We respect your privacy and are committed to protecting your personal data.  This Policy gives you information about how we collect and use your personal data when you visit our website, see us in person, or get in touch with us by post, email, and telephone.

1. Who are “we”?

In this Policy, whenever you see the words “Little Edi”, “we”, “us”, or “our”, it refers to the Little Edi Foundation (charity number: 1169242), and we are the controller and responsible for your personal data.

If you have any questions about this Policy, including any requests to exercise your legal rights (paragraph 9), please contact us using the information set out in the contact details section (paragraph 10).

2. The types of personal data we collect about you

Personal data means any information about an individual from which that person can be identified. For example, if you donate money, use our services or visit our offices, we will collect and process the personal data that you’ve provided.

In this Policy, whenever you see the word “you”, this also refers to personal data you may have given us about your children, partner, and other members of your family and household.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes postal address, email address and telephone numbers.
• Financial Data includes bank account and payment card details, records of payments made and received, and UK taxpayer information for gift aid.
• Career/Volunteer Data includes a copy of your CV, career history information, employment and personal references, and proof of ID such as your passport and utility bills.
• Product and Services Data includes details of the goods and services you have received.
• Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
• Profile Data include your interests, preferences, feedback and survey responses.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We may also collect, store and use information about your health, but we won’t use any of this information without a justified reason.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

• Your interactions with us. You may give us your personal data by filling in one of our forms, when we have a meeting with you, or by corresponding with us by post, phone, email or otherwise. We may collect the data directly from you or in some cases it may be provided by someone authorised by you. This includes personal data you provide when you:
• apply to join our project.
• apply to be a volunteer or project worker.
• receive our services.
• request marketing to be sent to you.
• enter a competition or survey; or
• give us feedback or contact us.
• Technical Data. This may be collected automatically as you interact with our website, for example, via the use of cookies and similar technologies. Please see our Cookie Policy for further details.
• Third parties or publicly available sources. Where appropriate, we will receive personal data about you from various third parties such as teachers, doctors, and social services.
• Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services.

4. How we use your personal data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

• Legitimate interests: We may use your personal data where it is necessary to conduct our charity and pursue our legitimate interests. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
• Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to.
• Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose.
• Vital interests: Where there’s an immediate risk to your health we may use your personal data. For example, if we’re worried about your health or safety at one of our events.

There are many ways that we may use your personal data. Here is how we use your personal data for our main activities:

To provide services to the children and families in our project. We use and process your personal data when we provide our services to you, including delivering food boxes to your address, taking an attendance record at one of our events, and processing a payment to you.

To accept donations.

Applying to be a volunteer, trustee, or project worker. If you apply to become one of our volunteers, trustees, or project workers, we will use your personal data to contact you, process your application, contact your referees, and if applicable, apply for a DBS certificate.

Answering enquiries. If you contact us with a comment, enquiry, or if you want to speak to us, we use your personal information in order to respond to you.

To improve our fundraising activities and the services we provide to children and families. This could be looking at who uses our services so we can understand how useful our services are and ensure we spend our money in the best way.

To check and improve our website. This means we can give you the best user experience, which may involve giving your information to third parties.

To promote our activities. Where you have agreed we may use photos of you, or testimonials, for our social media posts.

5. Disclosures of your personal data

We may share your personal data where necessary with the parties set out below for the purposes set out above.

• Internally to trustees, project workers, and volunteers so we can deliver our services.
• Externally to grant providers, service providers and regulated bodies (in line with legislation, we only give the minimum necessary to provide our services and where necessary, obtain your consent beforehand).

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International transfers

We do not transfer your personal data outside the UK.

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

Unfortunately, despite such measures, no data transmission over the Internet and no database or other depository of information can be one hundred percent secure. As a result, while we will strive to protect your personal information, we cannot and do not guarantee or warrant the security of any of your personal information. We will not be and are not liable for disclosures of your personal information due to errors in transmission, networks that we do not control, or unauthorised acts of third parties.

8. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

In some circumstances you can ask us to delete your data: see paragraph 9 below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9. Your legal rights

You have several rights under data protection laws in relation to your personal data.

You have the right to:

• Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data. You can object where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time. You can withdraw consent where we rely on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
• If you want us to establish the data’s accuracy.
• Where our use of the data is unlawful, but you do not want us to erase it;
• Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
• You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us using the contact details in paragraph 10.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

10. Contact details

If you have any questions about this Policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:

• Email address: tess@littleedi.co.uk
• Postal address: 585 Galleywood Road, Chelmsford Essex CM2 8BS
• Telephone number: 07859 815929

11. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

12. Changes to the privacy policy and your duty to inform us of changes

We make changes to this Policy from time to time as we require.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

13. Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.