Privacy & Cookies

Doncaster Foodbank Privacy Policy
Doncaster Foodbank is a data controller registered with the UK Information
Commissioner’s Office registration number ZA428542.
Keeping your personal information safe is very important to us. We are committed to
complying with privacy and data protection laws and being transparent about how we
use personal data.
We have policies, procedures and training in place to help our people understand
their data protection responsibilities and follow the principles of data protection.
We have a nominated member of staff who serves as our Data Protection Lead. If
you have any questions regarding our Privacy Policy, please email
[email protected]
This privacy policy relates to personal information that Doncaster Foodbank collects
and uses. We are an independent charitable organisation which is part of the
Trussell Trust Foodbank Network. We share personal information about food bank
use with the Trussell Trust which is a separate data controller. The Trussell Trust
directly supports over 1200 food bank centres throughout the UK which together
represent the Foodbank Network. For more information about who we share your
personal data with please visit the “Sharing personal information” section below.
How we collect personal information
We may collect your personal information from you directly when:
● communicate with us for any reason, by post, telephone, text, email or via our
website
● make a donation
● visit a food bank or are referred to a food bank
● participate in a survey or research
● work or make an application to work or volunteer for us
● agree to help us promote our work
● interact with us as a supplier, contractor, consultant or in any other capacity.
We may also collect personal information about you from other organisations. For
example, from a referral agency like a doctor’s surgery, when you are referred to the
food bank.

Doncaster Foodbank Privacy Policy July 2024
The personal information that we collect
We only collect personal information that we genuinely need.
This may include:
● For people referred to the food bank:

– We will keep the data that is on your foodbank voucher(s) including
your name; address; and year of birth;
– information about your household, including the number of other
adults and children living with you;
– the reason you were referred. We will also keep a record of who
gave you the foodbank voucher;
– where you give permission any dietary requirements; and a phone
number so the food bank can contact you about any support
available.

● Financial information that you provide to us, for example, payment information
when making a donation
● Contact information you provide when donating food, joining our campaigns,
or signup to receive communications from us.
● For job and volunteer applicants:

– your bank account details, tax and residency status
– references from previous employers or educational institutions
– contact details for your family members and next of kin
– qualifications
– information concerning your health and medical conditions
– information about your race, ethnicity and sexual orientation
– details of criminal convictions.

Our legal basis for processing personal information
Our legal basis for processing personal information is usually for our legitimate
interests, or your consent, or for the performance of a contract or to meet our legal
obligations.
We may collect and use your personal data if it is necessary for our legitimate
interest and so long as its use is fair, balanced and does not unduly impact your
rights.
We will ask you to opt in to receiving marketing emails and text messages from us.
You can unsubscribe from this at any time.

Doncaster Foodbank Privacy Policy July 2024
Usually we will only process sensitive personal data if we have your explicit consent.
In extreme situations, we may share your personal details if we believe someone’s
life is at risk.
We may process personal information because it is necessary for the performance of
a contract to which you are a party (or to take steps at your request prior to entering
a contract), or because we are legally obliged to do so, for example to meet
employment or charity laws.

Why we collect personal information
We collect and use personal information about people who use food banks,
supporters, job applicants and volunteers for a number of reasons.
Assisting people that use food banks
We collect personal information from you directly if you have to use to use a food
bank, or via an organisation that refers you to a food bank. Our legal basis for using
this information is legitimate interest as we wish to respond to your need for help,
and ensure that we are providing help when and where it is most needed. We will
share this information with the Trussell Trust which works with us and other food
banks to support our network and uses anonymised statistical data to campaign at a
national level to challenge the structural issues that lock people into poverty.
The organisation that refers you may also ask you about your ethnicity. We use this
information to help us to better understand if we’re meeting the needs of different
groups in our communities. This is sensitive personal information and we need your
explicit consent to hold it. You can choose not to provide this information and it won’t
affect the help you receive in any way. If you provide this information, it cannot be
seen by others and once you collect your parcel this information is anonymised (so
that it can’t be linked to you).

Developing relationships with supporters
Our work is made possible because of the generosity of our supporters. We need a
good understanding of our supporters so that we can communicate with them
effectively and appropriately. We will only send you marketing communications via
email or text where you have opted in to receiving them. You can unsubscribe from
receiving these communications at any time by contacting
[email protected].
Processing donations
If you kindly make a donation to us (of food or money), we will use your personal
information to collect your donation and maintain a record of our supporters. Our
legal basis for using your personal information for this purpose is to fulfil our

Doncaster Foodbank Privacy Policy July 2024
legitimate interest and fundraising objective. We are legally required by HMRC to
collect some personal information if you choose to gift aid your financial donation.
Dealing with complaints and appeals
If a complaint is raised with us, we will process the personal information that is
provided to us to manage and resolve the complaint or appeal. This may include
sharing relevant information with the Trussell Trust or person that the complaint has
been made about. Our legal basis for using personal information for this purpose is
legitimate interest.
If you make a complaint about an individual and this forms part of their personal data
and the individual requests access to it, we will seek to remove personal information
identifying you first. In some situations, we may be obliged to provide your personal
data. We will seek your consent before providing the information but may be required
to provide this even if you do not consent.
Promoting our work
We will use personal information that you share with us if you agree to help us
promote our work. This might include photographs and videos. For example, we may
use your information in case studies and stories that we publish or share with the
media. We will only use your information for this purpose if you have given your
consent for us to do so.
Carrying out surveys and research
If you choose to take part in one of our surveys, we will use the personal information
that you provide to process the results of the survey and undertake analysis. We
may use a university, work with The Trussell Trust and third-party research
organisations to undertake analysis of survey responses. Survey results are
anonymised before being shared or published.
Employee and volunteer administration and development
We will process personal information of employees to fulfil our contract with them,
and to meet our legal obligations as an employer. This includes payroll processing
and the provision of training. We are required by law to share some financial
information with the HMRC. We may also need to share some personal information
with other organisations, for example solicitors, pension providers. Where you
volunteer with us, we collect personal information to support the administration of
your volunteering activity. Our lawful for processing volunteers’ personal information
is our legitimate interest or to meet our legal obligations.
We share personal information about our employees and volunteers with the Trussell
Trust to support the work of the Foodbank Network. The Trussell Trust uses
statistical and aggregate information about volunteers in the Foodbank Network to
help develop and improve people’s experiences of volunteering, for equalities

Doncaster Foodbank Privacy Policy July 2024
monitoring purposes, and to evidence the impact of volunteering across the
Foodbank Network.
Recruitment
If you provide us with information about yourself, such as a resume or curriculum
vitae, in connection with a job or volunteer application or enquiry, we may use this
information to process your enquiry. We will not store this information for any
purpose other than that relating to your application. Our legal basis for using your
information in this way is for our legitimate interest.
Undertaking safeguarding activities including DBS checks
When necessary, we process relevant personal information about employees and
volunteers for safeguarding purposes. This might include undertaking DBS and other
checks to identify any criminal and other activity we need to be aware of. It may be
necessary to share some personal information with relevant authorities such as the
police. Our legal basis for this processing is to meet our legal obligations and where
appropriate your consent.
Processing expenses
We will use your personal information including your bank account details to process
expense claims. Our legal basis for using your information for this is for the
performance of a contract.
Governance
We process relevant personal information about existing and potential trustee
members for governance purposes. This might include undertaking DBS and other
checks to identify any criminal and other activity we need to be aware of to ensure
that we select appropriate trustees. Our legal basis for this processing is to meet our
legal obligations with the Charity Commission and Companies House.

Sharing personal information
We will only share your personal information where we need to, where someone’s
life is at risk or we are required to do so by law.
We may share your personal information with the Trussell Trust which is a separate
data controller. The Trussell Trust directly supports over 1200 food bank centres
throughout the UK which together represent the Foodbank Network. Where we share
your personal information with Trussell Trust we will inform you as outlined in the
section “Why we collect personal information” above. We have a data sharing
agreement in place with Trussell Trust which sets out what information is shared,
why and how we share the data.

Doncaster Foodbank Privacy Policy July 2024
We may share your personal information with third party organisations who will
process it on our behalf, for example a mailing house, our website administrator or
printers. We have data processing agreements or clauses in place with any data
processors that we may use.
We may also share your information with our bank to process a payment; our
professional advisers (such as our legal advisers) where it is necessary to obtain
their advice; and our IT support and data storage providers.
Where required, we will process personal information to comply with our legal
obligations. In this respect we may share your personal data to comply with subject
access requests; tax legislation; for the prevention and detection of crime; and to
assist the police and other competent authorities with investigations including
criminal and safeguarding investigations.
In some situations, the organisation may transfer some or all its assets as part of a
merger or acquisition. If another organisation acquires the food bank, they will hold
substantially all the same information and will assume the rights and obligations with
respect to the personal information as described in this privacy policy.

International transfers of data
We may need to transfer some personal data to the third parties described above
who are located outside of the UK. In such cases, we will take appropriate measures
to ensure your personal data remains protected. If the organisation is based outside
of the UK and in a country that is not protected by an adequacy decision (providing
an adequate level of data protection) we will take appropriate safeguards, such as
implementing International Data Transfer Agreements as part of our contracts with
our processors.
If you have any questions or need more information regarding international transfers
of your personal data, please contact us at [email protected].

Cookies and aggregate information collected from our website
We use cookies and other tracking technologies to store information about how you
use our sites. A cookie is a piece of data stored on a user’s computer to remember
information about you and create a profile of your viewing preferences. Your profile
is used to tailor your visit to our website, make navigation easier, and direct you to
information that best corresponds to your interests. We require your consent to place
non-essential cookies on your device. You can change your cookie preferences by
selecting the button in the bottom left corner from any page on our website.
This site uses Google Analytics who act as a processor to collect aggregate
information from users. This information includes browser type, referring/exit pages,
platform type, date/time of visit, number of clicks, error pages, and number of unique

Doncaster Foodbank Privacy Policy July 2024
visits. This information is not linked to personally identifiable information provided by
users. We use it to analyse visitor trends and use of our website, administer the
website and to gather broad demographic information of our website users. For
additional information about Google’s privacy practices, please see Google’s privacy
policy.
Your rights
If you no longer wish to receive communications from us, please contact
[email protected].
You can also unsubscribe at any time to emails that we may send to you about our
work which we think will be of interest to you.
You also have the right to:
● Ask us for copies of your personal information.
● Tell us to change or correct your personal information if it is incomplete or
inaccurate.
● Ask us to restrict our processing of your personal data or to delete your
personal data if there is no compelling reason for us to continue using or
holding this information.
● Receive from us the personal information we hold about you which you have
provided to us, in a reasonable format specified by you, so that you can send
it to another organisation.
● Object, on grounds relating to your specific situation, to any of our processing
activities where you feel this has a disproportionate impact on you.

For all requests please contact us at [email protected]. We will
respond to any request within 30 days.
Please note that we may be entitled to refuse requests where exceptions apply, for
example, if we have reason to believe that the personal data we hold is accurate or
we can show our processing is necessary for a lawful purpose set out in this Privacy
Policy.

How long we keep your personal information
We will hold your personal information only for as long as is necessary. We will not
retain your personal information if it is no longer required. In some circumstances,
we may legally be required to retain your personal information, for example for
finance, employment or audit purposes. We have in place a personal data retention
schedule which sets out how long we keep your personal information for. Please

Doncaster Foodbank Privacy Policy July 2024
contact [email protected] if you wish to see our personal data
retention schedule.

Changes to this policy
This Privacy Policy was last updated on 20 July 2024 and may change from time to
time. We recommend that you please visit this webpage periodically to keep up to
date with the changes in our Privacy Policy.

Making a complaint to the Information Commissioner’s Office
If you are not satisfied with our response to any query you raise with us, or you
believe we are processing your personal data in a way which is inconsistent with the
law, you can complain to the Information Commissioner’s Office whose helpline
number is: 0303 123 1113.