West Cheshire Foodbank is committed to protecting your privacy when using our online services and will process any personal data in accordance with the current Data Protection Legislation. In this policy we explain how and why we collect your information, what we do with it and what controls you have over our use of it.
Your acceptance of these Privacy Statement terms
Why do we collect data?
West Cheshire Foodbank collects and processes information about you in order to;
(i) identify your device, browser and operating system to enhance your web experience with us;
(ii) improve our Services and website;
(iii) carry out research on the demographics, interests and behaviour of users
(iv) send you information we think you may find useful, to keep in touch with you and supply you with information relating to our work
You may be asked for information about yourself, such as your name, e-mail address, postal address and telephone number when you attempt to contact us. You are under no obligation to provide this information, but if you don’t then we may not be able to provide you with the best service.
Log Files/IP Addresses
When you visit our website, we automatically log your IP address (the unique address which identifies your computer, or mobile device, on the internet) which is automatically recognised by our web server. We use IP addresses to help us administer our websites and to collect broad demographic information. Non-personal information about you is used to collect such information as the type of internet browsers used, the site from which you linked to our websites or the type of device you are using to access our website. You cannot be identified from this information and it is only used to assist us in providing an effective service on our websites as stated in “why do we collect data”.
How long do we store your data?
We will keep the information and data relating to your use of the website only for as long as we consider it necessary in relation to the reasons we set out in “what data do we collect and how do we use it.”
Where is the information stored?
Information which you submit via our website is stored on a computer located in the European Economic Area (This is necessary in order to process the information and to send you any information you have requested). In addition, if you use our Services while you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those Services.
West Cheshire Foodbank places a great importance on the security of all information associated with our users. We have security measures in place to protect against the loss, misuse and alteration of any user data under our control.
For example, our security and privacy policies are periodically reviewed and enhanced as necessary and only authorised personnel have access to user information. With regard to our websites, we use secure server software (SSL) to encrypt financial information you input before it is sent to us. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur, we use our best efforts to prevent this.
Information about Products and Services
It is very important to us that we provide you with the highest level of service. If you have subscribed to regular updates from West Cheshire Foodbank we may send you details of activities and opportunities which we think may be of interest to you. If at any time you do not wish to receive these details, please e-mail us at [email protected]. In this instance, we may keep suppression data – this is a record that you have either unsubscribed or indicated that they you no longer wish to be contacted by us. We retain just enough data to make sure that you are not included in any future communications.
Cookies are pieces of information that a website transfers to your hard drive to store and sometimes track information about your activity on a website. Most web browsers automatically accept cookies, but if you prefer, you can change your browser to prevent that. However, you may not be able to take full advantage of a website if you do so. First party cookies are specific to the server that created them and cannot be accessed by other servers, which means they cannot be used to track your movements around the web. Third party cookies are added by scripts added to the website, examples include Facebook, Twitter and YouTube. Although they do identify a user’s computer, cookies do not personally identify customers or passwords. Credit card information is not stored in cookies.
Cookies We Use and Why
CookieConsent: Stores the user’s cookie consent state for the current domain
_dc_gtm_UA-#: Used by Google Tag Manager to control the loading of a Google Analytics script tag.
_ga: Registers a unique ID that is used to generate statistical data on how the visitor uses the website.
_gat: Used by Google Analytics to throttle request rate
_gid: Registers a unique ID that is used to generate statistical data on how the visitor uses the website.
ads/ga-audiences: Used by Google AdWords to re-engage visitors that are likely to convert to customers based on the visitor’s online behaviour across websites.
Collect: Used to send data to Google Analytics about the visitor’s device and behaviour. Tracks the visitor across devices and marketing channels.
PREF: Registers a unique ID that is used by Google to keep statistics of how the visitor uses YouTube videos across different websites.
VISITOR_INFO1_LIVE: Tries to estimate the users’ bandwidth on pages with integrated YouTube videos
YSC: Registers a unique ID to keep statistics of what videos from YouTube the user has seen.
How do I change my cookie settings?
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org
Our website contains links to the sites of third parties. When you visit these sites, we suggest that you read their privacy policies. West Cheshire Foodbank is not responsible for the privacy policies or the content of such sites.
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout
Social Media (applicable to Foodbanks who own social media accounts ONLY)
West Cheshire Foodbank also maintains a presence on social media channels including Facebook & Twitter.
If you share content from one of West Cheshire Foodbank social media websites, a cookie may be used by the service you have chosen to use to share that content. West Cheshire Foodbank does not control these cookies. You should check the relevant third party main website for more information.
Your right to information
You have the right to a copy of the information we hold about you. This is known as a subject access request. For more information on this, please visit: https://ico.org.uk/for-the-public/personal-information/
Please e-mail any questions, concerns or comments you have about cookies to [email protected]
 A record of those who have unsubscribed is referred to as suppression data. If a supporter clearly indicates that they no longer wish to be contacted, it is extremely important that their wishes are honoured. This is best done by keeping a suppression data record. This should contain just enough data to make sure that the party is not included in future communications – e.g. name, address, email address, and date of unsubscribe.
 Google Analytics is a free web analytic service that provides statistics and basic analytical tools for search engine optimisation and marketing purposes for the managers of online content.
West Cheshire Foodbank Data Privacy Statement (Foodbank Clients)
Date: 2nd May 2018
West Cheshire Foodbank takes data security very seriously.
When you come to a foodbank for help, the foodbank will keep some data about you. This is “personal data”, because it is about you as a particular person, and it can be linked to you.
What personal data do we hold?
The foodbank will keep data about you in an on-line data system.
The foodbank will keep the data that is on your foodbank voucher(s). That means we will keep your name, address, and year of birth; the number of other adults and children in your household; and the reason you needed to come to the foodbank. We will also keep a record of who gave you the foodbank voucher.
If we can give you extra help, there may be extra things we need to ask you about, and we will keep a record of this.
There may also be some notes on our data system about your visit. This is the only data the foodbank will hold about you. We do not get data about you in any other way.
If you have agreed to complete, or have completed on your behalf, a Story Form, that will be kept.
How is your personal data kept safe?
Your data is kept in a secure database. This can only be accessed with a login and password. We require all users of the system to sign a “data protection statement”. This means they know they must keep your data safe, and only use it for the right purposes. All our other volunteers also have to sign a confidentiality agreement. We are as careful as possible to make sure no one else can log into the data system. For example, when a volunteer leaves the foodbank, we stop their access to the data system.
If you came to the foodbank with a printed voucher, your voucher will be kept separately. Printed vouchers are kept secure in the distribution centres and transferred to the office as soon as practicable, where they are stored in a locked cabinet. They are never left where someone could see them.
Where e-vouchers are used these are held on secured tablets and data transfer is encrypted.
What is your data used for?
We use your data for three things:
- We need to be able to check how many times you have been to a foodbank.
- We need to keep some of your data so we can calculate the numbers of people coming to foodbanks, and the reasons they need to. This is so we can help other people understand how much foodbanks are needed and why people have to come to foodbanks for help.
- If we can give you extra help, such as with benefits, there may be extra questions we need to ask you.This will be because we need particular information in order to know how to help you.
- Story Forms are used in anonymized form for research purposes and for illustrating reports.
Does the foodbank have a right to your data?
Under Data Protection legislation, the foodbank needs to have a “lawful basis” for keeping your data, and for using it. There are several types of “lawful basis”. One of them is called “legitimate interests”.
The foodbank has a “legitimate interest” in keeping the data from your foodbank voucher.
This is so we can carry out the two main purposes described above – checking how many times clients visit the foodbank, and reporting on the need for foodbanks.
There is another type of “lawful basis” called “performance of a contract”. If we are to give you extra help, we may need particular information from you. We may need to ask you additional questions and record the answers. The lawful basis for this will be “performance of a contract”.
You have given permission (“consent”) for your Story Forms to be completed, kept and used. You may withdraw this consent at any time.
Who can see your data?
Your data can be seen by people from this foodbank who have been given a login and password for the data system. If you go to two foodbanks, people from both foodbanks will be able to see the data from all your foodbank visits – not just for the visits to their own foodbank.
Some agencies can refer you to a foodbank using an on-line system called “e-referral”. If an agency has done this for you, then the agency will also be able to see the data for your visit.
E-referral agencies and other foodbanks can also see the dates when someone with your name and postcode has been to a foodbank. They can’t see any more data, like your address or why you needed foodbank help.
Data is also held in password-protected files on foodbank computers and encrypted cloud drives.
We will never give or sell your data to any other bodies.
How long will your data be kept?
Your personal data is kept for six years. After that, paper foodbank vouchers are destroyed, and your name and address are automatically removed from the data system.
Your vouchers and data are kept for six years. This is so we could prove we have acted properly as a charity, and used people’s donations in the right way. Charity law means we may need to be able to prove this.
Who can you speak to if you have questions?
If you have questions about your data, and what we do with it, you should contact the Warehouse and Administration Co-ordinator at the address below, or by email at [email protected]
What rights do you have?
You have a number of rights under Data Protection legislation:
- Right to be know what data we hold
You have a right to know what personal data we hold about you.
This Data Privacy Statement describes the data that we will hold. But you can ask if we have any other data about you which is not covered by this Data Privacy Statement.
- Right to have a copy of the data we hold
You can ask for a copy of the data we hold about you. This is called a “subject access request”.
If you make a “subject access request”, we will give you a copy of all the data we hold about you.
We will do this within one month. If it helps, we will give you the data in a computer file.
- Right to object
You can object if you think we are using your data in the wrong way.
You can also object if you think we don’t have “lawful grounds” for using your data.
We will give you a statement explaining why we use your data and explaining the “lawful grounds”.
If you are still not happy, you can complain to the Information Commissioner’s Office.
If we find we are using your data in the wrong way, we will stop immediately and stop it happening again.
- Right to have your data corrected
If you think there is a mistake in your data, please tell us. You have a right to have it corrected.
We may need to check what is the correct data, but will put right any mistakes as soon as possible.
- Right to be forgotten
We promise to remove your data after six years. You have a right for this to happen, because we don’t need to keep your data any longer than six years.
Finally, if anything happened to your data that could be a risk to you, we will do our best to tell you.
Note that this Data Privacy Statement applies to Foodbank Clients only and is one of a series of such statements issued by West Cheshire Foodbank.