Privacy Policy
- How We Collect Information
We may collect information directly from you when you:
- Make a donation.
- Register for an event or activity.
- Volunteer with us.
- Apply for employment.
- Contact us by telephone, email, post or through our website.
- Request information about our services or activities.
- Engage with us through social media.
We may also receive information from third parties where lawful and appropriate, including fundraising platforms, event organisers, referral agencies, corporate partners and publicly available sources.
- What Information We Collect
We may collect and process the following types of personal information:
- Name, postal address, email address and telephone number.
- Date of birth where relevant to participation in events or activities.
- Donation and Gift Aid information.
- Event registration information.
- Communication and marketing preferences.
- Records of correspondence with us.
- Information about your use of our website, including IP address, browser type and cookie data.
- Information provided by third parties where lawful and appropriate.
Supporters, Donors and Fundraisers
The information we collect may include:
- Name, address, telephone number and email address.
- Donation history and Gift Aid declarations.
- Event participation details.
- Communication preferences.
- Records of correspondence and engagement with KidsOut.
We use this information to process donations, administer events, communicate with supporters, claim Gift Aid, fulfil our charitable objectives and develop our fundraising activities.
Clients and Service Users
To deliver our charitable activities, we may collect and process personal information about children, young people and families who benefit from our services.
We will only collect and use information where necessary, lawful and proportionate to provide support, administer programmes, safeguard children and young people, or meet legal and regulatory obligations.
As a children’s charity, we take particular care to protect the privacy and welfare of children and young people. Personal information, including names and addresses of children in refuge accommodation, will be handled securely and in accordance with the UK GDPR, Data Protection Act 2018, safeguarding legislation and KidsOut policies.
Where consent is required, we will obtain it from a parent, guardian or other authorised individual, as appropriate.
Volunteers, Employees and Applicants
If you apply for a paid or voluntary role with KidsOut, we may collect information relevant to recruitment, safeguarding, employment and volunteer management.
This may include:
- Employment and education history.
- References.
- Disclosure and Barring Service (DBS) information where required.
- Equality, diversity and inclusion monitoring information where voluntarily provided.
Information collected during recruitment will only be used for recruitment, safeguarding and employment purposes and will be retained in accordance with our retention policies.
- Safeguarding and Confidentiality
The safety and wellbeing of children, young people and vulnerable adults is of paramount importance to KidsOut.
We will treat personal information shared with us confidentially and will only access, use or share information where it is necessary for the delivery of our services, administration of our programmes, compliance with legal obligations or the protection of individuals.
There may be circumstances where we need to share personal information without consent if we believe that a child, young person or vulnerable adult is at risk of harm, or where we are required to do so by law. This may include sharing information with statutory agencies, safeguarding partners, law enforcement bodies or other organisations involved in protecting the welfare of individuals.
Any decision to share information for safeguarding purposes will be made carefully, proportionately and in accordance with applicable legislation, statutory guidance and KidsOut’s safeguarding policies and procedures.
We recognise the particular sensitivities associated with supporting children and families affected by domestic abuse and will take all reasonable steps to ensure that personal information is handled securely and only disclosed where necessary and lawful to do so.
Special Category Data
In limited circumstances, we may collect special category personal data where necessary. This may include information relating to health, disability or accessibility requirements to enable participation in our events or activities.
We will only process this information where we have a lawful basis under Article 6 of UK GDPR and an additional condition under Article 9 of UK GDPR. Where required, we will seek your explicit consent before processing such information.
- How We Use Your Information
We may use your personal information to:
- Process donations and claim Gift Aid.
- Administer fundraising events and activities.
- Manage volunteer and supporter relationships.
- Deliver services, programmes and support to beneficiaries.
- Communicate with you about our work, campaigns and fundraising activities.
- Respond to enquiries and requests.
- Improve our services, website and communications.
- Comply with legal and regulatory obligations.
- Prevent fraud and protect the charity’s assets and reputation.
- Meet safeguarding responsibilities and protect vulnerable children and adults where required.
- Assess and manage safeguarding concerns and protect children, young people and vulnerable adults from harm.
- Lawful Basis for Processing
Under Article 6 of UK GDPR, we rely on one or more of the following lawful bases:
- Consent.
- Contract.
- Legal obligation.
- Legitimate interests.
- Vital interests where applicable.
Where we rely on legitimate interests, we carefully balance our interests against your rights and freedoms and ensure that our processing is fair, proportionate and would reasonably be expected by those whose information we hold.
- Marketing Communications
KidsOut complies with the Privacy and Electronic Communications Regulations (PECR) and the UK GDPR when sending marketing communications by email or SMS.
Email and SMS Marketing
We will only send direct marketing communications by email or SMS where we have obtained the required consent under PECR or where a lawful exception applies, such as the soft opt-in where applicable conditions are met.
Where consent is relied upon, individuals can withdraw their consent or update their preferences at any time by using the unsubscribe option provided in our communications or by contacting KidsOut directly.
Post and Telephone Marketing
We may contact you by post or telephone where we believe this is within our legitimate interests and where you have not asked us not to do so.
Sharing Information
We will never sell your personal information.
We may share personal information with trusted service providers who process data on our behalf, including payment processors, fundraising platforms, IT providers, professional advisers, auditors and other suppliers who support our operations.
We may also share information where required by law, regulation, safeguarding responsibilities, court orders, statutory guidance, or for the prevention and detection of crime.
All organisations processing personal information on our behalf are required to protect your information and process it only in accordance with our instructions and applicable data protection legislation.
- Keeping Information Secure
We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. This includes a internal password manager system.
Access to personal information is restricted to employees, volunteers and contractors who require access for legitimate business purposes.
All staff and volunteers are expected to maintain confidentiality and receive appropriate training regarding their data protection responsibilities.
- Data Breaches
KidsOut has procedures in place to identify, investigate and respond to personal data breaches.
Staff should report all actual or suspected incidents internally immediately. KidsOut can then assesses whether the incident is a personal data breach and whether it meets the reporting threshold.
Where required by law, we will notify affected individuals and the Information Commissioner’s Office (ICO) of any reportable personal data breach.
- Photography, Video and Case Studies
From time to time, KidsOut may use photographs, video footage, testimonials or case studies to demonstrate the impact of our work.
Where identifiable individuals are featured, appropriate consent will be obtained before publication unless another lawful basis applies.
Consent may be withdrawn at any time by contacting KidsOut.
- Retention of Information
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, regulatory, safeguarding and operational requirements.
Retention periods are reviewed regularly to ensure information is not held longer than necessary.
- Your Rights
Under UK GDPR, you have the right to:
- Access your personal data.
- Request correction of inaccurate information.
- Request deletion of your personal data in certain circumstances.
- Restrict processing.
- Object to processing.
- Request transfer of your data where applicable.
- Withdraw consent at any time where consent is the basis for processing.
- Lodge a complaint with the Information Commissioner’s Office (ICO).
To exercise any of these rights, please contact us using this email: [email protected].
We will normally respond to requests within one month. Requests are generally free of charge, although we reserve the right to charge a reasonable fee or refuse a request where it is manifestly unfounded or excessive, as permitted by UK GDPR.
- Complaints
If you are unhappy with how we have handled your personal information, please contact us in the first instance so that we can try to resolve your concerns using this email: [email protected].
You also have the right to lodge a complaint with the Information Commissioner’s Office, the UK’s independent authority for data protection matters.
- Contacting us
If you have any questions about this Privacy Notice, the practices of our website, or your dealings with the site, please contact us at: [email protected] or Unit 1, Vimy Court, Vimy Road, Leighton Buzzard, LU7 1FG.
[1] This policy applies to all KidsOut operations and entities.
