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Our commitment to handling your information  

This statement explains how City of Sanctuary Sheffield (โ€œweโ€) may obtain your information and how we will treat this information.  

We have a legal duty under the General Data Protection Regulation to safeguard your personal data. We must also ensure that the data we hold is correct, useful and not held for longer than is necessary for the purposes for which it is being collected. Your personal data is any information that relates to you, and includes information like your name, address as well as any other information that could identify you, for example an internet address. 

When and how do we collect your information? 

When asking for your information, for example on our website, we will always explain why we would like to contact you, for example communications related to a campaign or fundraising event. You will also be able to choose whether you wish to be contacted and how you wish to be contacted, for example by email or telephone. You can contact us directly at any time to ask us not to contact you in the future.  

You have the right to ask for a copy of the personal data we hold about you or in certain circumstances to ask us to erase your data. To obtain a copy you can either ask us verbally or in writing and we will respond within one month. 

What information do we collect? 

Normally the only information we hold comes directly from you. Whenever we collect information from you, we will make it clear which information is required in order to provide you with the information or service you need. 

The information we collect includes (but is not limited to): 

  • Title
  • Name 
  • Address 
  • Email address 
  • Phone number 
  • Credit card information, when making a donation 
  • Bank account details, when setting up a direct debit 
  • Contact consents i.e. whether youโ€™ve said youโ€™d like to hear from us by email 
  • Taxpayer status, for collecting Gift Aid 
  • Date of birth, age, gender etc (where necessary for providing support and for monitoring purposes) 

The information we collect depends on how you are engaging with us. For example, if you are making a donation and want to include Gift Aid, we need to collect your title and full postal address in order to provide that information to HMRC to process your Gift Aid. If you are being supported by one of our services, we may need to collect your date of birth and other personal information. 

In general, we collect information from you when you: 

  • make a donation to support our work 
  • visit our website  
  • sign up to receive our emails 
  • apply for a staff or volunteer opportunity with us 
  • register to attend an event, training session or workshop with us 
  • access our services via telephone or visit us in person 

How do we protect your information? 

We store your information securely and restrict access as appropriate. 

Where might we share your data? 

We share personal data with third parties who process our data for the purposes of providing services to you, such as email providers, digital file storage providers and those processing credit card payments. We also share data with our partner organisations when working in collaboration to provide support to our service users. We may also need to share data to comply with legal or statutory requirements. 

Sharing your data overseas 

Data we collect from you may be transferred or stored both within or outside the European Economic Area (EEA), if we use a service provider abroad. We will only transfer data outside the EEA where we are confident that all reasonable steps have been taken to ensure that data is transferred and stored securely and in accordance with our privacy policy. 

How long will we store your information? 

The length of time we hold your personal information for varies depending on the type of information and its use. We may also retain data in accordance with statutory requirements. Your data will only be held as long as is necessary for the purpose it was collected. The actual retention periods for different types of personal information we hold can be found in our data retention policy. If you have questions about the policy, please email us: [email protected]. Once it is no longer necessary to store your information, we will delete or destroy it. 

The lawful basis for processing your personal information 

Under data protection regulations, CoSS must have a legal justification for collecting and using your information โ€“ this is known as the lawful basis for processing personal data. In almost all cases, our lawful basis for processing your personal information will fall under one of the following: 

  1. You have provided consent for us to contact you, for example when signing up to our mailing list or accessing support.  
  2. We have a legal obligation to process your personal information, for example because you have made a gift aid declaration when donating to us that we need to process. 
  3. When it falls under our legitimate interests to contact you, which include: 
  • Charity governance, for example statutory and financial reporting and regulatory compliance 
  • Administration and management, for example responding to your enquiry, providing information, and employment and recruitment requirements 
  • Fundraising and campaigning, for example processing your donation and thanking you for it. 

What are cookies and why do we use them? 

Cookies are used by website owners to make their services work and provide information about how people are using their site. We use Google Analytics to improve your experience of our website. Google Analytics relies on cookies, so this is why we ask for your consent to use your cookies when you visit our website.  

We may collect IP addresses to better understand where our traffic is coming from, and to improve your experience of our website, however we do not use individual IP addresses for any other reasons or link it to other information about you. 

Queries or complaints 

If you have any questions or comments or feel the way in which we handle your information could be improved, please let us know by contacting [email protected] 

The Information Commissionerโ€™s Office regulates the protection of personal data in the UK. You can also contact them about your complaint.  

Amendments to this privacy policy 

We may update this privacy policy from time to time without notice. Please check back for updates.