(Updated August 2022)
Hope for the Young (HftY) is a registered charity (number 1127017) whose mission is to remove the obstacles to young refugees’ and asylum-seekers’ education and well-being through financial and mentoring support.
We understand that privacy and the security of your personal information is extremely important. We aim to ensure that all personal information we collect will be collected, used and stored both lawfully and transparently. We are committed to protecting and respecting your privacy.
We will only communicate with you if you have given us express permission to do so or if we have a legitimate professional reason. We will endeavour to communicate in a manner and for purposes that you have indicated and that you have consented to.
Our contact details are:
85-87 Bayham Street, London, NW1 0AG
This policy covers:
1. Information we collect and how we collect it
We collect and use the information provided by you or other organisations for administration purposes, to comply with the law and to further our charitable aims. The type of information we collect and the purpose you share it for is different for different groups of people. Please see from section 7 for more details.
2. How we keep your information safe
HFTY protects your personal information through physical, electronic and managerial measures, including:
3. Who we share information with
HFTY will not share your personal information with anyone without your knowledge and express permission. However, please see section 7 to find out how we share different forms of information externally for different purposes.
4. Your rights under current data protection law
GDPR provides you with the following rights about your data:
GDPR also includes a range of rights in relation to automated decision-making and profiling. If you wish to find out more details about each of these, please visit the Information Commissioner’s Office’s website here. If you are unhappy with any of our data processes or want to exercise any of these rights, please contact us using the details in section 5.
If you are not satisfied with the way that we have handled your request, you can complain to the Information Commissioner’s Office (ICO). Their contact details can be found here: https://ico.org.uk/concerns/
5. Changing your information and contact preferences
You can contact us about your data at any time. We will respond within one month, as required by data protection legislation. To do so, please get in touch with us at:
Hope for the Young Ltd
85-87 Bayham Street, NW1 0AG
Matt Blacker, CEO, is our Data Protection Lead.
7. How we collect, use and store information provided to HFTY by different groups of people
We collect and use information differently for different people, however, we may use information and other publicly available sources to analyse all our supporters and volunteers, for the purposes of segmentation, so that we can efficiently and cost-effectively fundraise and ensure the most appropriate communications across our entire supporter base.
If you’re concerned in any way, please see section 4 above for information about your rights and the complaints process.
8. In the event of a data breach
In the event of a personal data breach, the breach shall be reported as soon as it is discovered to the Data Protection Lead. Once notified, the Data Protection Lead shall assess the extent of the breach, the risks to the data subjects as a consequence of the breach, any security measures in place that will protect the information, and any measures that can be taken immediately to address the personal data breach and mitigate its possible adverse effects.
Unless the Data Protection Lead deems the data breach unlikely to result in a risk to the rights and freedoms of the affected individuals, they will, without undue delay and, where feasible, not later than 72 hours after having become aware of it, notify the personal datal breach to the supervisory authority. The supervisory shall be informed of:
If the personal data breach is likely to result in a high risk to the rights and freedoms of the affected individuals, the Data Protection Lead shall communicate the personal data breach to the data subject without undue delay unless the data would be unintelligible to those not authorised to access it or appropriate technical and organisational protection measures have been taken to mitigate any risk to the affected individuals.
9. If you’ve signed up to our newsletter
When you sign up to our newsletter on our website or in person (such as at an event) we will ask you to give us your contact information. We use this information to email you HftY updates, including success stories, opportunities to support us, upcoming events and to thank you for your support.
We only send these emails to those who have consented to receive them, either by entering their email address into the sign-up form on our website or by providing their email address to a staff member for that purpose who will then manually add the details to our mailing list. You can unsubscribe at any time by clicking ‘unsubscribe’ at the footer of one of our emails, or by contacting us.
10. If you’ve donated to HftY
When you donate to HFTY by direct bank transfer, cheque or cash, we collect your information to process your donation, claim gift aid (where applicable) and send a personal thank you message.
When using these companies, your data will be processed by them on our behalf. They will share your information (such as name, financial information and contact details) with us. This enables us to compile reports of all donations received through these different means.
If you choose to donate anonymously, we will not have any of your personal details. We will only know the date and amount of your donation. If you have donated through our website or another website, we may receive a personal identity number which would enable the other company to answer any particular questions about your gift.
If you give permission for HFTY to get in touch with you when you donate through our website or another website, we will share our full privacy notice with you when we thank you for your gift. At this stage, we will also give you the opportunity to sign up for our email newsletter.
We will keep your information for 6 years from the point of your last donation to claim Gift Aid (where applicable), to review giving trends and to refer back for accounting purposes.
11. If you’ve visited our website
HFTY’s website may also contain links to other websites of interest. However, once you have used these links to leave our site, you’ll no longer be covered by this privacy statement and we are unable to give any assurances about how your data will be used. You should exercise caution and look at the privacy statement applicable to the website in question.
Our website gives you opportunities to interact directly with HFTY by emailing staff members, filling in application and referral forms or making a donation to our work. For information about donations to HFTY, see section 7.2 above.
Unfortunately, the transmission of information via the internet is not completely secure and we cannot guarantee the security of your information transmitted to our website. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
12. If you are a young person seeking support
We run a range of programmes to support young refugees and asylum seekers with their education and personal development. Young people can refer themselves to these services by contacting us, or be referred to us by other professionals working for charities, colleges, social services or other organisations.
When you come to HFTY for help, we need to ask you for some personal information so that we can provide you with advice and support. This information also enables us to monitor and improve the effectiveness and impact of our services for you and for others. At every stage of our interactions with you, we only ask for information that is relevant to give you the help you need. You do not have to give us any personal data if you don’t want to. You will always receive a copy of the relevant privacy notice and will have the opportunity to ask questions until you completely understand.
We won’t share your information with anyone without informing you or seeking your permission unless we are required to do so by law or for your own protection.
13. If you apply for a job at HftY
When you apply to work for HFTY we ask for a range of relevant personal data, including your name, contact details and employment history. This information may be included in your CV, application form and cover letter.
If you are unsuccessful, we will destroy or delete any electronic and hard copy records of your personal data after 6 months. If you are a shortlisted candidate, we will also ask for references and a signed self-declaration form as part of our safer recruitment policy.
If you are employed by HFTY, you become a member of our team and you will be given a separate privacy notice about how we use and share your personal data.
14. If you volunteer for HftY
Those interested in volunteering with HFTY are invited to complete an application form. This asks for personal information including name, contact details, age and address. We use the information to assess the suitability (such as skill set, availability and geographical location) of potential volunteers for mentoring and other support roles. The information will be kept for 3 years after the date of submission and will be used only within HFTY. Your information will not be shared externally.
We may invite potential volunteers to a further telephone or face-to-face interview to assess your suitability for the role. Once you start volunteering with us, we will keep your information for 6 years after the date you stop volunteering with HFTY. Your name, email address and phone number may be added to our mailing list and, if you are a Mentor, shared with your potential mentee and other mentors only with your consent. Consent will be requested at the time of signing the volunteer contract during or shortly after your induction.
15. If you are a member of staff at HftY:
If you work for HFTY we will use your personal data to administer payroll, pensions, training and appraisal, to monitor equal opportunities and diversity, to manage access to various services such as IT and the office space and to comply with legal obligations, policies and procedures.
Your HFTY email address, HFTY phone information and calendar will also be shared internally. Your personal email address and phone number will not be shared internally without your permission.
Sometimes we will pass information about you to third parties, where the law allows it. For example, we will:
If you leave HFTY, your personnel file will be reviewed for relevant data and kept for 6 years from the date you leave. After this, your name and dates of employment will be kept in a staff archive. If you were a member of a pension scheme, some information will be kept longer to allow payment of a pension. You have a right to see all the information that we keep about you. This includes, for example, your employee information form, leave records, sickness self-certifications and review and appraisal information. You can always speak with your manager if you have any questions.
16. If you follow HftY on social media:
HFTY has accounts on social media sites, through which people can follow, like and share information we post, access our website and get in touch with our team. These include:
Your personal information is held by these websites and we can only access the information that you have chosen to make publicly available. These social media platforms enable HFTY to contact you directly and you can change your settings on these platforms at any time.