\n| \n Purpose<\/strong><\/p>\n<\/td>\n| \n Legal justification<\/strong><\/p>\n<\/td>\n<\/tr>\n\n| \n Campaigning and Advocacy Team<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Campaigning <\/strong>\u2013 to give children and families a voice. Newlife uses personal information from children we have helped, to demonstrate issues that families face every day.<\/p>\n<\/td>\n| \n Explicit Consent (special category) \u2013 to use children\u2019s\/family personal information, we will seek consent.<\/p>\n<\/td>\n<\/tr>\n | \n| \n Working with local statutory bodies <\/strong>\u2013 We look to work with professionals and relevant health and local authorities when we believe that they have an obligation to<\/p>\nprovide the child with the equipment that is<\/p>\n<\/td>\n \n We share information with local statutory bodies based on pursuing legitimate interests. We believe this to be in the best interests of the child and family to get<\/p>\n equipment funded by the authority where<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n <\/p>\n \n\n\n| \n needed. In many cases, once an authority is aware of the child\u2019s needs, they will fund the equipment needed and be aware of the wider needs of the child and family.<\/p>\n<\/td>\n | \n appropriate and possible, and allowing Newlife to help more children in need. In so far as the information includes special categories of data (health data), we share this on the basis that it is necessary for the provision of health or social care, and the processing is carried out under the<\/p>\n responsibility of health professionals.<\/p>\n<\/td>\n<\/tr>\n | \n| \n Child and Family Team<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Nurse Helpline \u2013 <\/strong>Callers can remain anonymous or choose to give their name\/contact details. The purpose is to give information, support and care to families of disabled and terminally ill children through either phone calls, emails or nurse chat via our website.<\/p>\n <\/p>\n Initially calls are answered by the Newlife Nurse reception team, which is operated by Connect Assist Limited, the UK\u2019s only fully trained Call Centre working on behalf of charities and government contacts.\u00a0 The Connect Assist advisors are trained by our Newlife Nurse team to answer the call and navigate the call according to the needs of the caller.\u00a0 Full due diligence was completed on Connect Assist, trustee approval was sought, and a Data Protection Impact Assessment was completed prior to the launch of the service.\u00a0<\/p>\n <\/p>\n Calls answered by the Newlife Admin reception team are recorded and this is acknowledged to the caller before the call is put through to the team.\u00a0 The message states \u2018Calls are recorded for training and quality purposes.\u2019\u00a0 The Newlife Nurse team listen to three random calls per month to ensure the quality of service from the reception team and if any complaints are made then (if possible) we may also listen to the call to understand fully and investigate the complaint.\u00a0 All calls are retained for three months prior to being deleted.\u00a0 Please note that once transferred to a nurse or in the case of a nurse call back, calls are not recorded at this point.<\/p>\n<\/td>\n \n Explicit consent (special category) – we will verbally ask families, who pass on personal data, that they give permission for Newlife to store the data on a database that is viewed by internal team members and the Newlife Nurse reception team to give Newlife team members the ability to respond to the needs of a child quickly when they arise.<\/p>\n <\/p>\n Legal Obligation \u2013 If a safeguarding issue is highlighted then we will pass on concerns to relevant authorities including social workers and child protection teams.<\/p>\n<\/td>\n<\/tr>\n | \n| \n Equipment services \u2013 <\/strong>Newlife provides equipment either as a grant or a loan through its many unique services.<\/p>\nEquipment has the power to change children\u2019s lives. To provide the equipment, Newlife needs to collect personal\/health data to assess the child\u2019s needs and to ensure that appropriate equipment is provided at the pace required. These services include:<\/p>\n <\/p>\n \u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Equipment Grant Service<\/p>\n \u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Emergency Equipment Loan Service<\/p>\n \u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Play Therapy Pod Service<\/p>\n<\/td>\n \n Legitimate Interests – contact details including addresses are passed to third parties who deliver the equipment on behalf of Newlife to ensure that the families receive the approved equipment they applied for.<\/p>\n <\/p>\n Consent \u2013 we seek consent for the following:<\/p>\n <\/p>\n – for families to receive information about Newlife\u2019s services<\/p>\n – for a photo of the child to be provided and used to help us demonstrate the impact of Newlife\u2019s services through the media and to allow us to thank donors and show them the difference they have made.<\/p>\n – to ask families if they will allow a fundraiser to contact them regarding supporting the charity either through volunteering or fundraising.<\/p>\n <\/p>\n Explicit consent (special category) \u2013 We seek explicit consent for the following:<\/p>\n <\/p>\n -To allow Newlife to pass details to a member of the communications and marketing team to contact the family regarding writing an appeal to raise awareness and funds for the equipment required through the local and possibly national press.<\/p>\n – To allow Newlife to pass on personal and some health information to fundraising donors and supporters (anybody who has donated to Newlife) to demonstrate the impact of equipment provision.<\/p>\n – To give permission to pass details on to external partners of Newlife for conducting research relevant to Newlife\u2019s services.<\/p>\n <\/p>\n Legitimate Interest<\/p>\n <\/p>\n –\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 We share information with professionals and local statutory bodies to ensure the right piece of equipment is provided and in the pursuit of legitimate interests. We believe that this is in the best interests of the child and family to get equipment funded by the authority.<\/p>\n <\/p>\n All data provided will be stored on a secure database, with limited access internally and by our Newlife Nurse reception team.<\/p>\n We will only share this data with other people externally if we are legally obliged to do so, if we have consent, or to enable us to deliver the equipment requested.<\/p>\n <\/p>\n Legitimate interest to seek feedback and understand impact of equipment provided.\u00a0 We will contact families who have received equipment from us, to get feedback on the equipment and service provided.\u00a0 We will also ask questions related to the difference the equipment has made.\u00a0 This will help us to improve what we offer to families, raise additional funds to help more children and as such is in the interests of families of disabled children.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n <\/p>\n \n\n\n| \n Delivery of Play Therapy Pods <\/strong><\/p>\n <\/p>\n To deliver Play Therapy Pods to families with disabled children, the child and family team\/Newlife transport team arrange deliveries with external couriers.\u00a0 These deliveries are recorded on the courier\u2019s database, and they retain personal information for only as long as is necessary.<\/p>\n <\/p>\n \u00a0<\/strong><\/p>\n<\/td>\n| \n <\/p>\n <\/p>\n \u00a0Legitimate Interests \u2013 to enable Newlife to \u00a0\u00a0\u00a0\u00a0<\/p>\n \u00a0provide the service requested by the family we<\/p>\n \u00a0need to share personal data with third party<\/p>\n \u00a0couriers to deliver the equipment.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Communications and Marketing Team<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Website <\/strong>– to demonstrate Newlife\u2019s purpose and impact to supporters, families, donors, stakeholders, volunteers etc.<\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n Applications to charitable services \u2013 most applications to all our charitable services are made via an online web form. This will be temporarily stored on Newlife\u2019s website database which is hosted by WP engine.\u00a0 The application is then imported to our internal Child and family database which is hosted in Microsoft Azure.<\/p>\n<\/td>\n \n Explicit consent (special category) – to use children and families personal and health data to demonstrate need (when appealing for fundraising support) and to demonstrate impact.<\/p>\n <\/p>\n We seek separate permission from any data subject who is featured on the website.<\/p>\n <\/p>\n Legitimate Interest \u2013 this enables us to process any application that is submitted by our beneficiaries.\u00a0 The application and all accompanying documentation (e.g. supporting letters) are only stored on our website platform for a short period of time until the application is imported, and it is then automatically deleted from the website.\u00a0<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Social media – <\/strong>to communicate privately and publicly as required. To provide up-to date information to demonstrate Newlife\u2019s impact and purpose.<\/p>\n<\/td>\n| \n Legitimate Interests \u2013 Newlife requires personal information (including contact details) to respond to any enquiries\/requests etc. We will ensure that private messages sent to us via social media are responded to in private.<\/p>\n <\/p>\n Explicit Consent \u2013 we will seek consent if we want to post on social media regarding any data subject\u2019s personal\/health data.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Marketing emails<\/strong> – where individuals have expressed an interest in receiving information about the work of the charity, its services and how to support Newlife, as well as Newlife stores or online shopping, we will email them electronic newsletters and updates where applicable.<\/p>\nWe use an external platform, Mailchimp, to store data including names and email addresses of individuals who have signed up to receive marketing emails onto relevant mailing lists, and to send emails to these mailing lists. The lists are automatically cleaned by Mailchimp every six months, and manually monitored annually.<\/p>\n<\/td>\n \n Consent \u2013 we will only email individuals who have given opt-in consent to allow us to send information and updates. Each team will seek verbal or written consent prior to any action taken.<\/p>\n <\/p>\n <\/p>\n Legitimate Interest \u2013 in the case of professionals who provide their names and email addresses via our application forms, these are added to our Professionals mailing list under legitimate interest. There is an opt-out option on every email sent.<\/p>\n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Use of Cookies<\/strong><\/p>\nFor both the charity website and our Newlife online site, we store your cookie preferences.\u00a0 This will identify your online preferences to provide relevant advertisements to you.<\/p>\n<\/td>\n \n Consent \u2013 you will receive a cookie notification when you open either website page.\u00a0 If you click yes\/agree this is a lifetime agreement, however you can at any point log-in and manage your cookies to change this agreement if you so wish.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Contacting data subjects – <\/strong>we do ask those \u00a0\u00a0\u00a0who benefit from our services, including families of disabled children whether they would be happy to speak to a member of our communications and marketing team.<\/p>\n <\/p>\n We can also ask other data subjects affiliated with Newlife if they are willing to speak to the communications and marketing team, including volunteers, fundraisers, customers, stock donors and team members.<\/p>\n <\/p>\n Newlife will work with third parties including \u00a0<\/p>\n experienced PR agencies to assist with<\/p>\n securing national and local PR coverage when<\/p>\n the data subject has given consent for Newlife<\/p>\n \u00a0to process their data for media purposes.\u00a0<\/p>\n \u00a0Newlife will inform the data subject if their data<\/p>\n \u00a0will be transferred to any agency that Newlife is<\/p>\n \u00a0working with and obtain their consent for<\/p>\n \u00a0this.<\/p>\n <\/p>\n Customer style card \u2013 a customer is given the option of signing for a Newlife style card when they make a purchase at our tills.\u00a0 Once signed up they will receive two to three emails per week with general updates, offers, invitations to specials events.<\/p>\n \u00a0<\/strong><\/p>\n<\/td>\n| \n Consent\/Explicit consent \u2013 our communications and marketing team will not contact data subjects regarding potential press activity without the consent of the data subject. This will be sought by the department that the data subject has given data to.<\/p>\n <\/p>\n Consent\/Explicit consent: –<\/p>\n –\u00a0\u00a0\u00a0 that the family agree for a member of the communications and marketing team to contact them about a PR opportunity.<\/p>\n <\/p>\n \u00a0\u2013 for each PR campaign, Newlife will obtain\u00a0<\/p>\n \u00a0\u00a0\u00a0 consent to work with the family and that the<\/p>\n \u00a0\u00a0\u00a0 family\/data subject agrees to give consent\u00a0\u00a0<\/p>\n \u00a0\u00a0\u00a0 for their data to be processed through<\/p>\n \u00a0\u00a0\u00a0 local\/national appeals\/interviews\/radio or\u00a0\u00a0<\/p>\n \u00a0\u00a0\u00a0 regional\/national\/local coverage etc.<\/p>\n <\/p>\n <\/p>\n <\/p>\n Consent \u2013 customers give their consent at the tills for Newlife to send these updates and opt- out is available with every email sent.<\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n To share personal details with press<\/strong><\/p>\n<\/td>\n| \n Explicit Consent \u2013 we will not share personal details with press for a media story or other purpose without the consent<\/p>\n \u00a0 of the data subject.<\/p>\n <\/p>\n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n CSR Support Team<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Managing stock donor relationships \u2013 <\/strong>We receive stock from hundreds of stock donors including high street stores, manufacturers, supermarkets, designer labels etc. We co-ordinate stock donations, arrange collection through external transport companies and manage the relationships with the donors sending them updates and we are legally obliged to send them annually a \u2018duty of care\u2019 letter.<\/p>\n<\/td>\n| \n Legal \u2013 we are legally obliged to process data that enables us to send the \u2018duty of care\u2019 letter annually to report on how we have used the stock they have donated. We store company data on our stock relationship database.<\/p>\n <\/p>\n Contract \u2013 we contact and store data that relates to the collection and management of stock in line with the donor requirements.<\/p>\n <\/p>\n Consent \u2013 we will seek consent if we are publicising the relationship with the donor in any external publication, website, and<\/p>\n \u00a0correspondence.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Facilities and Health & Safety Team<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Health & Safety & Risk assessments \u2013 <\/strong>When a member of the public, team member or a volunteer is involved in an accident we will complete an accident form (or near miss form if applicable) to collect relevant data. We will also complete risk assessments for the above categories when required (e.g. pregnancy, health issues raised through doctors fit-note\/return to work etc.)<\/p>\n <\/p>\n <\/p>\n <\/p>\n<\/td>\n \n Legal \u2013 we are required to complete an accident form\/near miss form when an incident occurs. We are required if the incident is serious to contact the Health Safety Executive (HSE) and RIDDOR.<\/p>\n <\/p>\n Explicit Consent \u2013 we will seek consent from the individual to obtain a fit note where appropriate and to facilitate the right working conditions and\/or return to work.<\/p>\n This data will only be processed by the people team, the Health & Safety team and the relevant manager.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Driving for Work Purposes<\/strong><\/p>\nAll team members and volunteers who either use a company car or claim business mileage, Newlife needs to see driver\u2019s license and insurance documentation.<\/p>\n <\/p>\n Forklift and Van drivers<\/strong><\/p>\nWe keep copies of our driver\u2019s license prior to use.<\/p>\n <\/p>\n<\/td>\n \n Legal \u2013 we are duty bound to check that all team members and volunteers have a valid driving license before they can drive on behalf of Newlife.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n CCTV \u2013 <\/strong>We have CCTV for security, health and safety, assessment & improvement and compliance purposes within our stores and warehouses. Signs are up within all premises\/estates explaining their purpose.<\/p>\n<\/td>\n| \n Legal \u2013 we only store CCTV images for 30 days. We share these with the police when requested to do so or if a criminal act has<\/p>\n occurred on any of our premises.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Contracts \u2013 <\/strong>We set up several service contracts to provide services to Newlife including cleaning, gas\/electric, post, waste disposal, gardening\/window cleaning services, deliveries of stock and supplies.<\/p>\nWe have a designated contact for each and<\/p>\n set-up a contract to manage what is expected.<\/p>\n<\/td>\n \n Legitimate Interest \u2013 It is in Newlife\u2019s and the contractors\u2019 best interests to have direct contact with each contractor. We will add in conditions to the contracts to ensure that all contractors are GDPR compliant where they are processing data as part of the contract in line with our data protection policy.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Finance and Audit Team<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Banking and tracking of income – <\/strong>We bank and track all income that is donated or raised on behalf of Newlife.<\/p>\nThis includes online giving, giving through<\/p>\n third parties (such as Just Giving) and all donations received either by hand, by post, or direct to our bank account. We track all donations received via internal spreadsheets and ensure all restricted income is used for the purpose intended.<\/p>\n We input all donors onto SAGE database and if relevant onto Raisers Edge, a fundraising relationship database.<\/p>\n<\/td>\n \n Legal \u2013 we have a duty to ensure all financial records are available for audit purposes annually. We are also legally<\/p>\n obliged to retain all financial records for at least six years in case of inspection by HMRC.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Managing expenditure and invoices \u2013 <\/strong>We track all expenditure that is spent on behalf of Newlife. We have an internal control system (including use of purchase orders) to authorise payment. We also have a \u2018four eyes\u2019 approach for senior management to authorise BACS online payments. All expenditure is logged on<\/p>\nSAGE database.<\/p>\n<\/td>\n \n Legal \u2013 we have a duty to ensure all financial records are available for audit purposes annually. We are also legally obliged to retain all financial records for at least six years in case of inspection by HMRC.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Payroll and Any Other Expenditure (AOEs)<\/strong><\/p>\n <\/p>\n While it is the People Team who co- ordinate payroll with an external payroll facilitator, on the amount to be paid, the finance and audit team are securely emailed the report from the facilitator and then upload this for online payment which is signed off by leadership team members.<\/p>\n<\/td>\n \n Legal \u2013 we have a duty to ensure all financial records are available for audit purposes annually. We are also legally obliged to retain all financial records for at least six years in case of inspection by HMRC.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n <\/p>\n<\/td>\n | \n Fundraising Team<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n <\/p>\n<\/td>\n | \n \u00a0Newlife will obtain personal contact information \u00a0<\/p>\n \u00a0from you when you enquire or register for one<\/p>\n \u00a0of our activities or events, subscribe to receive<\/p>\n \u00a0a digital or postal communication, make a<\/p>\n \u00a0donation to us or otherwise provide us with<\/p>\n \u00a0personal information. You may receive follow<\/p>\n \u00a0up information from us that is relevant to this<\/p>\n \u00a0activity, including how your support is helping.<\/p>\n \u00a0<\/strong><\/p>\n\u00a0<\/strong><\/p>\n\u00a0<\/strong><\/p>\nWhat information do we collect? <\/strong>This<\/p>\n\u00a0information consists of (but is not limited to) \u00a0\u00a0<\/p>\n \u00a0name, postal address, email address,<\/p>\n \u00a0telephone or mobile number, bank account<\/p>\n \u00a0details, debit or credit card details and whether<\/p>\n \u00a0or not you are a taxpayer so that we can claim<\/p>\n \u00a0gift aid on your donations.<\/p>\n \u00a0Where it is appropriate we may also ask for:<\/p>\n -Information relating to your health (for example if you are taking part in a challenge style event)
– Date of Birth
– Why you have decided to donate to us. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us.
– Newlife may also use publicly available information to identify people who may be interested in a high-profile public association with us. This information may include newspaper or other media coverage, open postings on social media sites such as LinkedIn and Twitter and data from Companies\u2019 House.<\/p>\n \u00a0We use the information we receive to:<\/p>\n –\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Administer your donation(s) or your sign up to our events, lottery draws and\/or raffles. In addition, we may use your information to claim gift aid.
– Keep a record of your relationship with us.
– Enable us to record how you\u2019d like to hear from us.
– Understand how we can keep improving our fundraising products, services and information.
– Ensure we are being compliant with various laws.
– Occasionally invite you to participate in surveys from Newlife so we can continually improve what we do.<\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n Prospective Donor Research<\/strong><\/p>\n <\/p>\n Before contacting potential major donors, high net worth individuals, and philanthropists we may want to undertake research to better understand their engagement with Newlife and their potential interest in supporting our major projects. This research helps us to understand more about individuals so we can focus conversations we have about fundraising and volunteering in the most effective way and ensure that we provide an appropriate experience. This research will help us target communications in a more focused, efficient, and cost-effective way and help us to understand what type of charitable project prospective donors may find interesting, the level of support that would be appropriate, and how to personalise our initial contact.<\/p>\n In researching potential major donors, high net worth individuals, and philanthropists we may consider business and family networks, publicly available information relating to: residential location, wealth and assets, career, donations to other organisations, along with their hobbies and interests. The purpose of this research is to help identify new supporters, create a profile of their interests and financial capacity, and to evaluate their ability to support our major projects.<\/p>\n To aid us in this research we may use information the donor has already provided and combine it with additional information from publicly available sources such as Google, newspaper and magazines articles, Companies House records, charities, and any other information they have chosen to make public, for example on LinkedIn, public social media profiles, or corporate websites. We may also use additional information such as geographical information for measures of affluence where available. To do this efficiently, we may also use trusted third-party specialist companies that collate and analyse information from public registers alongside statistical social-economic data to automate some of this research work.<\/p>\n <\/p>\n <\/p>\n<\/td>\n \n \u00a0Consent – we use marketing communications \u00a0<\/p>\n \u00a0to keep you up to date with what we\u2019re doing, \u00a0<\/p>\n \u00a0how you can get involved, and news and<\/p>\n \u00a0features about the charity which we feel will be<\/p>\n \u00a0of interest to you. This may include newsletters,<\/p>\n \u00a0surveys, direct mail appeals, fundraising<\/p>\n \u00a0opportunities or updates about Newlife. We use<\/p>\n \u00a0a variety of methods to send marketing to you.\u00a0\u00a0 \u00a0We include an opt-out opportunity within all marketing communication.<\/p>\n <\/p>\n \u00a0Consent – electronic marketing includes the use<\/p>\n \u00a0of email and text messages. We\u2019ll always ask<\/p>\n \u00a0your permission before we send you electronic<\/p>\n \u00a0marketing. You can choose any combination of<\/p>\n \u00a0these methods and you can always tell us, at<\/p>\n \u00a0any time, if you no longer want to receive these<\/p>\n \u00a0communications.<\/p>\n <\/p>\n \u00a0Post – t<\/strong>his is where you receive information<\/p>\n\u00a0about the charity through your letter box. Postal marketing enables us to contact a wide<\/p>\n \u00a0range of individuals and is an easy way to keep<\/p>\n \u00a0you updated. It allows you to donate and get<\/p>\n \u00a0involved in your own time and in a way which<\/p>\n \u00a0isn\u2019t intrusive for you.\u00a0 For this reason, and after \u00a0\u00a0\u00a0\u00a0\u00a0careful consideration, we use our legitimate interests to send marketing in this way. You can always tell us if you no longer want to receive post from us.<\/p>\n <\/p>\n \u00a0Telephone<\/p>\n \u00a0Where it is appropriate and relevant, and you<\/p>\n \u00a0have provided us with a telephone number, we<\/p>\n \u00a0will occasionally call you to tell you about ways<\/p>\n \u00a0to give or raise money for us, to campaign for<\/p>\n \u00a0us and to volunteer for us. We do this as we<\/p>\n \u00a0consider it is a\u00a0legitimate interest<\/a>\u00a0to<\/p>\n\u00a0communicate with you about ways you can support us. We will not contact you by phone for marketing purposes if your number is registered with the Telephone Preference Service, unless you have agreed to receive calls from us.<\/p>\n \u00a0<\/strong><\/p>\n\u00a0Changing your marketing preferences<\/strong><\/p>\n\u00a0You can stop receiving marketing<\/p>\n \u00a0communications altogether or change your<\/p>\n \u00a0preferences at any time either by following the<\/p>\n \u00a0instructions in the communication you have<\/p>\n \u00a0received or by contacting our Supporter<\/p>\n \u00a0Services Team.<\/p>\n <\/p>\n \u00a0We won\u2019t use your information for marketing<\/p>\n \u00a0purposes if you have asked us not to.<\/p>\n <\/p>\n <\/p>\n \u00a0Post Donation communication<\/strong> – Legitimate Interest \u2013 so that we can let you know how your kind support has made a real difference and changed children\u2019s lives.\u00a0 We may need to share limited information with our service providers who help us to prepare and issue our communications or process your donations and other responses. However, we will not allow these organisations to use your data for their own purposes and will take care to ensure that they keep your data secure.<\/p>\n <\/p>\n <\/p>\n <\/p>\n We conduct this research on the legal basis of Legitimate Interest. If you would prefer us not to use your data in this way, please email us at dataprotectionteam@newlifecharity.co.uk<\/a> or call us on 01543 462777<\/p>\n <\/p>\n<\/td>\n<\/tr>\n \n| \n Governance and Compliance Team<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Incoming\/outgoing post \u2013 <\/strong>We receive and send out mail daily. Mail sent in is opened securely within an open office environment and date stamped before being processed and sent to the relevant individual\/department.<\/p>\n<\/td>\n| \n Legitimate Interests \u2013 we process the mail that is sent to us, and it is opened securely and is then forwarded to the intended recipient only.<\/p>\n <\/p>\n All sent mail, is collected directly by Royal Mail.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Trustees personal details \u2013 <\/strong>We receive, process and store personal details of our trustees including contact details and biographical information so that we can contact where appropriate and share information when it is pertinent to do so.<\/p>\n<\/td>\n| \n Legitimate Interests \u2013 we need to process details of all mentioned to arrange meetings, send papers\/information and contact when required.<\/p>\n <\/p>\n Consent \u2013 we will not share personal data with others without the consent of the data subject unless there is a legal obligation or<\/p>\n duty.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Correspondence from any data subject including complaints, requests, or any matter related to a data subject\u2019s rights.<\/strong><\/p>\n <\/p>\n A data subject has rights in relation to how we process and store their personal data. Any requests or complaints in reference to the above will be processed in line with Newlife\u2019s data protection policy.<\/p>\n <\/p>\n We also receive complaints or requests for information that do not relate to the processing of data, but our day-to-day activity as a charitable incorporated<\/p>\n organisation.\u00a0 All complaints will receive an outcome within 30 days unless an extension is required. In this case the complainant will be informed<\/p>\n<\/td>\n \n <\/p>\n <\/p>\n <\/p>\n <\/p>\n Legal \u2013 we have a duty to ensure that the rights of a data subject are met and to ensure that we are in all cases fairly and lawfully processing data. We also have a legal duty to investigate all complaints that relate to unlawful activity.<\/p>\n <\/p>\n Legitimate Interests \u2013 if we receive requests for information or a complaint we<\/p>\n will look to either meet the request or investigate the complaint in line with our complaint\u2019s procedure. This is in the interests of the data subject<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Surveys \u2013 <\/strong>To ensure that Newlife is providing an exceptional service and that we continue to meet the needs of the disabled children, their families and all beneficiaries. We look to contact families, volunteers and professionals via phone or email once the service has been provided to get feedback and ask questions related to their experiences and views on issues they face.<\/p>\n <\/p>\n<\/td>\n \n Legitimate interest to seek feedback and understand impact of equipment provided.\u00a0 We will contact families who have received equipment from us, to get feedback on the equipment and service provided.\u00a0 We will also ask questions related to the difference the equipment has made.\u00a0 This will help us to improve what we offer to families, raise additional funds to help more children and as such is in the interests of families of disabled children.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n \u00a0 I.T<\/strong><\/p>\n\u00a0<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Emails \u2013 <\/strong>While emails are assigned to personal individual users, the I.T team has access to all accounts. They routinely check to ensure these have not been compromised\/hacked and to maintain<\/p>\nwhere necessary.<\/p>\n<\/td>\n \n Contract \u2013 Employees are required to ensure I.T can access and service email accounts as and when required.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Infrastructure \u2013 <\/strong>To facilitate and support the day to day running of the organisation, the I.T team can access information relating to all processing of data referred to within this privacy notice.<\/p>\n<\/td>\n| \n Legal obligation\/duty under data protection legislation to ensure security and to ensure that data is not hacked or accidentally or deliberately lost\/deleted\/misused. The I.T team support the processing of all data.<\/p>\n Newlife\u2019s infrastructure is monitored by an offsite security team, who manage the firewalls and traffic to our internal network.\u00a0 They are signed up to a contract and performance is monitored regularly.<\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n The People Team<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Candidates\/Employees\/ex-employees – <\/strong><\/p>\nWe receive applications for vacant posts within the charity.\u00a0 These are scored against a matrix and interviewed before a decision is made on the successful candidate. The employee\u2019s personal data is then processed and stored within a secure database. Any unsuccessful candidate\u2019s personal data is deleted after six months of a decision being made, unless we need to process this data for legal reasons.\u00a0\u00a0 We also work with agencies where necessary for temporary recruitment within our production and retail teams.\u00a0 We only hold information that is necessary in these circumstances while they are working onsite.<\/p>\n <\/p>\n Applicants are asked to provide sight of their Rights to work evidence at interview and a copy is retained. Unsuccessful candidates\u2019 evidence is then disposed of once the decision has been given.<\/p>\n <\/p>\n We use an external application tracking system (ATS) called Hireful to store and process all applications for job opportunities at Newlife.\u00a0 Data includes name, contact details, C.Vs, employment history\u00a0 \u2013 we don\u2019t collect any health data via Hireful.\u00a0 This is password and 2FA protected.<\/p>\n <\/p>\n BambooHR \u2013 we use an external HRIS (Human Resource Information System) to process and store employee data and to manage timesheets, holidays and absence. Personal data includes contact details and emergency contact details for each employee \u2013 we don\u2019t currently hold any health details on BambooHR.<\/p>\n <\/p>\n The People Team will send emails to personal email addresses with important updates as and when required.\u00a0 The Communications team will send out a monthly newsletter to inform team members of updates about the charity, any special store offers, and any other communication of interest.<\/p>\n <\/p>\n<\/td>\n \n <\/p>\n Contract \u2013 For candidates\/employees, we need to collect personal data to facilitate decision making, to contact the candidate or employee and to ensure a level of service is provided (e.g. all medical requirements are met).<\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n Legitimate interest \u2013 Under UK employment law, employers are required to confirm Rights to Work prior to an employee commencing work.<\/p>\n <\/p>\n <\/p>\n Legitimate interest \u2013 This helps us to store and process job applications and is used during both the application scoring process and interview.\u00a0 Applications are stored on Hireful for 6 months.\u00a0<\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n Legitimate interest\/contract \u2013 this enables us to store pertinent information and process timesheets and absence effectively.\u00a0<\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n <\/p>\n Legitimate Interests –<\/p>\n As this is in the team members\u2019 best interests to receive updates regarding the work of the charity and special offers.<\/p>\n <\/p>\n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Payroll –<\/strong><\/p>\nNewlife uses a third-party payroll specialist to manage our payroll. All timesheets are inputted onto a secure database and sent securely uploaded to our payroll provider sharefile. After they have completed payroll, the details are returned securely via the sharefile and downloaded by our People Team and our Finance team administer payment via BACs once checked and authorised.<\/p>\n<\/td>\n \n <\/p>\n Contract \u2013 To ensure that team members are paid in line with their contract, we need personal data on where payment should be directed to.<\/p>\n <\/p>\n Legitimate Interests \u2013 we share data with our third-party payroll provider to ensure an efficient process for all our team members.<\/p>\n <\/p>\n Legal – we have a duty to ensure all financial records are available for audit purposes. We are also legally obliged to retain all financial records for at least six years in case of inspection by HMRC. We will not process data outside of this<\/p>\n requirement.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Pension –<\/strong><\/p>\nNewlife uses a third-party pension provider to manage pensions for team members in line with auto-enrolment legislation.\u00a0 This is done by our payroll provider directly<\/p>\n<\/td>\n \n <\/p>\n Legal \u2013 we are legally required to opt all eligible team members into a qualifying pension scheme. To do so we must share personal data with our chosen pension provider.<\/p>\n <\/p>\n Pension Information is securely shared with the Newlife People team from our payroll provider. This data is processed and stored in Newlife\u2019s pension file on our server and then uploaded to our external pension provider, Peoples Pension.<\/p>\n <\/p>\n Team members can choose to opt out of the pension scheme should they wish. The team member must do this directly with the pension provider.<\/p>\n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Medical cash plan –<\/strong><\/p>\nNewlife provides a health cash benefit through a medical cash plan to selected team member based on banding and long service.\u00a0<\/p>\n <\/p>\n Employees sign to confirm that they wish to join and then details are shared with the third party.<\/p>\n<\/td>\n \n Consent \u2013 Team members give their consent for us to enroll them into the scheme and thus share relevant data. Where they wish to upgrade their policy, team members complete a form, and the information provided is emailed by the People team to Medicash.<\/p>\n <\/p>\n Once enrolled any claims are managed by Medicash. The employee will liaise directly with them.<\/p>\n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Attachment of Earnings (AOEs) –<\/strong><\/p>\nNewlife is approached by external organisations such as councils and housing associations to deduct unpaid monies directly from an individual\u2019s salary due to a court order.<\/p>\n <\/p>\n These are sent on to our Payroll provider for processing the deductions and shared with the Finance team so they can process the payments<\/p>\n <\/p>\n<\/td>\n \n Legal \u2013 as these deductions are subject to a court order, we are legally obliged to make the deductions where earnings meet the threshold. Team members will be aware of any deductions as they will be subject to the court order.<\/p>\n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Retail Team<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Customer membership –<\/strong><\/p>\nCustomer membership is voluntary in all stores. We require some personal data to set-up a new membership and the new member is given a card which they present when they purchase items at the till.<\/p>\n<\/td>\n \n Consent – The customer presents their Style Card at the tills every time they want to make a purchase. If customers want to be informed about special events being held then they give consent verbally when becoming a member and this is recorded on the EPOS database. This allows the Newlife Marketing team to contact them. Members can unsubscribe from emails and change preferences if they wish.<\/p>\n <\/p>\n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Volunteer Support Team<\/strong><\/p>\n<\/td>\n| \n <\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \n Volunteers –<\/strong><\/p>\nWe receive application forms for volunteer posts within the charity. These are reviewed and interviews are done by the volunteer recruitment and support officer before an appointment is made.<\/p>\n Volunteer\u2019s personal data is stored on a secure database.<\/p>\n<\/td>\n \n Legitimate Interests – Newlife requires personal details to facilitate volunteering. Volunteering for Newlife is beneficial for those who agree to volunteer, and it helps Newlife too.<\/p>\n <\/p>\n Consent \u2013 we will not share volunteer stories on our website or with local\/national press without the consent of the volunteer.<\/p>\n<\/td>\n | \n <\/p>\n<\/td>\n<\/tr>\n | \n| \u00a0<\/td>\n | \u00a0<\/td>\n | \u00a0<\/td>\n | \u00a0<\/td>\n | \u00a0<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n <\/p>\n <\/p>\n Some personal data which we process is required for us to be able to enter or perform a contract with you. This has been specified above. If we do not process that information, we will not be able to provide the services that Newlife offers.<\/p>\n The list above is not necessarily exhaustive and there may be other purposes for which we collect and use your data. We will inform you about such additional purposes when we collect the data or soon after if we collect it from a third party.<\/p>\n <\/p>\n Personal data received from third parties<\/h1>\nThe following is a list of the personal data which we receive from third parties.<\/p>\n <\/p>\n \n\n\n| \n Data<\/strong><\/p>\n<\/td>\n| \n Source<\/strong><\/p>\n<\/td>\n<\/tr>\n\n| \n We receive personal data and Health data<\/p>\n from Professionals who support equipment grant or loan applications.<\/p>\n<\/td>\n | \n This comes in via our equipment grant and<\/p>\n loan application forms or via phone calls with professionals to facilitate the application process.<\/p>\n<\/td>\n<\/tr>\n | \n| \n Equipment suppliers and professionals assess the specific piece of equipment<\/p>\n needed and provide Newlife with a quote.<\/p>\n<\/td>\n | \n This comes in via email, phone or by the post to facilitate the application process<\/p>\n<\/td>\n<\/tr>\n | \n| \n Attachment of Earnings (AoE\u2019s) from local councils etc.\u2026<\/p>\n<\/td>\n | \n Newlife is approached by external organisations such as councils and housing associations to deduct mortgage or rent payments directly from an individual\u2019s salary. We only do this with the consent of<\/p>\n the individual.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n <\/p>\n <\/p>\n Recipient of personal data which we process<\/h1>\nWe may, on occasion, share personal data with third parties. These can be contractors acting on our behalf, or separate data controllers in which case we will only share the data if we are permitted to do so by law.<\/p>\n <\/p>\n \n\n\n| \n Recipients<\/strong><\/p>\n<\/td>\n| \n | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | |