Hope for the Young’s Privacy Policy

(Updated May 2018)

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.

If you have any questions about our privacy policy or your data, please contact info@hopefortheyoung.org.uk

Our contact details are:

78 York Street, London, W1H 1DP

www.hopefortheyoung.org.uk

This policy covers:

  1. Information we collect and how we collect it
  2. How we keep your information safe
  3. Who we share information with
  4. Your rights under current data protection law
  5. Changing your information contact preferences
  6. Changes to our privacy policy
  7. How we collect, use and store information provided to HFTY
  8. If you’ve signed up to our newsletter
  9. If you’ve donated to HftY
  10. If you’ve visited our website
  11. If you are a young person seeking support
  12. If you apply for a job at HftY
  13. If you volunteer for HftY
  14. If you are a member of staff at HftY
  15. If you follow HftY on social media

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.

We will let you know about our data protection processes when you first give us your information. For example, when you sign up to our newsletter. When we get information about you from another source (such as a referral organisation or donation platform) we will provide you with access to our privacy policy in our first communication with you.

2. How we keep your information safe

HFTY protects your personal information through physical, electronic and managerial measures, including:

  • Minimising the amount of personal information we have about you by only asking for information that is relevant to your reasons for contacting us and deleting it when we no longer have a valid lawful basis for keeping it.
  • Limiting access to your information to as few people as necessary
  • Verifying that all our electronic storage is secured and encrypted where possible.
  • Keeping hard copy information to a minimum and locking it away.
  • Using third-party processors (such as the companies who process donations for us) who are GDPR compliant.
  • Training all staff to understand and work in line with our commitment to protecting your data.

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:

  • The right to be informed: You have the right to know – in a way that is understandable and clear – how and why HFTY is collecting, using and storing your personal data.
  • The right to access: You have the right to get your personal information from HFTY in order to be aware of and verify the lawfulness of how we’re using your data. See section 6 below to find out how to do this.
  • The right to rectification: You have the right to have inaccurate information rectified and/or to ask us to complete your information if it is incomplete.
  • The right to erasure: You have the ‘right to be forgotten’ and ask for your personal information to be erased by HFTY.
  • The right to restrict processing: You have the right to ask us to restrict or suppress your personal data.
  • The right to data portability: You have the right to obtain and reuse your personal data for your own purposes across different services, allowing you to move, copy or transfer personal data from one IT environment to another in a safe and secure way.
  • The right to object: You have the right to object to HFTY processing your data on the grounds of our own legitimate interests, using your information for direct marketing and profiling, and for the purposes of research and statistics.
  • 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. To do so, please get in touch with us at:

Hope for the Young Ltd

78 York Street, London, W1H 1DP

www.hopefortheyoung.org.uk

info@hopefortheyoung.org.uk

6. Changes to our privacy policy

In light of the new data protection legislation, we have reviewed and updated our privacy policy to reflect our compliance with GDPR and to make it as easy as possible for everyone who interacts with HftY to understand how and why we collect and use your personal data, the lawful basis for doing so, and to know what your rights are.

We will review this policy annually and will update our privacy information when required. If we plan to use personal data for a new purpose, we will update our privacy policy and make this available on our website and within all new communications with you.

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. If you’re concerned in any way, please see section 4 above for information about your rights and the complaints process.

8. 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.

Our mailing list is managed by Mailchimp. Please Click here to read their privacy policy and understand how they process and store your data.

9. 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 you donate to HFTY through our website your donation will be processed by Stripe. Stripe is a company which processes one off card donations for HFTY. Click here to read Stripe’s privacy policy.

The Stripe platform is integrated into our website which is designed and hosted by WordPress. Click here to read Word Press’ privacy policy.

You can also donate to HFTY from other websites, such as JustGiving, this is an online portal and service for individual donors and people organising fundraising events for us. Click here to read JustGiving’s privacy policy

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.

10. If you’ve visited our website

We use Google Analytics to allow us to track how popular our website is and to record visitor trends over time. Google Analytics uses cookies to help track which pages are accessed. The cookie contains no personally-identifiable information, but it does use your computer’s IP address to determine where in the world you are accessing the site from, and to track your page visits within the site. However, Google does not permit us to access this data.

Google Analytics will automatically delete user and event data that is older than 26 months. Click here to read Google’s privacy policy, which includes information about how to access a Google Analytics opt-out browser add-on.

From time to time, we may embed external content from third-party websites (e.g. Facebook, YouTube) within our website. These websites may utilise cookies and the Privacy Policy that will apply to such third-party content will be that published on the website of that third-party content provider.

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.

11. 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.

12. 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.

We collect your personal information through CharityJob and/or directly by email. Click here to read CharityJob’s privacy policy and for information about how they use and store your data. Job applicants will only receive communications from us that are relevant to their applications and their data will not be shared outside HFTY.

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 offered a position which is subject to a DBS check, we will ask you to provide further details to Complete Background Screening (CBS) who carry out DBS checks on our behalf. Click here to read CBS’s privacy policy. The results of your DBS check will be shared with HFTY.

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.

13. If you volunteer for HftY

Those interested in volunteering with HFTY as Volunteer Mentors 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 a mentoring role. 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 as a mentor with HFTY. Your name, email address and phone number may be shared with your potential mentee.

The Volunteer Mentor is subject to a DBS check. To complete this, we will ask you to provide further details to Complete Background Screening (CBS) who carry out DBS checks on our behalf. Click here to read CBS’s privacy policy. The results of your DBS check will be used only within HFTY. Your information will not be shared externally unless required by law.

14. 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.

If you work one-to-one with young people, your role will be subject to a DBS check. To complete this, we will ask you to provide further details to Complete Background Screening (CBS) who carry out DBS checks on our behalf. Click here to read CBS’s privacy policy. The results of your DBS check will be used only within HFTY. Your information will not be shared externally unless required by law.

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.

We sometimes use WhatsApp for internal messaging, through which your mobile number (and photo, if you add it) is shared with other team members. Click here to read WhatsApp’s privacy policy.

HSBC provides our day-to-day (and online) banking services. We will share your name and bank account details in order to pay you. We will share more information with HSBC if you have access to the HFTY account. Click here to read HSBC’s privacy policy.

Salesforce provides our database services. We will share your name and HFTY email address with Salesforce to activate your access to the database. Click here to read Salesforce’s privacy policy.

Sometimes we will pass information about you to third parties, where the law allows it. For example, we will:

  • provide your information to SmartPension for auto enrolment into the pension scheme, if you are eligible (click here to read SmartPension’s privacy policy)
  • confirm the dates and nature of your employment here to a prospective employer if you have given us permission at the time you leave HFTY
  • transfer personal information to others as required by our legal, regulatory, compliance and auditing needs.

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.

15. 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.