The Gul Privacy Policy
At Gul we feel that everyone who is a part of the charity be they a supporter or supported needs to be happy with how the charity uses and stores their personal data. This policy sets out how Gul does exactly that. Gul keeps this policy up to date at least annually so do keep checking back using the links on our emails or via our website.
What is Data
This means all personal data including employees and volunteers, service users, members, donors and supporters and more. GDPR means Gul must keep records of its processing activities and record if data is shared with any third parties.
All Data within Gul is overseen by an appointed Data Protection officer whose details are given below.
Contact Details of Data Protection officer
Email: office@god-unlimited.org
Phone: 01980 621 712
Post: The Bustard, Shrewton, SP3 4DU
Under the General Data Protection Regulation 2016/679 (“Data Protection Law”) GDPR the following basic rights are enshrined into law.
The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
GDPR Procedure “At a Glance”
Gul collects data in lots of different ways, we do this to ensure that our services are the best they can be, to keep our users safe and to ensure we are meeting responsibilities both legally and to funding partners.
Data is collected when;
You interact with us directly: this could be asking about our activities registering for a newsletter, attending a service, volunteering or any situation where you provide personal information.
When you interact with third parties such as JustGiving or provide consent to share information with us on Facebook.
When you visit our website via signups or cookies.
Individuals using Gul services in any capacity have the right to be informed about the collection and use of their personal data.
Gul provides individuals with information including: the purposes for processing personal data, its retention periods for that personal data, and who it will be shared with. We call this ‘privacy information’. This information is available to all individuals on request by email or paper. The same information is on display at both charity centers, its website and also as a link in all digital communications.
Gul sometimes gathers data from other sources in the form of analytic tools to monitor usage of digital media, this data is anonymous and does not contain personal information. Gul aims to provide privacy information immediately on receipt of a request however it may take up to 14 working days to respond.
Gul is not required to provide people with privacy information if an individual already has the information or if it would involve a disproportionate effort to provide it to them. (i.e. the searching of archives older than 1 year old stored on paper.)
Gul aims to provide people with information in a concise, transparent, intelligible, easily accessible, and it must use clear and plain language.
Gul reviews its policies and procedures annually or with major legislative change. As needed changes are made to the privacy statements. Gul is required to bring any new uses of an individual’s personal data to their attention before processing begins.
What Data does Gul collect, store and use?
Gul knows where it records data in the charity and keeps track of this via a register of systems, which is audited annually and updated when new collection methods are put into place.
Personal Information
Personal information Gul collects includes details such as your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a purchase or donation), as well as information you provide in any communications between us. You will have given us this information whilst making a donation, registering for an event, placing an order on our website or any of the other ways to interact with us.
We will mainly use this information:
To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
To provide the services or goods that you have requested.
To update you with important administrative messages about your donation, an event or services or goods you have requested.
To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations.
To keep a record of your relationship with us.
Where you volunteer with us, to administer the volunteering arrangement.
If you do not provide this information, we will not be able to process your donation, sign you up for a particular event or provide goods and services you have requested.
We may also use your personal information:
To contact you about our work and how you can support Gul or to invite you to participate in surveys or research.
Sensitive Personal Information
If you share your personal experience or the experiences of a friend or relative, we may also collect this health information. If you provide us with any Sensitive Personal Information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Policy.
You can of course decide if you want to remain anonymous, if you are happy to share your personal details with staff members or if you would like us to share your story with the media or other parties as part of our work telling people’s personal stories about mental health (for example, on our blog).
A special note about the Sensitive Personal Information we hold
Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs.
If you contact us you may choose to provide details of a sensitive nature.
We will only use this information:
For the purposes of dealing with your enquiry, training, and quality monitoring or evaluating the services we provide.
We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.
Where you have given us your express consent or otherwise clearly indicated to us that you are happy for us to share your story, then we may publish it on our blog or in other media
Your rights
GDPR means you have various rights relating to your personal information, these are set out below but if you wish to exercise any of these rights or make a complaint please speak to our data protection officer whose details are at the top of this document.
The right to be informed
You have the right to request access to your personal data along with information about how it is used, why we use it, who we share it with, how long we keep it for and if it has been used for any automated decision making. You can request this free of charge but Gul will ask for proof of identity and may ask for a request to be made in writing.
The right to rectification
GDPR includes a right for individuals to have inaccurate personal data rectified, or completed if it is incomplete. Individual can make a request for rectification verbally or in writing to the DPO and Gul has one calendar month to respond to a request. If the request is manifestly unfounded or excessive Gul retains the right to refuse a request, if a request is refused Gul will respond to individuals as soon as possible (within one month) to explain why.
The right to erasure
GDPR introduces a right for individuals to have personal data erased. The right to erasure is also known as ‘the right to be forgotten’. Individuals can make a request for erasure verbally or in writing if consent for the data is withdrawn or the charity has no legal basis on which to collect it . Gul will respond to individuals as soon as possible (within one month).
The right to restrict processing
Gul recognises that Individuals have the right to restrict the processing of their personal data where they have a particular reason for wanting the restriction. This may be because they have issues with the content of the Gul holds or how it has processed their data.
The right to data portability
The right to data portability gives individuals the right to receive personal data Gul has collected and send it to a third party in a structured, commonly used and machine readable format.
No automated decision making
Automated decision-making occurs when an electronic system makes a decision without human intervention. You have the right not to be subject to decision making that will have a legal implication or significant impact on you unless you have given us your consent. Gul does not currently carry out automated decision-making.
Please note, some of these rights only apply in certain circumstances and Gul may not be able to fulfil every request. If you have any concerns please talk to us and we will do our best to help.
Gul’s lawful basis for data collection and processing.
There are many reasons why Gul can collect data however the majority of cases use the following basis, where different Gul will always seek to review the data it is using and balance this against the rights and interests of the individuals in question.
Consent: the individual has given clear consent for you to process their personal data for a specific purpose for example receiving our newsletter.
Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
Vital interests: the processing is necessary to protect someone’s life.
GDPR and young people
Gul’s work supports children and young people and GDPR brings in special protection for children’s personal data. GDPR says children under 16 cannot give consent (although this may be reduced to 13 in the UK) so you may have to seek consent from a parent or guardian. You will need to be able to verify that person giving consent on behalf of a child is allowed to do so and any privacy statements will need to be written in language that children can understand. Gul reviews its data collection as new technology is implemented.
Keeping your information safe
We take looking after your information very seriously. We've implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.
Unfortunately the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.
Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.
Any debit or credit card details which we receive on our website are passed securely to our payment processing partner, according to the Payment Card Industry Security Standards.
How long we hold your information for
We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations (for example, the collection of Gift Aid).
Cookies
'Cookie' is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or tablet when you visit a website.
They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, can't be used to identify you.
How does Gul use cookies?
We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve the user experience.
The cookies we use
We use the categorisation set out by the International Chamber of Commerce in their UK Cookie Guide.
We use all four categories of cookies:
• Strictly necessary cookies are essential for you to move around our website and to use its features, like our shopping basket and your account.
• Performance cookies collect anonymous information about how you use our site, like which pages are visited most.
• Functionality cookies collect anonymous information that remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.
• Targeting or advertising cookies collect information about your browsing habits in order to make advertising relevant to you and your interests. As such if you visit the Gul website you may then be more likely to see adverts about Gul’s work on other websites as your browsing suggests that this is an area of interest.
No cookies, please
You can opt out of all our cookies (except the strictly necessary ones). Find out how to control and delete cookies in your browser.
But, if you choose to refuse all cookies, our website may not function for you as we would like it to..
If you have any questions about how we use cookies, please contact us.
