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.
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 us at admin@ymcaeastsurrey.org.uk
The type of personal information data we hold on to you can include the following:
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.
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:
We also use your personal information where we:
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.
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:
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.
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.
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.
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.
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.
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:
You have various rights to the personal information we hold about you which are set out below.
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 us at admin@ymcaeastsurrey.org.uk
You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office at https://ico.org.uk
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.
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