Our Privacy Principles
We undertake to look after any personal information that you share with us; this is fundamental to the values of the Trust.
We want everyone who seeks our support to feel confident about how any personal information that they share with us will be used and safeguarded.
You can be confident that:
- We only use personal information in the ways that we need to and that are expected of us in the course of our work.
- We will make it easy for you to tell us how you want us to communicate with you.
- We will never release your information to other organisations for their marketing purposes.
- We will be especially careful and sensitive when engaging with vulnerable people or those we have reason to believe might be vulnerable.
- We take all reasonable care to safeguard your personal information through security policies and secure business processes.
- We will always provide easy ways for you to contact us.
- The Secretary is always happy to answer any questions that you may have and can be contacted as set out in section 10 below.
OurPrivacy Policy
We know that your privacy is very important to you and you can be sure that it is every bit as important to us.
1. How we collect personal information about you
We may collect personal information from you when you interact with the Trust. There are a number of occasions when this could happen; for example, if you enquire about our activities, ask us to help with your needs, if you choose to provide some optional feedback or otherwise provide us with personal information. This could be when you use our website or when you contact us by telephone, email, through the post or in person.
2. The information that we collect
The personal information that we collect might include your contact details, such as your name, residential address, email address and telephone number(s) or your date of birth, as well as the information that you provide in applications for assistance or in any correspondence between us.
When you apply to us for help we may also gather, with your prior consent, relevant personal information about other members of your family, such as your partner or children. We may, if necessary, also collect information about your health to assist us in the processing of your application.
3. Cookies
‘Cookie‘ is a name for a small file, usually of letters and numbers, which is downloaded on to the user’s device, such as a computer, mobile phone or tablet when they visit a website. They allow websites to recognise devices and, therefore, also users so that the site can work, or work better, in gathering information on how visitors use the site, as well as in assisting in the performance of other tasks.
The Trust’s website is, however, designed to be very simple and informative and only uses one cookie as the site operates effectively without the need to make further use of them. The cookie in use is, however, strictly necessary and merely stores the user’s cookie consent data; it expires after one year. If the user does not accept the cookie, the site may not operate correctly.
The website has also been confirmed as ‘compliant’ with EU regulations on online tracking.
4. How we use your personal information
We may use your personal information to:
- Provide you with the advice and support that you have asked us for.
- Provide or administer activities relating to our services; for example, in bringing important administrative matters to your attention, helping us to identify you when you contact us and assisting us to properly maintain our records.
- Approach another charity, such as Leciester Charity Link, for assistance on your behalf if you have applied to us for help. We may need to disclose your information to the charity but will only do so if you give us your consent by completing the Personal Data Consent Form.
- Improve your experience with us by using your information to enhance the service that we provide in satisfying your needs and to improve our information and communication.
- Provide you with information about our plans if so instructed or where we believe that you will expect to be updated and contacted by us. You can of course ask us at any time to change how we contact you, simply contact us in any of the ways set out in section 10 below.
- To satisfy the need to disclose your information if required to do so by law; for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority.
A special note about any Sensitive Information that we hold
If you contact the Trust by telephone, email, post or in other more general communications with us, such as general emails, you may choose to provide details of a sensitive nature.
We only use such information for the purposes of dealing with your application or enquiry, or for the purposes of training, quality monitoring or evaluating the services that we provide.
We will not pass on your details to anyone else without your express permission, except in exceptional circumstances such as the reporting of need to safeguard a child or vulnerable adult.
If you provide us with any Sensitive Personal Data by telephone, email, post or by other means, we will treat that information with extra care and always in accordance with this Privacy Policy.
Your personal information and details of the enquiries received are stored on a secure database or in paper files for no longer than is necessary for the purposes of its use.
We carry out periodic deletion of data whose retention period has expired and/or when the need to continue holding such data is no longer necessary.
5. Your choices
Please be assured that respect lies at the heart of everything that the Trust does and that we respect any information that you share with us.
You can change your mind and remove or add your consent at any time by simply contacting us in any of the ways set out in section 10 below.
6. Who sees your personal information?
The personal information that we collect about you will be used by the Trust to help us to help you and also by Leciester Charity Link which works with us or on our behalf to deliver our services to individuals.
Your personal information may also be divulged to legal and regulatory authorities if so required by law.
We will never sell or share your personal information with organisations so that they can contact you for any marketing or other purposes and neither do we sell any information about your web browsing activity.
7. Your Information Security
We take the security of your personal information extremely seriously.
We have implemented appropriate physical, technical and organisational measures to protect the personal information that we have under our control, both online and offline, from improper access, use, alteration, destruction and loss.
We only keep information for as long as is reasonable and necessary to process applications, review services provided and satisfy audit requirements.
Here are some of the ways in which we protect your personal information:
If you provide personal information to us online that information is encrypted for protection on transmission to us. Encryption is the process through which sensitive information is scrambled before it is transmitted so that it remains private even if it is intercepted. Unless your internet browser supports this, however, you will not be able to take advantage of this level of security
Your personal information is kept securely in our database and office, or, where relevant, by our partner, Leciester Charity Link.
Our website contains links to the site of the charity which we believe shares our high standards and respect for privacy; we are not, however, responsible for the content or the privacy practices employed by its site.
8. How to update or access your personal information
You may ask us at any time, using any of the ways set out in section 10 below, to update your details and correct or remove information that you think is inaccurate or out of date.
You also have a right to know what personal information the Trust holds about you. To request a copy of the personal information that we hold about you, please also contact us in one of the ways set out in section 10 below.
9. Changes to our Privacy Policy
Our Privacy Policy is reviewed regularly to ensure that it reflects how we use your information. Any changes will be notified to you by the updating of the Policy. It is recommended, therefore, that you visit our website from time to time to refer to the Privacy Policy to see if any changes have been made that are important to you. When appropriate, changes will be notified to you by email.
This Privacy Policy was last updated on 20/05/2019
10. What we are
The Trust is a grant making charity and is fully committed to the relief of poverty whilst protecting your personal information. You can be assured that you have full control over the information that we hold about you and the types of information that you would like to receive from us.
For further information about our privacy practices, please contact us in any of the following ways:
- by writing to T S Shipman Charitable Trust, 6 Magnolia Close, Leicester, LE2 8PS
- by calling 0116 283 5345
- by emailing info@tsstrust.org.uk