BIG FUTURES FOUNDATION PRIVACY POLICY
(Updated May 2024)
This privacy policy sets out how Big Futures Foundation uses and protects any information or data that you give or consent to give Big Futures Foundation either via this website, by phone, by post, in person or via a third-party organisation that works with Big Futures Foundation to deliver our programmes.
Big Futures Foundation is committed to ensuring that your privacy is protected. Should we ask you to provide certain information or data that can identify you or your child when using this website, by phone, by post, in person or via a third-party organisation you can be assured it will only be used in accordance with this privacy policy.
Big Futures Foundation may change this policy occasionally by updating this page. You should check this page from time to time to ensure you are happy with any changes. This policy is effective from August 2018 and is updated every three years or when required.
You are welcome to change the way you receive information from us or make any other requests concerning your personal information at any time by contacting us in writing at:
Email: info@bigfuturesfoundation.org.uk
Post: 19 Chestnut Avenue, York, YO31 1BR
What we collect:
We may collect the following information:
- Name
- Job title (where relevant, e.g. for trustees)
- Contact information including email address, postal address and phone number
- Demographic information such as postcode, preferences and interests
- Records of volunteer hours you’ve given
- Records of events you’ve attended
- Records of donations you have made to Big Futures Foundation
- Records or data from third party organisations who work with us to deliver our programmes and you have consented for us to request and collect information from and for them to share that information with Big Futures Foundation.
If you are a volunteer at Big Futures Foundation we will also need to collect the following information from you:
- Emergency contact details
- Health details
- Criminal records
We need to collect this data to ensure your safety while participating in sessions run by Big Futures Foundation, and also for the safety of others around you.
We may also need to collect the following information in order to report back to funders regarding the demographics of programme participants:
- Date of birth
- Gender
Why we collect your personal data
We require this information for the following reasons:
- To inform you about our latest news, events and activities including fundraising appeals via our email updates, newsletters and website
- To inform you about volunteering opportunities
- If you are attending an event or volunteer session we may need to contact you regarding any changes or cancellation of the event (i.e. change of location, time etc.)
- To obtain feedback from you as a participant of Big Futures Foundation programmes
- To fulfil grant funders requirement to collect diversity and equality information
- To fulfil grant funders requirements for Big Futures Foundation to show how effective our programmes are for participants.
We will only contact you according to your contact preferences, and will only use your data for the purposes it was collected for.
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Administration purposes such as internal record keeping. This is to enable Big Futures Foundation to fulfil obligations to report back to funders regarding the number of people engaged with the project, participant demographics including the geographical areas participants come from and the benefits of our programmes to the participants.
- We may use the information to improve our programmes and services.
- For programme participants any information or data you consent to give may be included in published documents or shared with grant funders but all information and data will be anonymised. This will protect your and your child’s confidentiality and identity.
From time to time, we may also use your information to contact you for market research purposes. We will only contact you according to your contact preferences.
Controlling your personal information
Under the General Data Protection Regulation (GDPR) that came into effect on 25th May 2018, we must have your consent to contact you, collect, store and use your personal information.
Previous contacts (prior to 25th May 2018):
An email was sent out in April 2018 to ask current contacts (trustees, email list contacts, volunteers, event attendees) to give their consent regarding contact preferences through an opt-in form which is available to complete online or in paper format.
New contacts:
From May 25th 2018, all new contacts (trustees, email list contacts, volunteers, event attendees, programme participants) will be asked to give their consent regarding contact preferences and data sharing through an opt-in form as part of their initial registration, either online through the website or via a paper form.
This ‘opt-in’ consent will let you decide when and by which communication channels we contact you and for programme participants what data we can request from other organisations working with Big Futures Foundation to deliver our programmes and what data they can share with Big Futures Foundation.
You can change your contact preferences, ask to see your personal data that we hold or withdraw your consent at any time by contacting us in writing at:
Email: info@bigfuturesfoundation.org.uk
Post: 19 Chestnut Avenue, York, YO31 1BR
Security
We are committed to ensuring 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.
All personal information and data is stored securely on a password protected cloud service, and on password protected CRM software. The date consent was given, how consent was given (i.e. via email, on application form etc) and which member of staff processed the consent will be recorded.
Where consent is not given to store any personal information or data, all records will be deleted/destroyed. This includes all paper records (e.g. enrolment, consent and feedback forms and any data collected from third party organisations working with Big Futures Foundation to deliver our programmes) and electronic records (e.g. excel spreadsheet, CRM database and any email history).
Where consent is not given to store a certain type of personal information (i.e. email address or phone number) or data, all records containing this information or data will be deleted/destroyed. This includes all paper records (e.g. enrolment, consent and feedback forms and any data collected from third party organisations working with Big Futures Foundation to deliver our programmes) and electronic records (e.g. excel spreadsheet, CRM database and any email history).
For programme participants consent will be renewed at least every 3 years from the date of initial consent. For all other categories of contact consent will be renewed at least every two years from the date of initial consent.
For programme participants personal information and data will be stored for two years from the date of initial consent or while the date is still being used for the purpose it was collected. In cases where funders require us to keep project participant details for a longer length of time, consent to do so will be gained from participants. For all other contacts data will be kept for one year from the end of your last volunteer session, donation, or event attended.
For programme participants any information or data you consent to give may be included in published documents or shared with grant funders but all information and data will be anonymised. This will protect your and your child’s confidentiality and identity.
We will not sell, distribute or lease your personal information to third parties unless we have your permission, are required to send it to relevant funders, or are required by law to do so.
You may request details of personal information and data which we hold about you or your child under the GDPR. A small fee may be payable. If you would like a copy of the information held on you please write to Big Futures Foundation, 19 Chestnut Avenue, York, YO31 1BR, United Kingdom.
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 the above address. We will promptly correct any information found to be incorrect.
If you would like Big Futures Foundation to remove and destroy all information and data we hold on you or your child please write to us at the above address to let us know.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual.
The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of our website.
Links to other websites
Our website may contain links to enable you to easily visit other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Under GDPR you have the following rights in relation to the processing of your personal data:
- to be informed about how we process your personal data. This notice fulfils this obligation
- to request access to your personal data that we hold, and be provided with a copy of it
- to request that your personal data is amended if inaccurate or incomplete
- to request that your personal data is erased where there is no compelling reason for its continued processing
- to request that the processing of your personal data is restricted
- to object to your personal data being processed
If BFF cannot resolve your concerns you may also complain to the Information Commissioner’s Office (the Data Protection Regulator) about the way in which BFF has handled your personal data. You can do so by contacting:
First Contact Team
Information Commissioner’s Office
Wycliffe House, Water Lane,
Wilmslow, Cheshire SK9 5AF
Email: casework@ico.gsi.gov.uk
Tel: 03031 231113
www.bigfuturesfoundation.org.uk
Tel: 01904 413881
Charity number: 1173374
