Privacy Policy

Introduction

Thank you so much for your support. Diolch. You are helping create a country where food insecurity is eliminated. This privacy policy outlines our commitment to you about how we collect, protect and process personal information.

Our promise to you is that:

  • Your privacy matters to us – we never share your information with other organisations for their own purposes.

  • You are in control of how your information is used – you can change your preferences, or opt out from communications, at any time.

We always welcome your questions and comments. Our contact details are in the section below.

About us

Cegin y Bobl, also known as The People’s Kitchen, is a charity registered in England and Wales (number ….. ).

Our registered office is: Wright’s Food Emporium, Llanarthney, Carmarthen, SA32 8JU.

In this policy, ‘us’, ‘we’ and ‘our’ refer to Cegin y Bobl.

In order to contact us, you can:

Information we collect about you

Personal information is data that may be used to identify you. We collect this in the following ways:

When you share information with us directly: for example, when you send us an email, make a donation, visit our website, subscribe to a mailing list, take part in an event, apply to work with us, act as a referee, interact with us on social media, or where we have a face to face relationship with you.

When you share information with us indirectly: for example, when you use a third party (such as an online fundraising platform, or one of our members) to make a donation to us or to update your contact details; or when you use social media or messaging services to communicate with us with privacy settings set to reveal this information.

We may also receive information about you from publicly available sources (see ‘How we use your information’ below).

The information we collect and process may include some or all of the following:

  • your name and preferred title;

  • your contact details: postal address, email address, phone number;

  • your date of birth, to ensure we send you age-appropriate materials (for example, so that we do not send marketing material to children) and for safeguarding purposes at events;

  • records of correspondence with you;

  • details of events you have attended or resources we have sent you.

If you make a donation, or pledge a donation, we may collect:

  • details of the gift;

  • your bank details, including any debit or credit card details;

  • Gift Aid Declaration details.

If you visit our website it may also be possible to identify you from the website usage information we collect:

  • the internet address of your computer;

  • device ID, device type;

  • location data;

  • details of pages visited and files downloaded on our website;

  • cookies stored on your computer (see ‘Website cookies’ below).

If you apply for a job with us, or join us as a volunteer, we may also collect information you share as part of your application, such as:

  • information about your state of health

  • information about any criminal record;

  • personal details of your referees.

Information relating to children

We do not knowingly collect personal data from anyone under the age of 16. If you are under 16 and wish to join our mailing list, make a donation, or something else that involves sending personal data about yourself to us, please ask a parent or guardian to do it on your behalf.

How we use your information

By law, we must have a legal basis to process your personal data. That may be because you have given us your permission (‘consent’) to do so. It may be because our processing is reasonable in order to serve you and/or meet our charitable objectives (a ‘legitimate interest’). It may be because the law requires us to process certain data.

The table below sets out the purposes for which we use your personal data and our legal basis for doing so:

Provide you with information or resources you have requested.

Where we have your consent.

Our legal basis for doing so

What we use your information for

Provide you with news and information about us and our work, including any products and events which may be of interest to you.

For our legitimate interests, based on your previous engagement with us, or where we have your consent.

Provide you with news and information about us and our work, including any products and events which may be of interest to you.

For our legitimate interests, based on your previous engagement with us, or where we have your consent.

For our legitimate interests, based on your previous engagement with us, or where we have your consent.

Ask for financial and non-financial support, such as volunteering.

Where we have your consent.

Administered your donations to us.

Process Gift Aid declarations for tax purposes.

To comply with our legal obligations.

For our legitimate interests, based on your previous engagement with us, or where we have your consent.

Thank you if you make a donation, and let you know how your gift has made a difference.

Manage your communication preferences.

Where we have your consent.

For our legitimate interests, to meet our other commitments to you.

Keep a record of your relationship and correspondence with us.

For our legitimate interests, to meet our commitments to you.

Check with you whether the information we hold about you is correct.

Conduct research to aid our understanding of our supporters and their views.

For our legitimate interests to improve our services.

The practice, sometimes referred to as wealth screening, to identify people on our database who may be in a position to partner with our work in a greater capacity. Thus we may from time to time access publicity available information about you (for example, Companies House records), or use trusted external providers to do this on our behalf more cost-effectively, in order to personalise communication and to ensure any requests for funds we make are appropriate and do not cause offence. You can opt out of this processing at any time.

For our legitimate interests to promote our charitable objectives.

For our legitimate interests to improve usage of our services.

Analyse the use of and effectiveness of our website.

Meet our legal and regulatory obligations to investigate and prevent fraudulent activities, including money laundering.

To comply with our legal obligations.

Administer the recruitment, selection and evaluation of potential members, staff or volunteers.

Where we have your consent.

Administer events or travel with us, including the processing of special category data (health).

To protect your vital interests.

We do not engage in processing related to automated decision-making activity.

How we store your information

Security

It is important to us that any information we hold about you is safe. We seek to maintain a high level of security in relation to the collection, storage and disclosure of your information. For example, our computer network is protected and monitored.

We restrict access to your information only to those staff members whose job roles require such access and who have received suitable training in data protection and security.

We make use of trusted external providers to work on our behalf (see ‘When we share your information’ below). We only do this after making contractual arrangements with them to ensure your information is held securely and deleted when the task has been fulfilled. When we use external companies, we remain responsible for your information.

We do not store your credit or debit card details. These are passed securely to trusted payment processors. We may hold bank account details for the purpose of collecting direct debits and standing orders in accordance with direct debit mandate rules.

Data retention

We keep your personal information only for as long as required for the relevant purpose and in accordance with legal requirements. For example, we will retain details of donations to meet tax and accounting requirements, but we will only hold sensitive medical information provided to participate in an overseas trip until the trip is completed. Where your information is no longer required, we ensure it is deleted or disposed of in a secure manner.

Legacies are an important way some supporters choose to give to us. We may retain limited information for longer periods to administer legacies, for example to demonstrate how long someone has supported us or to communicate with the families of those leaving legacies to us.

Our policy is to remove personal information from our database after 10 years of no incoming contact (unless you have been a donor, member, employee, volunteer; have requested no contact from us; or if you have indicated you will leave a legacy).

When we share

Your privacy is important to us. We never share your information with other organisations for their own purposes.

In order to serve you better and to fulfil our charitable objectives efficiently, we use trusted external suppliers and may need to share information with them on a limited basis. For example:

  • In order to send our postal mailings to you, we may need to share your name and address with mailing partners.

  • In order to store your data securely and to manage your preferences and our communications, we may need to share your data with a customer relationship management service provider, such as Salesforce.

  • In order to send our emails to you, we may need to share your name and email address with our email providers, such as Google.

  • In order to provide relevant adverts to you on search engines, we may need to pass your details to a search engine such as Google.

  • In order to connect with you via a social media network, such as Twitter, Facebook or WhatsApp, we may need to share your relevant social media identifier with that network. If you do not wish us to use or share a particular online identifier, then please do not give it to us.

  • In order to receive a donation from you, we may need to share your name, address, and bank details with a customer relationship management service provider, such as Salesforce, and a payment processor, such as Stripe, SmartDebit and FinDock.

  • In order to collect independent feedback from you on our performance, we may share your name and contact details with a research organisation with your consent.

  • In order to reclaim Gift Aid on your gifts, we will need to share your name, address and the values of gifts you have given with HMRC.

  • In order to process your application for a role with us, or to share the reference you submitted about an applicant, we may share the information you have given to us with an affiliated training provider.

In each case, we share only the information necessary to fulfil the purpose, and the data may only be used by them for that reason, and must be deleted by them when no longer needed.

We may exceptionally need to share your information to comply with legal obligations or in an emergency situation (see ‘The legal basis for using your information’).

Social media/digital

You may receive targeted advertisements through our use of social media audience tools. This depends on your settings or the privacy policies for social media platforms such as Facebook, Twitter, Instagram, and Google. For example, Facebook’s ‘Custom’ and ‘Lookalike’ Audiences’ programmes enable us to display adverts to our existing supporters or other people who have similar interests or characteristics.

For more information, or to manage your social media ad preferences, please see:

Website cookies

Like most websites, our website uses cookies. Cookies are small files stored by a website on your computer containing information about your visit to the website. They can be used, for example, to remember your preferences between visits or to count the number of people viewing the website.

We use cookies for some security features of our site, and also to enable us to process payments. We consider these essential.

We also use cookies, including from third party providers, to enhance your experience of our website, and to identify how the website is being used and where we can make improvements. Some pages may include embedded content from other providers (such as YouTube) and these may also store cookies. We consider these non-essential. When you first visit our site there will be a popup which gives you the choice of blocking non-essential cookies.

You can set your browser to disallow cookies, and can delete any cookies that are already on your computer. More information about how to do this can be found at https://cookiepedia.co.uk/how-to-manage-cookies.

If you choose not to allow us to use cookies, or to delete any of our cookies, then we will not be able to take your visits into account when we analyse the usage of our website, and you may not be able to access all the features of our site, such as our online donation system.

Updating your information and preferences

The accuracy of your information is important to us. We want to communicate with you in ways that you are happy with. We appreciate you letting us know when your details or preferences change.

To change how we communicate with you, or update the information we hold, please contact us using the contact details at the top of this policy. Alternatively, you can use our website to manage your subscriptions.

We’re happy to help you with anything, including your legal rights to:

  • receive information about our processing (which is contained in this policy);

  • withdraw your consent to our processing at any time;

  • object to any of our processing;

  • obtain a copy of the personal data we hold about you, including in a machine-readable format (‘Subject Access Request’);

  • have any incorrect or incomplete data corrected;

  • have your personal data held by us deleted, except where we have a legal obligation to retain it;

  • ask questions about our privacy policy.

To contact us about any of these, or to make a complaint about the use of your personal data or report a security issue, please see our details at the top of this document.

If you are unsatisfied with our response, you can contact the Information Commissioner’s Office (ICO). Further information can be found at https://ico.org.uk/

Changes to this policy

This policy was last updated on June 28th 2024. We may update this policy from time to time to take account of changes to our processes or to legislation and any new version will be posted on our website.