How we collect personal information
We may collect your personal information from you directly when you:
communicate with us for any reason, by post, telephone, text, email, or via our website
work or make an application to work or volunteer with us
agree to help us promote our work
interact with us as a supplier, contractor, consultant, or in any other capacity.
We may also collect personal information about you from other organisations. For example, this might be from a referral agency like a doctor’s surgery or citizen’s advice.
The personal information that we collect
We only collect personal information that we genuinely need.
This may include:
Contact details such as name, address, email address, and phone numbers
Number of family members
Information that you provide when you donate food at a food bank
Financial information that you provide to us
For job and volunteer applicants:
your bank account details and tax and residency status
references from previous employers or educational institutions
contact details for your family members and next of kin
information concerning your health and medical conditions
information about your race, ethnicity, and sexual orientation
details of criminal convictions.
Our legal basis for processing personal information
Our legal basis for processing personal information is usually for our legitimate interests, if we have your consent, for the performance of a contract or to meet our legal obligations.
We may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced, and does not unduly impact your rights.
Usually, we will only process sensitive personal data if we have your explicit consent. In extreme situations, we may share your personal details if we believe someone’s life is at risk.
We may process personal information because it is necessary for the performance of a contract to which you are a party (or to take steps at your request prior to entering a contract), or because we are legally obliged to do so (for example to meet employment or charity laws).
Why we collect personal information
We collect and use personal information about people who use food banks, job applicants, and volunteers for a number of reasons.
Supporting Bridport Foodbank
We collect personal information from staff, trustees, and volunteers at the food bank to be able to support them in their day-to-day operations. Our legal basis for this is legitimate interest.
Assisting people that use food banks
We collect personal information from you if you visit the food bank, or via an organisation that refers you to the food bank. Our legal basis for using this information is our legitimate interest, and where appropriate your consent. We use this information to respond to your need for help, and ensure that we are providing help when and where it is most needed. We may also use anonymised statistical data to campaign to challenge the structural issues that lock people into poverty.
If you kindly make a food donation to a food bank, a financial donation to us, or donate goods to one of our shops, we may use your personal information to collect your donation and maintain a record of our supporters. Our legal basis for using your personal information for this purpose is to fulfil our legal obligations, and our legitimate interest in meeting our fundraising objectives. We are legally required by HMRC to collect some personal information if you choose to gift aid your donation.
Dealing with complaints and appeals
If a complaint is raised with us, we will process any personal information provided to manage and resolve the complaint or appeal. This may include sharing relevant information with the food bank, third-party agency, or person that the complaint has been made about. Our legal basis for using personal information for this purpose is legitimate interest. If you make a complaint about an individual and this forms part of their personal data and the individual requests access to it, we will seek your consent before providing the personal information. We may still have to provide the personal data if you do not provide your consent.
Promoting our work
We may 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 specific consent for us to do so.
Campaigning for change
If you choose to take part in one of our campaigns for change and share personal information with us, we may use that information to support the campaign and make our voice heard. We may invite you to take part in future activities based upon your location and previous actions that you have taken. If you sign up to a campaign which involves targeting MPs, we may forward your email, including your contact information to an MP.
Our legal basis for using your personal information for this purpose is for our legitimate interests.
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. We may use a university or other academic institution or organisation to undertake an analysis of survey responses. Survey results are anonymised before being shared or published. Our legal basis for using your personal information for this purpose is for our legitimate interests, or where appropriate your consent.
Employee administration and development
We will process personal information of our employees to fulfil our contract with them and to meet our legal obligations as an employer. This includes payroll processing and the provision of training. We are required by law to share some financial information with the HMRC. We may also need to share some personal information with other organisations (for example solicitors or pension providers).
We may collect your information in a variety of ways. For example, data might be contained in application forms, CVs or résumés, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online assessments. The organisation may also collect personal data about you from third parties, such as recruitment services, references supplied by former employers, information from employment background check providers and information from criminal records checks when applicable to the role.
We need to process your data prior to entering into a contract with you, to meet our legal obligations, or for our legitimate interests. We will not use your data for any purpose other than recruitment. A full privacy statement for job applicants is included in the recruitment pack.
If you apply to be a volunteer with Bridport Food Bank, your personal information will be used to process your volunteering application, as well as giving you chance to share your feedback and tell us more about your experience of volunteering. Our legal basis for using your personal information in this way is our legitimate interest, and where appropriate your consent.
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 legal basis for this processing is to meet our legal obligations.
We will use your personal information including your bank account details to process expense claims. Our legal basis for using your information for this is for the performance of a contract.
We process relevant personal information about existing and potential trustee members for governance purposes. This might include checks to identify any criminal and other activity we need to be aware of to ensure that we select appropriate trustees. Our legal basis for this processing is to meet our legal obligations with the Charity Commission and Companies House.
Sharing personal information
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 personal information with third-party organisations who will process it on our behalf (for example our website administrator, or a printing supplier). We select these organisations carefully and put in place data processing agreements which require that they comply with data protection legislation.
We may also share your information with our bank to process a payment; our professional advisers (such as our legal advisers) where it is necessary to obtain their advice; and our IT service providers 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
We may need to transfer some personal data to the third parties described above who are located outside of the UK. In such cases, we will take appropriate measures to ensure your personal data remains protected. If the organisation is based outside of the UK and in a country that is not protected by an adequacy decision (providing an adequate level of data protection) we will take appropriate safeguards such as implementing standard contractual clauses.
If you have any questions or need more information regarding international transfers of your personal data, please contact us at firstname.lastname@example.org.
Cookies and aggregate information collected from our website
A notice is displayed to users visiting the website. The notice lets visitors know about the use of certain Site and Google cookies on our website, including Google Analytics. Learn about Google’s privacy practices and how Google uses data on partner sites.
You have the right to:
Ask us for a copy of your personal information. There are some exemptions, which mean you may not always receive all the information we process.
Tell us to change or correct your personal information if it is incomplete or inaccurate.
Ask us to restrict our processing of your personal data or to delete your personal data if there is no compelling reason for us to continue using or holding this information.
Receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, so that you can send it to another organisation.
Object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a negative and disproportionate impact on you.
For all requests please contact us at email@example.com. We will respond to any request within 28 days.
How long we keep your personal information
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.
A summary of our retention periods is available below.
People who need help from a food bank:
Your personal information is stored in a secure database for six years
People who donate food at a food bank:
Where you provide personal information alongside your food donation, your personal information is stored in a secure database for three years.
People signing up to a campaign:
Your personal information is stored in a secure database for up to two years.
Your personal information is stored in a secure database for seven years.
Volunteers (inc. people engaged in our participation projects):
If your application is unsuccessful, your information will be held for six months, if you stop volunteering it will be held for twelve months.
Survey and research participants:
Twelve months after survey is completed. Then results are anonymised.
Promoting our work through sharing stories and photographic imaging:
Three years after consent was obtained.
Representatives of referral agency partners:
Two years after the date of the last referral made.
Representatives of the food bank:
Twelve months after a person ceases to be connected to the food bank.
Six years if the complaint is upheld, three years if the complaint is not upheld.
Seven years after employment ceases.
Changes to this policy
This policy was last updated on 21st October 2022.
Making a complaint to the Information Commissioner’s Office
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 that is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is: 0303 123 1113.