Data Protection and Privacy Statement
This Privacy Notice explains how Depaul UK collects and uses your personal information and who we share it with.
Depaul UK will respect and protect your privacy by handling any information that we collect from you or have about you from other sources in line with The General Data Protection Regulation 2018.
This notice applies to visitors to our website and social media platforms, subscribers, donors, fundraisers, supporters, event attendees, volunteers, job applicants, people who receive advice, support or housing services from us.
We regularly review this Privacy Notice please check our website for the most up to date version.
If you are providing information to non-Depaul UK ran Nightstop Services you will need to contact the specific Nightstop service to ask for a copy of their Privacy Notice.
For further information about our privacy practices please contact our Data Protection Lead by:
Writing to Depaul UK, Sherborne House, 34 Decima Street, London, SE1 4QQ.
Calling 0207 939 1220
Depaul UK helps people who are homeless, vulnerable and disadvantaged. We are a Data Controller registered with the Information Commissioner’s Office (ICO) under registration number Z6848760.
We are a registered Charity (number 802384) and a Company Limited by Guarantee (number 2440093).
Nightstop, SAFE@LAST and Alone in London are Trade Names owned by Depaul UK.
Depaul Housing Services is a subsidiary of Depaul UK and a Registered Provider – registered with Homes England (number C2683).
The Depaul Box Company is a trading name of Depaul UK Trading CIC. Depaul UK Trading CIC is a registered company (number 08443540) and a wholly owned subsidiary of Depaul UK.
How do we collect your information?
We collect your personal information when you interact with Depaul UK. This could be when you tell us information on the phone, go onto our website, correspond with us by email or letter, complete a form or tell us information in person.
We also collect information from third parties where it is relevant to our relationship with you and where you have given them consent to share your information with us, or where there is a legal reason for sharing the information such as for fraud prevention purposes, public protection or safeguarding purposes.
What information do we process?
The type of information we collect and how we use it depends upon why you are providing it and your relationship with us. We aim to be clear with you when we collect your information and will only use it fairly, lawfully and in a way that you would reasonably expect us to.
When collect the following types of Personal Information:
- Contact details – including your postal address, telephone number(s), and email address
- Your full name and title
- Date of birth
- Details of your case when providing you with housing or support services
- Your bank details, credit/ debit card and other payment details
- Records of your correspondence, involvement and engagement with us
- Donation history and Gift Aid details
- Photographs, video or audio recordings
- Other information you share with us
We may also process sensitive personal information, known as special category data. This includes information about your race, ethnic origin, politics, religion, trade union membership, gender, health, sexual orientation or criminal convictions/ background. We will process this data where it is necessary to comply with legal requirements or we will ask you for your explicit consent to process this information.
Depaul UK advice, support and housing services
When you apply to access a Depaul UK advice, support or housing service we will process your personal information and special category data.
We will use this information to manage your tenancy or licence agreement, to safely deliver our services to you and in order to meet your assessed needs.
Your information is held in a client file and on our client database, and on paper based records which are held in a locked cabinet with restricted access.
We will also use your data for statistical reports for monitoring purposes to see how our services are performing. Statistics will not include any information that could be used to identify any individual.
We process this information because it is necessary in the performance of a contract, to fulfil our legal and regulatory obligations, and because it is in our legitimate interests to do so.
We use Google Analytics (GA) to track site user interaction. We have GA code installed on our site which creates one or more text files on your computer (called a “cookie”). The cookies contain an ID number which is used to uniquely identify your browser and track each site you visit that has GA enabled.
We use this data to determine the number of people using our site and to better understand how they find and use our web pages. With this information we can continually improve the information that we provide on our site and the processes for actions such as contacting us and donating. We can also use it to increase the number of new people finding our site.
Google analytics stores the following data:
- Time of visit, pages visited, and time spent on each page of the webpages
- Interactions with site-specific widgets
- Referring site details (such as the URL a user came through to arrive at this site)
- Type of web browser
- Type of operating system (OS)
- Network location and IP address
- Document downloads
- Clicks on links leading to external websites
- Errors when users fill out forms
- Clicks on videos
- Scroll depth
Google also collects information about you from its Doubleclick tracking and profiling service, from ad-supported apps on your Android or iOS device, from your YouTube and Gmail activity and from your Google account. This data is put together and used to make inferences about your age, gender, interests, hobbies, shopping habits and living circumstances.
If you already have GA cookies, they will be updated with the latest information about your visit to the site.
As we cannot access any personal data about you ourselves, we are not the Data Controller for your Google Analytics or Doubleclick profile data. You would need to contact Google directly for this information.
You have the right to object to this tracking and to stop it happening.
If you would like more detail about the methods used however, please get in touch at firstname.lastname@example.org
How do I prevent being tracked by Google Analytics?
If you are uncomfortable with this tracking, you can take the following actions:
- Use a tracking-blocker, such as Privacy Badger
- Clear cookies after every browsing session
- Install the Google Analytics opt-out extension
We use social media to inform, educate and engage new potential supporters. We may target ads using social media at audiences that look like they have an interest in Depaul UK’s work.
If you have given us consent to use your image or become a case study to help promote our work we may post this on our Social Media outlets.
We want to remind you that information shared on social media, on our pages or in private messages may be used or sold by the provider, such as Facebook, Twitter or Youtube, for commercial purposes.
Email and Newsletter Subscribers
If you subscribe to our mailing list, you will be automatically be subscribed to receive email updates. You will only receive information that you have opted in to receive.
Depending on your preferences, we will contact you for the following reasons:
- To share stories about young people
- To update you with news about Depaul UK
- To let you know about opportunities to get involved with Depaul UK campaigns, events and giving
We use Mailchimp to manage our email marketing. Mailchimp store their data in the US although they comply with the EU-U.S. Privacy Shield Framework and the Swiss – U.S. Privacy Shield Framework. They do share data with third parties. We are in the process of moving to a UK-hosted email service who will secure, and keep private all data.
We transfer all contacts to our own database, Raisers Edge which is UK hosted. This system is kept updated with your marketing preferences.
You can change your email marketing preferences at any time, by clicking ‘unsubscribe’ or ‘manage preferences’ on any of our emails or by contacting: email@example.com
Donors, Fundraisers and Supporters
We collect and process information about you if you choose to support us. This could be when you make a donation, volunteer for us, register to fundraise for us, sign up for an event or sign up to receive a publication.
We do not store sensitive personal information that you share with us unless there is a clear and valid reason for doing so.
We will use your information to:
- Provide you with the services, products or information you asked for
- Administer your contact details and give you the opportunity to change your preferences as well as amend errors and update your data
- Manage donations (including processing Gift Aid)
- Support your fundraising activities
- Help with your activities online Keep a record of your relationship with us (including your feedback)
- Ensure we know how you prefer to be contacted
- Understand how we can improve our services, products or information
- Screen and analyse our supporters against a demographic database for the purpose of segmentation, so that we can efficiently and cost-effectively fundraise, and ensure the most suitable level of marketing is carried out across our entire supporter base
- Flag your data record– for example if you request to be removed from certain mailing lists, opt out of any specific data processing, or if you have special requirements
- Conduct surveys so that we can be sure our customer care and services are maintained to a high standard
We may also use your personal information to detect and reduce fraud and credit risk, or for due diligence purposes.
We need to keep the details of financial transactions for 7 years after the financial year of a donors last gift, in the event of a tax or banking enquiry. We will only contact you to thank you. If you say that you would like to hear from us, you will be added to our email subscriber list and will receive regular updates and fundraising asks. You can change your preferences on these updates at any time.
Staff, Volunteers and Boards Members
When you apply for a job, volunteering opportunity or work for us we collect personal and sensitive information about you. We do this to:
- Comply with legal requirements or industry standards, such as to carry out eligibility checks and where relevant Disclosure Barring Services.
- Offer appropriate support or training you need to carry out your role.
- Administer your role, such as payroll or pension services.
- Contact you in relation to your role or organisational information.
- Monitor Equality, Diversity and Inclusion.
Your information is stored on our computer system and in a staff file held by our Human Resources Team and line managers, Board or Committee information is held by our Governance staff.
If you are unsuccessful in your job application, we will hold your personal information for 6 months after we’ve finished recruiting the post you applied for. After this date we will destroy or delete your information. We keep de-personalised statistical information about applicants to develop our recruitment processes, but this does not contain any information that could be used to identify individual job applicants.
Once you stop working for us, we will keep your information for 7 years.
We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively, which donors consistently tell us is a key priority for them. We do this because it allows us to understand the background of the people who support us and helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.
When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available. Such information is compiled using publicly available data about you, for example addresses, listed Directorships or typical earnings in a given area.
What legal basis do we rely on to process your data?
The law requires us to tell you the basis on which we process your data. We will process your -personal data on the following basis:
We may ask for your consent to process your information, such as to send you direct marketing. You can withdraw your consent at any time.
Necessary in the performance of a contract
Where we have a contract or an agreement with you to provide goods or a service. You will not be able to opt out of providing this information because without it we would be unable to do the thing you have asked us to do.
We may process your personal information to comply with legal requirements, such as for fraud prevention purposes when claiming Gift Aid.
The law allows us to process your data if it is in our legitimate interests to do so, but only so long as it does not disproportionately affect your privacy rights, cause you any harm or is overly intrusive.
The law also says we must let you know what we consider our legitimate interests to be. Our legitimate interests are:
- Ensuring that our services meet the needs of our supporters, customers and clients.
- Communicating with supporters, customers and clients to meet our business objectives.
- Ensuring that we make the most efficient use of our resources and we understand how we are performing.
- Ensuring we understand our supporters, customers and clients experiences and views.
If you think that anything we do with your data affects you adversely, you can ask us to stop processing your data.
You can contact us to find out more about this.
How we store your information
We ensure that there are appropriate technical controls in place to protect your personal details. Online forms are always encrypted, our servers are secure and our network is protected and routinely monitored.
Where we hold paper records they are retained securely in a locked cabinet with restricted access.
Sharing your information
Depaul UK staff, volunteers and contractors are appropriately trained and will have access to your information in order to provide the services you have requested.
We do not trade personal data for commercial purposes and will only disclose it if required by law, if it is necessary to arrange your event attendance, or if it is with your consent.
We share some information with our data processors, which are organisations that carry out a service on our behalf, such as to process donations.
We carry out comprehensive checks on companies before we work with them. We have contracts and information sharing protocols in place that are clear about our requirements, especially regarding how they look after the personal data they collect or have access to.
Transfers of data outside of the European Economic Area
Our servers are located in the EEA however occasionally we may use data processors that process and/or store data outside of the EEA.
In these cases, we will take reasonable steps to ensure that the recipient implements appropriate measures to protect your information, for example, by entering into a contract that includes prescribed clauses about the use of data and (if the company is based in the United States, checking that it is accredited under the EU-US Privacy Shield).
Links to other Websites
The Depaul UK website contains links to and from other websites.
This Privacy Notice only applies to Depaul UK and does not cover any other websites that we link to.
Your privacy rights
As an individual whose personal data is processed by Depaul UK you have the following rights:
Right to be Informed: You have the right to be informed about how we are using your data. If you think we are doing something with your information that we have not told you about in this Privacy Notice, you can object to this.
The Right of Access: You can request access to a copy of the personal data that we hold about you.
The Right to Rectification: If you think that the personal data we hold about you is inaccurate or incomplete, you have a right to request that it be rectified.
The Right to Erasure: You can ask us to delete your personal data where it is no longer necessary for us to use it, where you have withdrawn consent (if we process based on consent), or where we have no lawful basis for keeping it.
The Right to Restrict Processing: You can ask us to restrict the personal data we use about you where you have asked for it to be erased or where you have objected to our use of it.
Right to Data Portability: You can ask us to provide you, or a third party (if possible), with some of the personal data we hold about you in a structured, commonly used, electronic form, so that it can be easily transferred.
Right to Object: You can object to the processing of your personal data. You should note that this right does not apply in all circumstances, for example, where we are processing information because it is necessary in the performance of contract we will not be able to stop processing this information.
To exercise your rights please contact us.
Fundraising Preference Service
You can choose to stop email, telephone calls, addressed post and/or text messages directed to you personally from a selected charity or charities. For more information please visit https://www.fundraisingregulator.org.uk/the-fundraising-preference-service/
If you are not satisfied with the way that we have dealt with your personal data, please let us know and we will try and resolve your concerns. If you are not satisfied with the outcome, you can make a formal complaint through our Complaints procedure.
If you are still not happy with our response, you have the right to complain directly to the Information Commissioners’ Office https://ico.org.uk Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: 0303 123 1113.