Bfriends Privacy Notice

Charity number: 1196813
ICO Reg Number: C1543542

Registered Address
Bfriends Friends of Birmingham Childrens Trust
One Avenue Road
Birmingham
B6 4DU

Who are we?

Bfriends Friends of Birmingham Children’s Trust charity is an independent charity developed and designed by children in care and care leavers with city partners and Birmingham Children’s Trust. This Privacy Notice sets out how Bfriends Friends of Birmingham Children’s Trust Charity (“BFriends Charity”) uses and protects any information that you give BFriends.

BFriends Charity is committed to ensuring that your privacy is protected. We may change this privacy notice from time to time by updating this page.

We work closely in partnership with Birmingham Children’s Trust gaining a close understanding of the additional things that children known to the Trust need. We are committed to protecting the privacy of the young people that engage with us.

When you register with us, you are stating that you are over 18 years of age or are a minor acting with parental consent so please ensure you have consent of your parent or responsible guardian.

What personal data do we collect?

We collect personal information that you give us directly – for example when you:

Communicate with us
Make a donation
Raise funds through participating at an event or challenge
Sign up via our website to receive news and updates
Engage with our services
Share your stories to encourage support of BFriends Charity

We collect personal information that you give us indirectly from third parties– these include:

Fundraising websites
Event organisers
Third-party organisations with whom we partner to deliver our services.

We may also collect information through publicly available sources:

We may also access information about you that is available in the public domain from sources including Companies House, the electoral roll, press reports and social media (such as LinkedIn, Facebook) depending upon your settings or the privacy policies of these services.

Donors

We may collect the following information:

Name
Contact information including email address, postal address, telephone number
Communication preferences (such as how often and how you would like us to contact you)
Other information relevant to processing your donation (such as taxpayer status for the
purposes of claiming Gift Aid on your donation)
Emergency next of kin details (if you are taking part in an event or volunteering for us)
Other information relevant to processing your interaction with the Charity (such as a request for charity t-shirts, merchandise, collecting goblets)

Volunteers

Name
Contact information including email address, postal address, telephone number
Communication preferences (such as how often and how you would like us to contact you)
Emergency next of kin details (if you are taking part in an event or volunteering for us)
Other information relevant to processing your interaction with the Charity (such as a request for charity t-shirts, merchandise, collecting goblets)
DBS Clearance and other associated checks relevant to the volunteering opportunity

Employees

Name
Contact information including email address, postal address, telephone number
Communication preferences (such as how often and how you would like us to contact you)
Emergency next of kin details (if you are taking part in an event or volunteering for us)
Other information relevant to processing your interaction with the Charity (such as a request for charity t-shirts, merchandise, collecting goblets)
DBS Clearance and other associated checks relevant to the volunteering opportunity

Partner Organisations

During Bfriends charity work we will be required to share data with partner organisations, such as names and ages. This will be for logistical purposes such as funding and registration at events.

Photographs

From time to time, we post pictures of out activities, volunteers and events to help our campaigns and activity come to life.

We keep these images stored in a secure location and will only use them with the data subject’s consent.

Contact Form

The site is protected by an SSL certificate that encrypts communications between the browser and the server.

Email messages submitted via the form are received and stored in an email software that is password protected.

Newsletters

When registering to join the mailing list for the newsletter, you will be asked to provide your name and email address. The information provided will be used by BFriends, to send you a newsletter about our latest updates, news and relevant upcoming events. Occasionally we may also send you event invitations and seasonal messages.

The information will be collected via an embedded Mailjet form (a third-party) on our website. Please note that Mailjet is a third-party service that is not owned or managed by BFriends Charity. You should review Mailjet’s privacy policy for more information.

You can change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us directly at Bfriends@birminghamchildrenstrust.co.uk

Cookies

We use Google Analytics’ traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

We also use data from Google’s Interest-based advertising or 3rd-party audience data (such as age, gender, and interests) with Google Analytics.

If you do not want cookies to be stored on your PC it is possible to disable this function without affecting your navigation around the site although some of the functionality of our website may be affected.

Lawful Basis

Your personal information is processed and stored in accordance with the legal requirements set out in the following legislature:

Data Protection Act 2018
UK General Data Protection Regulation
Privacy and Electronic Communications Regulation
The charity will only process personal data:
Where you have consented to us processing your data
To fulfil a contract with you
Where we are legally obligated to process your data
Where we legal obligation to contact people unexpectedly or share their information with emergency services
Where we believe it is in your legitimate interest (reasonable purpose for processing) or in the legitimate interests of the charity to process your data

What is your personal data used for?

At Bfriends Charity we use your personal data in different ways to:

To provide you with the services, products or information you have requested
To process any donation(s) we may receive from you
To provide you with information about our work or our activities, including asking you to help us raise money or donate money to our charity, but always in accordance with how you have agreed to be contacted
To ensure we know how you prefer to be contacted
To invite you to participate in surveys or research
To publicise your story and experiences of Birmingham Children’s Trust to raise awareness of our work (express consent only). We keep you updated about when and where we use your story.
For administration purposes e.g. we may contact you about a donation you have made or event you have expressed an interest in or registered for
For internal record keeping, such as the management of feedback or complaints
To analyse and improve the services we offer
The use of IP addresses to block disruptive use, to record website traffic or to personalise the way our information is presented to you to identify your approximate location
Where it is required or authorised by law
To prevent fraud, misuse of services or money laundering and perform due diligence where required
Building profiles of supporters and targeting communications

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How long we will we keep your personal data?

BFriends charity keeps financial data from donations and fundraising events for 7 years to meet any legal requirements, tax/accounting obligations.

Documents are reviewed at the end of the minimum period. Prior to any decision to destroy them, documentation could be retained for longer with appropriate justification.

You have the right to ask us to delete personal information we hold about you in some circumstances. Please refer to the section on your rights.

Who will we share your personal information with?

Unless otherwise stated, your personal information will be kept secure within BFriends Charity using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

We may have to share your personal information (and special category data) with third parties in certain circumstances. Details are included below.

We will share your details with any individual who is authorised to act on your behalf
To comply with our legal obligations, we may need to disclose your details to regulators, government departments, law enforcement authorities including the Police, legal advisors, tax authorities, insurance companies, and any relevant dispute resolution body or the courts
If you make a donation to a tribute fund page, this data may be collected by a third party to process your donation on our behalf
We may share your details with our third-party payment processing providers who assist us in providing payment services for donations.
If you register an interest in volunteering for the hospital, we will share your personal details with the University Hospitals of Leicester NHS Trust so that they can contact you. We may keep your details for project monitoring purposes

We may use other third party companies to provide services on our behalf, including sending postal mail and emails, checking our supporter’s personal information is accurate and up to date, and processing credit card payments. We will only provide these companies with the information they need to deliver the service. We do comprehensive checks on these companies before we work with them, and we put a contract in place that sets out our expectations and requirements.

All personal and operational data for BFriends will be hosted on the Birmingham Children’s Trust network.

Is your personal information processed outside of the European Economic Community (EEC)?

We do not process your personal data outside of the EEC.

Marketing

At no time will your information be used or passed to others for marketing or sales purposes, or for any commercial use without your express consent.

What are your information rights?

Your Information Rights are set out in the law. Subject to some legal exceptions, you have the right to request for a copy of your personal data.

We will only use your personal information to contact you when you have given us permission to do so, either by signing up to our newsletter, or by ticking the box on our donation page asking to be kept informed of what the BFriends Charity is doing.

If you wish to make any changes, please contact us at Bfriends@birminghamchildrenstrust.co.uk .

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at Bfriends@birminghamchildrenstrust.co.uk . We will promptly correct any information found to be incorrect.