Privacy Policy

Your privacy is important to us and we sometimes have to handle personal information and other sensitive data to run the Foodbank. 

You have a right to data privacy and there are laws in place to protect your information. 

This is controlled by the government’s Information Commissioner’s Office (ICO). 

Burgess Hill Community Foodbank is a registered data controller (ICO registration number ZB065236) and we are covered by the law known as GDPR – the General Data Protection Regulation. 

This policy explains how we look after your personal information and meet our data protection obligations while handling and storing this data. 

COLLECTING YOUR DATA

When do we collect data?

There are occasions when we collect personal information such as: 

• Receiving vouchers from clients
• Communicating with our donors and volunteers
• Recording details of donors and volunteers

What data do we collect? 

The data we collect may include:

• Names and addresses
• Phone numbers
• Email addresses

Why are we allowed to collect this data? 

We are permitted by law to collect this data under GDPR because we need it to run the foodbank and give out food – this is the legal reason known as “legitimate interest”

HANDLING AND STORING YOUR DATA

Any personal information that we collect and use is handled and stored securely, and only kept for as long as it is needed. We never share data, or use it for anything other than the purpose for which it was collected. 

We have rules in place for our volunteers to make sure your personal information is safe. These include: 

• Storing any electronic records and data securely with password protection
• Deleting emails and other records containing information when they are no longer needed
• Storing paper records in a secure place where they can’t be seen by other people
• Reviewing documents such as lists of volunteers regularly to make sure they are current – and deleting any records that are out of date

We have a Data Protection Policy which explains all our procedures for handling data securely and the rules that our volunteers must follow. 

RIGHTS TO ACCESS DATA

You have rights over your personal data and the Foodbank has an obligation to fulfil these rights: 

The right to be informed– about what data we hold about you and how it is handled

The right of access– to see all the data we hold about you

The right of rectification – to have any mistakes in the data put right

The right of erasure– known as the “right to be forgotten”, to have all the data deleted. 

You can ask us to do any of these for you by sending an email to: or supplyteam@burgesshillfoodbank.org.uk or foodbankburgesshill@gmail.com 

There is more detailed information about these rights on the ICO website

FURTHER INFORMATION

You can read our Data Protection Policy on our website HERE

There is also general information about data privacy on the Information Commissioner’s Office website - Your data matters | ICO 

If you have any questions, or if you would like a paper copy of our Privacy or Data Protection policies, please email supplyteam@burgesshillfoodbank.org.uk 

April 2021