- Who we are
- How we collect information about you
- Information we collect and why we use it
- Legal basis for using your information
- Sharing your Information
- Keeping your information safe
- How long we hold your information for
- Your rights
- Service improvement
Who we are
Here at Hampton Trust, we are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.
We are a “data controller” for the purposes of the Data Protection Act 1998 and the EU General Data Protection Regulation 2018 and the Data Protection & Electronic Communications Regulation 2019 (UK GDPR). This means that we are responsible for and control the processing of your personal information.
How we collect information about you
We collect information from you in the following ways:
When you interact with us directly: This could be if an agency refers you to one of our services for help or if you contact us directly to access a question or access support. In this instance, you will be referred to as a Hampton Trust client. You may also contact us to make a donation, apply for a job or volunteering opportunity. In each of these scenarios you will be providing us with your personal information. This includes when you phone us, visit our website, email/write to us or in person.
When you visit our website: We gather general information which might include which pages you visit most often, and which services or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use “cookies” to help our site run effectively. We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you.
Information we collect and why we use it
Personal Information: We collect details such as your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a donation), as well as information you provide in any communications between us. We will mainly use this information:
- To process your donations and to verify any financial transactions
- To provide information about your donation, 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 provide the services that you have requested
- 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, 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 Hampton Trust.
Sensitive Personal Information
A special note about 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.
We will only use this information for the purposes of dealing with your enquiry, 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. The information you provide will remain confidential unless:
- You consent to information being shared
- You disclose information which indicates an existing or imminent risk, danger or harm to you, any child or vulnerable adult. In this case we have a legal obligation to inform Family Services or the Police (Children Act 1989, S.47)
- You choose to disclose an intention to carry out act/acts that are likely to put others at serious risk or injury. This includes acts of terrorism.
We will always try and tell you when information is being shared unless it is not safe for you or your children or if we are unable to contact you.
If we have to share information in this situation, we will only share relevant information that will improve you and / or your child[rens] safety.
We will talk this situation through with a senior member of the team and will write on your case file what we have shared, why and who with.
You have a right to access your file. Pease contact Hampton Trust directly who will advise you of the process.
Legal basis for using your information
There are lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for Hampton Trust to process your information to help us to achieve our vision of ensuring that everyone experiencing or fallen into crisis gets both support and respect.
Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post, use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.
Sharing your Information
The personal information we collect about you will mainly be used by our staff (and volunteers) at Hampton Trust so that they can support you. We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.
Legal disclosure: We may 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); or, in order to enforce our conditions and other agreements.
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 content or privacy practices employed by other sites. Please be aware that advertisers or websites 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.
You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting us via email, post or telephone on firstname.lastname@example.org.
Chubut Suite, Ashurst Lodge, Southampton SO40 7AA
Telephone 023 8000 1061.
You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk/concerns
- Access to your personal information:You have the right to request access to a copy of the personal information that we hold about you, and details on what we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request (free of charge) in writing, providing us with evidence of your identity.
- Right to object:You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
- Consent:If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
- Rectification:You can ask us to change or complete any inaccurate or incomplete personal information held about you.
- Erasure:You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
- Portability:You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
- Restriction:You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
- No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.
Please note, In accordance with the Data Protection Act 2018, we may not be able to uphold all of these rights in all circumstances. Further details can be found in our policy documents.
‘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.
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 Mind website you may then be more likely to see adverts about Mind’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).
As part of our service improvement, we produce general statistics to help us to monitor our performance and inform research that will help us understand more about our interventions and the best ways to improve the lives of people in our services.
To allow us to evaluate and improve the service we offer we may share some of the information which you give us with external agencies such as universities, local authority and government funding bodies. Before we do this, any personal information which can identify you, for example name and address, will be removed which means only anonymous information will be shared. When we share information in this way the identities of people in our services are never revealed and you cannot be identified from that information.
Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.
To find out more about this policy and how we look after your personal information, contact our office team on 023 8000 1061.