Privacy & Security Notice

Contents

1. Introduction
2. Your information
3. What do we do with your data
4. Our legal basis for holding and processing your personal data
5. How and where we store your information
6. When we share your information
7. Personal Data collected on our website
8. Your rights and telling us when things change
9. Access to your information
10. Changes to Cambridge & District Youth for Christ’s Privacy and Security Policy

1. INTRODUCTION

Cambridge & District Youth for Christ is a charity which aims to see a culture changing number of young people becoming mature disciples of Jesus. For more details about our history and background please visit our website at www.cambridgeyfc.uk. We value everyone who engages with us by whatever means, and we do all we can fully to protect your privacy and to make sure the personal data you provide us is kept safe.
This Privacy Notice is designed to comply with the DPA (Data Protection Act 1998) and General Data Protection Regulation (GDPR) and is issued in the interests of transparency over how we use (“Process”) the Personal Data we collect. We also have a separate document detailing the Terms and Conditions for use of our website which you should also read.

2. YOUR INFORMATION

We collect personal information each time you deal with us, for example when you make a donation, request materials or information, sign up for an event, provide comments, complete surveys or otherwise provide your personal details. When you visit our website we collect non- personal data such as IP addresses, details of pages visited and files downloaded. Website usage information is collected using cookies (see the section on Cookies below). If you provide us with any personal data while using our websites we may use it to provide you with any information or services you have requested.
We may collect information that you make available on social media, for example, Twitter, Facebook and YouTube. You may wish to check their privacy policies to find out more about how they will process your data. We collect information from third parties such as event organisers or fundraising sites like Just Giving, where you have agreed to support Cambridge & District Youth for Christ and have given your consent. You may wish to check their privacy policies to find out more information on how they will process your data. We may also collect information from Companies House, Charity Commission and information published in articles, newspapers or blogs.
Where you provide the information, we may collect Sensitive Personal Data, which includes your religious beliefs, or your physical or mental health.

Data on children under 13 years

We do not actively seek to collect children’s data. If at any time we create any materials which may lead to someone aged under 13 years providing their details, we make it clear that we will need their parent’s /guardian’s permission before giving us their personal information.

3. WHAT DO WE DO WITH YOUR PERSONAL DATA?

We may use the personal data we collect to:
• Keep you up to date on news and stories about our work.
• Ask for financial and non-financial support, such as volunteering or prayer.
• Process donations you give us, or to support your fundraising for us, including Gift Aid.
• Provide information or resources, for example church or schools resources you have requested.
• Provide a personalised service, such as customised website content or personalised emails.
• Keep records of your relationship with us e.g. questions you have asked or suggestions or complaints you have made.
• Classify supporters by location.
• Conduct market research to aid our understanding of our supporters and their views.

4. OUR LEGAL BASIS FOR HOLDING AND PROCESSING YOUR PERSONAL DATA

Legitimate interest: Contacting you

We may contact you by post or telephone where we have a legitimate interest to do so. For
example, where you have made a donation to Cambridge & District Youth for Christ, we may send you information about the work your donation is making possible or other work we may wish to do. Where you have previously asked us not to contact you in this way we will respect your contact preferences. You can change your preferences at any time or stop us processing your data by contacting us by telephone, post or email as shown in the section ‘Your rights and telling us when things change’ below.

Consent: Contacting you

We may contact you by email or text if you have given us your consent to do so. We will only communicate in accordance with your preferences and you are free to change your preferences at any time by contacting us by telephone, post or email as shown in the section ‘Your rights and telling us when things change’ below.
Applying for a job or volunteering with us
Where you provide personal data and sensitive personal data when applying for a job or volunteering opportunity with us, we will process, store and disclose the data we collect in order to:
• Answer any questions you may have.
• Support the administration of the employment or volunteer role.
• Support the recruitment process, particularly where a Christian commitment is necessary for the role.
Once an application has been processed we will hold data on unsuccessful applicants for 6 months. For successful applicants we continue to hold your data in order to uphold our contract with you whilst you’re with us and then for 7 years after you’ve left.

5. HOW AND WHERE WE STORE YOUR INFORMATION

How long will we keep it?

We will keep your personal information only for as long as we consider it necessary to carry out each
activity. We have a data retention policy to implement this. We take account of legal obligations and accounting and tax considerations as well as considering what would be reasonable for the activity concerned.
For example, we retain details of donations for 7 years to meet tax and accounting requirements,
and we will retain any safeguarding records indefinitely. We will only hold sensitive medical personal information provided to participate in an event until two years after the event is completed.
If you have any questions about our Data Retention Policy please contact our Data Protection
Officer, Elaine Grant, by email at egrant@cambridgeyfc.uk

How safe is your data?

We ensure that access to personal data is restricted only to those staff members or volunteers whose job roles require such access and that suitable training is provided for these staff members and volunteers.
Credit / debit card security
We may use a third party to process donations or purchases using cards but will ask them to process your information in line with the GDPR and the Payment Card Industry Data Standard. If you use
your debit or credit to donate to us, purchase something or pay for a trip, whether online, over the phone or by mail, we will process your information securely in accordance with the Payment Card Industry Standard. We do not store your debit or credit card details once your transaction has completed. All card details are securely destroyed once your donation or payment has completed.
We hold bank account details for the purpose of collecting direct debits in accordance with direct debit mandate rules.
Where do we store your data?
Any physical records are kept in a secure, locked filing cabinet at the Cambridge and District Youth
for Christ office. The key is only available to authorised members of staff. Electronic records are held
in a secure database, which requires a login and password and is held on a secure server. Only authorised team members of Cambridge and District Youth for Christ have access to the database. When an authorised team member leaves, their account is disabled.
We also use cloud-based systems to process data and therefore data may be processed outside of the European Economic Area (EEA). We adopt the Information Commissioners approved measures and therefore ensure that personal data is held in compliance with European data protection regulations. We take all reasonable steps to ensure that your data is stored and processed securely in accordance with this policy.

6. WHEN WE SHARE YOUR INFORMATION

Legal duty

We may need to pass on information if required by law or by a regulatory body. For example, a Gift
Aid audit by the HMRC, or if asked for details by a law enforcement agency.
Our service providers and third parties
Occasionally we may employ agents to carry out tasks on our behalf, such as fulfilling orders or processing donations. These agents are bound by contract to protect your data and we remain responsible for their actions.
We may provide third parties with general information about users of our site, but this information is both aggregate and anonymous. However, we may use IP address information to identify a user if we feel that there are or may be safety and/or security issues or to comply with legal requirements.

Partner Organisations

We sometimes also partner with other organisations in order to deliver a particular service. We share data with them as necessary, once we are satisfied that they also comply with GDPR and our Data Protection policies.

7. PERSONAL DATA COLLECTED ON OUR WEBSITE

Cookies

We use cookies to better the users experience while visiting our website. As required by legislation,
where applicable our website uses a cookie control system, allowing the user to give explicit permission or to deny the use of /saving of cookies on their computer / device.

What are cookies?

A cookie is a text file that is sent from our website as soon as you visit the site. It is stored on your computer’s hard drive and helps us to identify your computer (not you) and collects information in an aggregate, anonymous way. This allows the website, through its server, to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from our website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors or use the cookie control system if available upon their first visit.
The cookie data that we collect we may use to:
• Customise the content on our website and to help to understand visitor’s current and future needs.
• Process any requests, applications or transactions you may make.
• Aid internal administration and analysis.

Third party cookies

We use websites such as YouTube and Vimeo to embed videos and you may be sent cookies from these websites. We do not control the setting of these cookies, so we suggest you check the third party website for more information about their cookies and how to manage them.
Youth for Christ also uses third party suppliers such as Facebook, Twitter, and Google Analytics and these providers may use cookies. They may also use tracking pixels, which are commonly found in advertising to track the effectiveness of adverts. As some of these services may be based outside of the UK and the European Union, they may not fall under the jurisdiction of UK courts. If you are concerned about this you can change your cookie settings (see above).

8. YOUR RIGHTS AND TELLING US WHEN THINGS CHANGE

We fully recognise your right to have your data removed, to be forgotten, to opt out of communications or withdraw consent and to have a copy of your personal data. You also have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk

Preferences

You can change your preferences at any time about what you receive from us, including marketing and fundraising materials, or how we contact you, by mail, phone or email.
You can do so by:
Calling us on: 01223 727452
Email us on: egrant@cambridgeyfc.uk
Write to us at: Cambridge & District Youth for Christ, Barnwell Baptist Church, Howard Road, Cambridge, CB5 8QS

Updating your details

We do appreciate it if you keep your details up to date. You can do so in the same way as updating your preferences.
We may use Royal Mail’s Postcode Address File or other available sources to confirm data that you provide us with, where, for example, we are unsure of what you have completed on a form.
We will not use these sources to create data that you have chosen not to provide, for example, if you have left a telephone number blank; nor will we automatically update changes of address, we will normally only update your address when you tell us it’s changed.
However, if you are a regular giver, continuing to give regularly, and items such as Youth for Christ newsletters are returned to us, we may use external sources to update your address details so that we may update you on how your money has been spent through our news and stories.

Telling us to stop processing

You have the right to ask us to erase your personal data, to ask us to restrict our processing or to object to our processing of your personal data. You can do so at any time by writing to us at the address above.

9. ACCESS TO YOUR INFORMATION

You have the right to request details of the information we hold about you. To receive a copy of the personal information we hold please contact our Data Protection Officer, Elaine Grant, by email at egrant@cambridgeyfc.uk. We will respond within one month of receiving your email.
For more information about your rights please visit the website of the Information Commissioner’s
Office (https://ico.org.uk/for-thepublic/personal-information/)

10. CHANGES TO CAMBRIDGE & DISTRICT YOUTH FOR CHRIST’S PRIVACY & SECURITY POLICY

This policy was last updated in May 2018. We may amend this policy from time to time to take account of changes to our processes or changes to data protection or other legislation. If we make any significant changes to this policy we will show this clearly on our website, in our publications or by writing to you directly. By continuing to use our website you will be deemed to have accepted these changes.

Feedback

We welcome feedback or questions on this policy or on any of our actions by
Calling us on: 01223 727452
Emailing us on: egrant@cambridgeyfc.uk
Writing to us: Cambridge & District Youth for Christ, Barnwell Baptist Church, Howard Road, Cambridge, CB5 8QS