Edible York Privacy and Data Protection
At Edible York we only collect such personal information as is needed for our work to be effective. This enables us to keep all interested parties up to date about our events and achievements. As a charity, Edible York must also demonstrate that it can be trusted with money given and we keep data about donations in line with legal requirements.
Edible York does not pass on personal information to other people or organisations except in specific cases such as for Gift Aid refunds. As with other charities, exceptional circumstances may require relevant authorities to examine Edible York's records.
To receive information direct from Edible York an individual opts in to receive it. The individual can withdraw their consent at any time, and communication will cease.
Edible York makes every effort to keep personal information secure.
The Trustees meet regularly, and undertake to review the policy and procedures about privacy annually.
The fuller Privacy Notice follows below
Edible York has drafted this policy to clarify our position on data we hold, and make clear that we respect your data. Any personal data we hold is protected, never shared or sold unnecessarily, and we uphold the principle that personal data belongs to the individual concerned.
Edible York is a registered charity with a committee of trustees. One trustee is appointed to be the Data Controller, and will lead on data protection and privacy issues.
Edible York is run by a committee of trustees, all of whom are also members of Edible York. As well as having members, some individuals and organisations support Edible York without being members, such as involvement in garden maintenance or organising events.
Edible York as a charity, holds collects personal information from members, donors and other interested parties in order for our work to be effective.
1. Reasons for keeping data:
- To fulfil legal and constitutional requirements for running a charity.
- To keep all who support Edible York informed and up to date, through newsletters and invitations to events such as seed swaps.
- To ensure sound financial practice regarding donations to Edible York.
2. Types of data kept:
- Names, addresses and contact details of members,
- names and email addresses of people who want to Stay in Touch,
- amounts and dates of donations, plus donor names and addresses,
- email addresses and contact telephone numbers of volunteers,
- dates of birth and NI numbers of trustees.
3. Storage of information
Edible York trustees take on specific officer roles – treasurer, secretary etc. There are procedures allocated to each role and data protection is included there. As Edible York does not have a dedicated office and equipment trustees use their own homes, IT equipment and phones.
Data is stored securely online or in password protected files, and paper documents are stored securely by the officer concerned. Officers are informed about how to minimise the risk of loss of hardware such as laptops and data sticks.
The information that Edible York stores is not believed to fall in to the category of ‘sensitive’.
Anyone providing data to Edible York has the contact details to use if they want to either check what is held about them or to alter or withdraw data retained.
Edible York does not pass information on to other people or bodies unless it is a legal requirement to do so.
4. Consent to receiving communications from Edible York
For individuals to receive a newsletter, updates and invitations to events they must consent to receive them. Normally communication would be by email.
Consent can be withdrawn at any time by emailing Edible York or writing to the official address.
Members cannot opt out of receiving notices of General Meetings. (Due to charity regulations).
5. Security of data
The personal information that Edible York stores is kept in password-protected computer files and stored securely when in paper format. Edible York never passes such information on to third parties for publicity or fundraising purposes. Anyone can ask to stop hearing from Edible York (except for members’ notices about general meetings etc), and may ask for data to be deleted (apart from that legally required).
6. Accuracy of data
Edible York makes every effort to store information exactly as given by the individual, and to keep it updated in a timely manner. Anyone whose data is stored by Edible York may ask to be told what information is held by them. Edible York will carry this out within one month.
7. Removal of data
Some data cannot be deleted because it must be kept for legal reasons. Apart from this, anyone who has provided data may ask for it to be removed. Edible York will carry this out within one month. This upholds the ‘right to be forgotten’.
Where consent has been given to receive newsletters and invitations Edible York assumes this to last indefinitely unless told otherwise.
8. Data breaches
Edible York takes the safeguarding of data very seriously, and acts to protect data from loss whether by accident or criminal activity. If a breach occurs, where data is accessed or could be accessed by a party not allowed access, The Data Controller, on behalf of Edible York, will report the incident as required by the General Data Protection Regulations, within 72 hours. The breach will also be reported to the Charity Commission if it may be classed as a significant incident.