At YMCA East Surrey, we are committed to protecting your personal information and we want you to feel assured that any personal information you give us is held securely and safely, whether we are providing support services to you, you are working for us, or supporting us through campaigning, donations, volunteering or fundraising/events.
This Privacy Notice (“Notice”) sets out our data processing practices and your rights and options regarding the ways in which your personal information is collected (including through our website – www.ymcaeastsurrey.org.uk) and used.
- Who we are
- What information we might hold about you
- How we collect information from you
- How and why we use your information
- Sharing your information with third parties
- Keeping your information safe
- Transfer of your information outside of Europe
- Links to other websites
- How long we hold your information for
- Marketing communications
- Legal basis for using your information
- Your rights
- Children’s personal information
- Changes to this Notice
1. Who we are
YMCA East Surrey is a vibrant charity that has been actively supporting the local community since 1871. We help people to believe in themselves, support them to achieve their goals and inspire them to be the best they can be by providing services that focus on those who are vulnerable, have a disability or face disadvantage. This includes working with children, youth and families in the community, providing housing, running health and wellbeing activities, and offering a range of other inclusive activities.
YMCA East Surrey is registered as a charity (charity number 1075028) and is a registered limited company (no: 03716594), with its registered office at YMCA East Surrey, Princes Road, Redhill, Surrey, RH1 6JJ. It is also registered with Ofsted no: RP904717 and a Registered provider of social housing no: 4854.
YMCA East Surrey is affiliated to YMCA England & Wales, its national body, and shares its passion to stand up for young people, to speak out on national issues that affect their lives and help them to find confidence in their own voice.
YMCA East Surrey is a “data controller” for the purposes of the UK General Data Protection Regulation (UKGDPR) which means it is responsible for, and control the processing of, your personal information. For further information on this Policy or our privacy practices, please contact our Data Protection Lead by:
writing to us at YMCA East Surrey, Princes Road, Redhill, Surrey RH1 6JJ
calling us on 01737 779979
emailing to firstname.lastname@example.org
2. What information we might hold about you
The type of personal information data we hold on to you can include the following:
- name, address, telephone number(s), email address, IP address
- date of birth, race and sex, where relevant
- your hobbies and interests
- your history relevant to the support you receive from us
- records of your correspondence with us
- medical/health details where relevant
- banking details
- criminal records
- your Benefit(s) and other such information
- CCTV images (see our CCTV Policy)
- your case studies/stories
- donations/gift details
3. How we collect information from you
We collect information about you in the following ways:
When you interact with us directly: This could be if you ask about our activities, register for an event, make a donation to us, sign up to our health and wellbeing services, apply for a job or to do volunteering or otherwise provide us with your personal information. This includes when you phone us, visit our website, or get in touch by post or in person.
When you interact indirectly with us through partners or suppliers working on our behalf: This could be where you access a service which is delivered through a trusted organisation working on our behalf, for example if you apply for housing, we may be working with local authorities.
When you interact indirectly with us through third parties: This could be where you have given a donation through a third party, such as JustGiving, or other third parties that we work with and who have provided your consent for personal information to be shared with us.
When you visit our website: We gather information which might include which pages you visit most often and which services, event or information might be of most interest to you. We may also track which pages you visit. We do this to make improvements to provide the best service and experience for you. We also use “cookies” to help our site run more effectively. Please refer to our separate Cookies policy on our website at www.ymcaeastsurrey.org.uk for more information.
Social media: When you interact with us on social media platforms such as Facebook, WhatsApp or Instagram we may also obtain information about you, for example when you publicly tag us in an event photo. The information we receive will depend on the privacy preferences you have set in those types of platforms.
4. How and why we use your information
We collect your personal information to be able to provide the support and services that you have applied for, to process your donations, and to sign you up for fundraising/events. These may include when:
- you sign up for gym membership or a group exercise class
- your child takes part in an activity or event
- you register for an activity/event
- you apply for accommodation with us
- you engage with housing-related support services
- we take photos or videos and you give your consent for us to use these
- you choose to share your story or endorsement
- you make a donation or engage with our fundraising activities
- you apply for a job or volunteering
- you visit our website
- you sign up for our newsletter
- a family member or friend contacts us on your behalf
We also use your personal information where we:
- provide you with volunteering opportunities, ways to donate and ways to fundraise
- for internal administration including accounting and gift aid procession
- to respond effectively to complaints
- keep a record of your relationship with us
- need to comply with the Charites (Protection and Social investment) Act 2016 and follow the recommendations of the official register of charities, and the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risk associated with accepting their donations
- need to update you with important messages about your donation or event or service you have requested
- contact you about our work and how you can support us
- invite you to participate in surveys or research
- can develop a better understanding of our supporters
- keep in touch with you on information that you have said that you would like to receive or that is in your interest to receive
We may also collect and use “sensitive personal information” about you. This is information that can include information about your health, race, ethnic origin, and sexual orientation, religious and political beliefs. Where we hold your sensitive personal information we will treat that information with extra care and confidentiality and always in accordance with this Policy.
We will only use this sensitive personal information for dealing with your enquiry, training, services and quality monitoring or evaluating the service we provide. We will not pass on this sensitive personal information without your express permission except in exceptional circumstances, which might include anyone reporting serious harm to yourself or others, or harm to children such as physical abuse or exploitation, or if the law requires us to do so. Where you have given us your express consent to use your sensitive personal information, for example, by submitting your story, we may also publish it on our blog or on our other social media.
5. Sharing your information with third parties
The personal information we collect about you will be mainly used by our staff (and volunteers) at YMCA East Surrey so that they can support you. We will never sell or share your personal information with organisations so that they can contact you for marketing activities. We also never sell any information about your browsing activities.
We will never share your personal information except where:
- you have given us your permission to do so
- have genuine concerns for the safety and welfare of you or others
- we are required by law, for example to law enforcement agencies, judicial bodies, government entities, tax authorities or other regulatory bodies
- it is necessary to protect YMCA East Surrey, for example, in cases of suspected fraud
- we have engaged third party suppliers who help deliver our services, including fundraising agencies. In these cases, we have set up a written contractual agreement that will ensure that those organisations can only use the data provided for the specific purposes we direct them to do, and that they have in place strict security requirements in order to protect your personal data in compliance with the law.
6. Keeping your information safe
We take looking after your information very seriously. We have implemented appropriate physical, electronic and managerial measures to protect the personal information we have under our control, both on and off-line, from improper use, access, alteration, destruction and loss.
Unfortunately the transmission of information over the internet is not always completely secure, and while we have done our best to protect your personal information sent to us in this way, we cannot guarantee the security of data transmitted on our website. However, we have procedures in place to deal with any suspected data security breach and will notify you of a suspected data security breach where we are legally required to do so.
7. Transfer of your information outside of Europe
To deliver services or manage our relationship with you, it is sometimes necessary for us to share your personal data outside the European Economic Area (EEA), e.g. when your or our service providers are located outside the EEA; or if you are based outside the EEA.
We will, however, take reasonable steps to ensure any such supplier has in place appropriate measures to protect your information in the same way as under UKGDPR and any contract includes appropriate clauses about the use of data.
8. Links to other websites
We occasionally link our website directly to other sites. While we try to link only to sites that share our high standards and respect for privacy we cannot guarantee that this is the case. Therefore, we cannot take any responsibility for the content or the privacy practices employed by other sites. We encourage you to read the privacy notices of any external websites you visit via links on our website.
9. How long we hold your information for
YMCA East Surrey will not retain information for longer than is necessary and reasonable for the relevant activity for what it was collected. The length and time we retain your personal information is also determined by operational and legal considerations, for example, we are required to hold some types of information to fulfil our statutory and regulatory obligations. These include for health/safety, tax/accounting purposes, where a supporter has kindly pledged a legacy to us in their Will, for gift aid purposes, or where personal information might be relevant to a future safeguarding enquiry to comply with our insurance and safeguarding guidance.
10. Marketing communications
We will usually only contact you about our work and how you can support us (marketing) by email, if you have agreed for us to contact you in this manner. Occasionally, we may contact you by phone, post or SMS, if you have provided us with your contact details and have said you are happy for us to contact you via these methods for marketing to send you information about our work and how you can support us.
You can update your choices or ask us to stop us sending you these communications anytime by contacting us using the contact details in section 1 above (Who we are), or using the unsubscribe link at the bottom of relevant marketing communications.
11. Legal basis for using your information
Data protection requires us to rely on one or more legal grounds to process your personal information. We consider the following grounds to be relevant:
- Consent: where you have given us consent to do so
- Performance of a contract: where we are entering into a contract with you, for example, if you take out a gym membership
- Legal obligation: where we need to comply with a legal or regulatory obligation, for example, where we might be ordered by a court to do so
- Vital interests: where it is necessary to protect the life or health (for example, in the case of a medical emergency suffered at one of our events) or a safeguarding issue that requires us to share your information with emergency services
- Legitimate interests: where it is reasonably necessary to achieve our vision of ensuring that everyone in need of our support gets such support. Where we do so we make sure that we take into account your rights and interests and will not do so if we feel that there is an imbalance to your rights. Some examples where we use it might be for conducting research to better understand who our supporters are, for improving our services, for legal purposes dealing with complaints or claims or for complying with guidance from the Charity Commission.
12. Your rights
You have various rights to the personal information we hold about you which are set out below.
- Access to personal information: you have the right to request access to a copy of the personal information we hold about you, along with how we use it, why, who we share it with, how long we keep it and if it is used for automated decision making. It is free of charge. Requests must be in writing and evidence of identity must be provided.
- Right to object: you can object to our processing of your personal information where we are relying on legitimate interests and there is something on this reason you wish to raise an objection. You can also object to any marketing use. You can do so by contacting us using the contact details in section 1 (Who we are) above.
- Consent: where you have given consent you can withdraw it at any time
- Rectification: you can ask us to change or update any inaccurate or incomplete personal information held on you
- Erasure/Right to be Forgotten: you can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn your consent, or where we have no lawful reason to keep it
- Portability: you can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so that it can be easily transferred
- Restriction: you can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.
If you wish to exercise any of these rights or make a complaint, you can contact us by:
writing to us at YMCA East Surrey, Princes Road, Redhill, Surrey RH1 6JJ
calling us on 01737 779979
emailing to email@example.com
You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office at https://ico.org.uk
13. Children’s personal information
When we process children’s personal information (under the age of 18), where required by law we will not do so without their consent or, where required, the consent of a parent/ guardian. We will always have in place appropriate safeguards to ensure that children’s personal information is handled with due care.
Your communications with our teams (including by telephone or email) may be monitored or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.
15. Changes to this Notice
We may update this Notice from time to time. We will notify you of significant changes by contacting you directly where reasonably possible for us to do so and by placing an updated notice on our website. This Notice was last updated on 6 September 2023.
This website is owned and operated by YMCA East Surrey, Princes Road, Redhill, Surrey RH1 6JJ