantry) supporters, job applicants and volunteers for several reasons outlined below:
Epsom Pantry members – We collect personal information from you directly if you become a member of Epsom Pantry. This data is used to generate statistics and reports relating to visits and other personal information. Epsom Pantry uses these statistics to make decisions about opening hours, stock and other issues. Church Action on Poverty uses statistics from the database to report on the impact of Pantries to our supporters and funders. Your Local Pantry Privacy notice https://www.yourlocalpantry.co.uk/privacy-notice/
Developing relationships with supporters – Our work is made possible because of the generosity of our supporters. We need a good understanding of our supporters so that we can communicate with them effectively and appropriately.
Processing donations – If you make a financial donation to us, we will use your personal information to collect your donation and maintain a record of our donors. Our lawful basis for using your personal information for this purpose is to fulfil our legitimate interest and fundraising objective. We are legally required by HMRC to collect some personal information if you choose to gift aid your financial donation.
Dealing with complaints and appeals – If a complaint is raised with us, we will process the personal information that is provided to us to manage and resolve the complaint or appeal. This may include sharing relevant information with the Trussell Trust, Your Local Pantry or person that the complaint has been made about. Our legal basis for using personal information for this purpose is legitimate interest.
Promoting our work – We will use personal information that you share with us if you agree to help us promote our work. This might include photographs and videos. For example, we may use your information in case studies and stories that we publish or share with the media. We will only use your information for this purpose if you have given your consent for us to do so.
Carrying out surveys and research – If you choose to take part in one of our surveys, we will use the personal information that you provide to process the results of the survey and undertake analysis. Survey results are anonymised before being shared or published.
Volunteer administration – Where you volunteer with us, we collect personal information to support the administration of your volunteering activity. Our lawful basis for processing volunteers’ personal information is our legitimate interest or to meet our legal obligations. We share personal information about our employees and volunteers with The Trussell Trust and Your Local Pantry.
Undertaking safeguarding activities, including DBS checks – When necessary, we process relevant personal information about employees and volunteers for safeguarding purposes. This might include undertaking DBS and other checks to identify any criminal and other activity we need to be aware of. It may be necessary to share some personal information with relevant authorities, such as the police. Our lawful basis for this processing is to meet our legal obligations.
We will only share your personal information where we need to, where someone’s life is at risk or we are required to do so by law.
We may share your information with third parties (in the case of liasing with external organisations such as The Trussell Trust and Your Local Pantry) and data processors who may need to access your information for performing the purposes specified above.
We take reasonable organisational and technical measures to protect your information against access, modification or misuse. We work to ensure your information is accessed by trustees, volunteers and third party partners on a needs-only basis.
We may also share your information with our bank to process a payment, with our professional advisers (such as our legal advisers) where it is necessary to obtain their advice, and with our IT support and data storage providers.
Where required, we will process personal information to comply with our legal obligations. In this respect, we may share your personal data to comply with subject access requests, tax legislation, for the prevention and detection of crime, and to assist the police and other competent authorities with investigations including criminal and safeguarding investigations.
Transferring personal data outside of the EEA
At present, we don’t send personal information outside of the EEA. In the future, we may use a supplier that hosts servers in another country – for example, in the United States. Where we need to transfer personal information to countries or jurisdictions outside the EEA, we ensure they have a similar standard of data protection law in place to that of the UK. We put in place appropriate contracts and agreements with third parties to ensure an appropriate level of data protection and security
Cookies and aggregate information collected from our website
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You can also unsubscribe at any time from emails that we may send to you about the products and services that we think will be of interest to you. A link to unsubscribe from all direct marketing will be included in any communications.
You also have the right to:
For all requests, please contact us at email@example.com. We will respond to any request within 28 days.
We will hold your personal information only for as long as is necessary. We will not retain your personal information if it is no longer required. In some circumstances, we may legally be required to retain your personal information – for example, for finance, employment or audit purposes. We have in place a personal data retention schedule which sets out how long we keep your personal information for. Please contact firstname.lastname@example.org if you wish to see our personal data retention schedule
If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law, you can make a complaint to the Information Commissioner’s Office.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk