Policy | Grantham Foodbank

Grantham Foodbank Policy Statements

Data Privacy Statement for Food Donor Groups

When your organisation becomes a regular food donor for the foodbank, the foodbank will keep some data about you. This includes some “personal data”, which relates to particular named people.

What personal data do we hold?
The foodbank will keep data about you on an on-line data system.
This will record the name of your group, and your main contact’s name, phone numbers, email address and postal address.
This is the only data the foodbank will usually hold about you. We do not get data about you in any other way.
There may also be information about you in emails.

How is your personal data kept safe?
The data is kept in a secure on-line database. This can only be accessed with a login and password.
We require all users of the system to sign a “data protection statement”. This means they know they must keep your data safe, and only use it for the right purposes.
All our other volunteers also have to sign a confidentiality agreement.
We are as careful as possible to make sure no unauthorised person can log into the data system. For example, when a volunteer leaves the foodbank, we stop their access to the data system.

What is your data used for?
Your data will only be used to contact you about food donations. For example, this could be to advise you of shortage items, to thank you for donations, or to prompt you about delivery arrangements for harvest or Christmas donations.
We may also use your data to send you newsletters or information about the work of the foodbank. There is a separate Data Privacy Statement for “Supporters”. Please ask if you would like to see a copy of that Data Privacy Statement.

Does the foodbank have a right to your data?
Under Data Protection legislation, the foodbank needs to have a “lawful basis” for keeping your data, and for using it. There are several types of “lawful basis”. One of them is called “performance of a contract”.
When you become a food donor group, we enter into a “contract” or relationship together. You undertake to make food donations to the foodbank; we undertake to give you information that will help you. To do this, we need to hold data about you. That is why the lawful basis for holding your data is “performance of a contract”.

If we send you newsletters or information about the work of the foodbank, the lawful basis for this is “legitimate interest”. As a supporter group, we believe that it is reasonable (“legitimate”) for us to keep you informed. Newsletters or similar communications will always have an opt-out or “unsubscribe” option.
Privacy statement for food donWho can see your data?
Your data on the on-line system can only be seen by authorised people who have been given a login and password for the data system.
We are as careful as possible to make sure no one else has access to your data.

How long will your data be kept?
Your data will be kept while you are a donor group.
If you tell us you have stopped being a donor group, we will delete your organisation’s data from the on-line system’s record of active donor groups.
The data system will still record donation amounts and dates, but your contact details will not be kept.

Who can you speak to if you have questions?If you have questions about your data, and what we do with it, you should contact Brian Hanbury the Foodbank Manager What rights do you have? You have a number of rights under Data Protection legislation: 1. Right to be know what data we hold You have a right to know what personal data we hold about you. This Data Privacy Statement describes the data that we will hold. But you can ask if we have any other data about you which is not covered by this Data Privacy Statement. 2. Right to have a copy of the data we hold You can ask for a copy of the data we hold about you. This is called a “subject access request”. If you make a “subject access request”, we will give you a copy of all the data we hold about you. We will do this within one month. If it helps, we will give you the data in a computer file. 3. Right to object You can object if you think we are using your data in the wrong way. You can also object if you think we don’t have “lawful grounds” for using your data. We will give you a statement explaining why we use your data and explaining the “lawful grounds”.

If you are still not happy, you can complain to the Information Commissioner’s Office.
If we find we are using your data in the wrong way, we will stop immediately and stop it happening again.
4. Right to have your data corrected
If you think there is a mistake in your data, please tell us. You have a right to have it corrected.
We may need to check what is the correct data, but will put right any mistakes as soon as possible.
5. Right to be forgotten
We promise to remove your data after six years. You have a right for this to happen, because we don’t need to keep your data any longer than six years.

Finally, if anything happened to your data that could be a risk to you, we will do our best to tell you.

Data Privacy Statement for Foodbank Clients

Personal data
When you come to a foodbank for help, the foodbank will keep some data about you. This is “personal data”, because it is about you as a particular person, and it can be linked to you.

What personal data do we hold?
The foodbank will keep the data that is on your foodbank voucher(s). That means we will keep your name, address, and year of birth; the number of other adults and children in your household; and the reason you needed to come to the foodbank. We will also keep a record of who gave you the foodbank voucher.
If we can give you extra help, there may be extra things we need to ask you about, and will keep a record of.
There may also be some notes on our data system about your visit. This is the only data the foodbank will hold about you. We do not get data about you in any other way.

How is your personal data kept safe?
Your data is kept in a secure database. This can only be accessed with a login and password. We require all users of the system to sign a “data protection statement”. This means they know they must keep your data safe, and only use it for the right purposes. All our other volunteers also have to sign a confidentiality agreement. We are as careful as possible to make sure no one else can log into the data system. For example, when a volunteer leaves the foodbank, we stop their access to the data system.

If you came to the foodbank with a printed voucher, your voucher will be kept separately. Printed vouchers are kept in a locked cabinet. They are never left where someone could see them.

What is your data used for?
We use your data for three things:
1. We need to be able to check how many times you have been to a foodbank and what other voucher holders you have used in the last six months.
2. We need to keep some of your data so we can calculate the numbers of people coming to foodbanks, and the reasons they need to. This is so we can help other people understand how much foodbanks are needed and why people have to come to foodbanks for help.
3. If we can give you extra help, such as with benefits, there may be extra questions we need to ask you. This will be because we need particular information in order to know how to help you.

Does the foodbank have a right to your data?
Under Data Protection legislation, the foodbank needs to have a “lawful basis” for keeping your data, and for using it. There are several types of “lawful basis”. One of them is called “legitimate interests”.
The foodbank has a “legitimate interest” in keeping the data from your foodbank voucher.
This is so we can carry out the two main purposes described above – checking how many times clients visit the foodbank, and reporting on the need for foodbanks.
There is another type of “lawful basis” called “performance of a contract”. If we are to give you extra help, we may need particular information from you. We may need to ask you additional questions and record the answers. The lawful basis for this will be “performance of a contract”.

Who can see your data?
Your data can be seen by people from this foodbank who have been given a login and password for the data system. If you go to two foodbanks, people from both foodbanks will be able to see the data from all your foodbank visits – not just for the visits to their own foodbank.
Some agencies can refer you to a foodbank using an on-line system called “e-referral”. If an agency has done this for you, then the agency will also be able to see the data for your visit.
E-referral agencies and other foodbanks can also see the dates when someone with your name and postcode has been to a foodbank. They can’t see any more data, like your address or why you needed foodbank help.
We will never give or sell your data to any other bodies.

How long will your data be kept?
Your personal data is kept for six years. After that, paper foodbank vouchers are destroyed, and your name and address are automatically removed from the data system.
Your vouchers and data are kept for six years. This is so we could prove we have acted properly as a charity, and used people’s donations in the right way. Charity law means we may need to be able to prove this.

Who can you speak to if you have questions?
If you have questions about your data, and what we do with it, you should contact the Foodbank Manager Brian Hanbury What rights do you have?
You have a number of rights under Data Protection legislation:
6. Right to be know what data we hold
You have a right to know what personal data we hold about you.
This Data Privacy Statement describes the data that we will hold. But you can ask if we have any other data about you which is not covered by this Data Privacy Statement.
7. Right to have a copy of the data we hold
You can ask for a copy of the data we hold about you. This is called a “subject access request”.
If you make a “subject access request”, we will give you a copy of all the data we hold about you.
We will do this within one month. If it helps, we will give you the data in a computer file.
8. Right to object
You can object if you think we are using your data in the wrong way.
You can also object if you think we don’t have “lawful grounds” for using your data.
We will give you a statement explaining why we use your data and explaining the “lawful grounds”.
If you are still not happy, you can complain to the Information Commissioner’s Office.
If we find we are using your data in the wrong way, we will stop immediately and stop it happening again.
9. Right to have your data corrected
If you think there is a mistake in your data, please tell us. You have a right to have it corrected.
We may need to check what is the correct data, but will put right any mistakes as soon as possible.
10. Right to be forgotten
We promise to remove your data after six years. You have a right for this to happen, because we don’t need to keep your data any longer than six years.
Finally, if anything happened to your data that could be a risk to you, we will do our best to tell you.

Data Privacy Statement for Supporters

Personal data
There are many ways in which you can be a supporter of the foodbank. Some supporters receive newsletters or similar updates about the work of the foodbank. This Data Privacy Statement is for this group. In this Data Privacy Statement, the word “supporter” means someone who receives newsletters or similar updates.
There are separate Data Privacy Statements for volunteers, food donor groups and referral agencies. If you are in one of these groups, please also ask for its Data Privacy Statement, if you would like to see it.

What personal data do we hold?
If you are a supporter, we will hold your name and postal address, and/or email address and/or social media identity.

How is your personal data kept safe?
Your details are held in a spreadsheet. This file and .
You might have made contact with us through our website, using the “stay in touch” facility, or the “contact us” page. If you have done this, your name and email address will also be stored on our website.

What is your data used for?
Your data is only used to send you newsletters, social media posts or other communication about the work of the foodbank. This may include requests for help with food donations, financial donations or volunteering help.

If you are not in one of those groups, we will not send you newsletters or other information unless you have agreed to be added to a mailing list. We will ask you clearly if you are happy to be added to a mailing list. You can say yes or no, or not reply. If you say yes, you will have given “consent” and we will record your details on the mailing list. The lawful basis for us to hold your data is then called “consent”.
We will not record your details on the mailing list unless you give consent. Who can see your data?
The only people who have access to your data are < the foodbank manager / social media volunteer / admin volunteer/ the treasurer.
We are as careful as possible to make sure no one else has access to your data.

How long will your data be kept?
Your details will be kept as long as you are happy to receive newsletters or information.
At any time you can tell us that you are withdrawing consent. If you do that, we will take your details off the mailing list. We may keep enough of your details to make sure we don’t send you any information by mistake.

Who can you speak to if you have questions?
If you have questions about your data, and what we do with it, you should contact the Foodbank Manager Brian Hanbury whose details are on this letter.

What rights do you have?
You have a number of rights under Data Protection legislation:
11. Right to be know what data we hold
You have a right to know what personal data we hold about you.
This Data Privacy Statement describes the data that we will hold. But you can ask if we have any other data about you which is not covered by this Data Privacy Statement.
12. Right to have a copy of the data we hold
You can ask for a copy of the data we hold about you. This is called a “subject access request”.
If you make a “subject access request”, we will give you a copy of all the data we hold about you.
We will do this within one month. If it helps, we will give you the data in a computer file.
13. Right to object
You can object if you think we are using your data in the wrong way.
You can also object if you think we don’t have “lawful grounds” for using your data.
We will give you a statement explaining why we use your data and explaining the “lawful grounds”.
If you are still not happy, you can complain to the Information Commissioner’s Office.
If we find we are using your data in the wrong way, we will stop immediately and stop it happening again.
14. Right to have your data corrected
If you think there is a mistake in your data, please tell us. You have a right to have it corrected.
We may need to check what is the correct data, but will put right any mistakes as soon as possible.

15. Right to be forgotten
We promise to remove your data after six years. You have a right for this to happen, because we don’t need to keep your data any longer than six years.

Finally, if anything happened to your data that could be a risk to you, we will do our best to tell you.

Data Privacy Statement for Financial Donors

Personal data
If you give money to the foodbank for help via a Standing Order or a Gift Aid agreement, the foodbank will keep some data about you. This is “personal data”, because it is about you as a particular person, and it can be linked to you.

What personal data do we hold?
If you send us a Standing Order form, it will hold your name, address, email address, and bank account details.
If you send us a Gift Aid form, it will record your name, address, email address, and bank account details.
Both of these forms may also record that you are happy to receive communications from us.
If you just send us money donations, our account records will just show your name, date and amount paid.

How is your personal data kept safe?
The information is held on a computer and also on a spreadsheet. This file is password protected and also held on a password protected computer.
From time to time we claim Gift Aid money back from the government. When this happens, another spreadsheet is created which lists all the people whose Gift Aid we are reclaiming. This spreadsheet is also is also password protected and held on a password protected computer.

What is your data used for?
Your Standing Order form is used to tell your bank to make payments to the foodbank, and for our treasurer to keep track of those payments.
Your Gift Aid form is kept so that we can prove what Gift Aid money we can reclaim from the government.

Does the foodbank have a right to your data?
Under Data Protection legislation, the foodbank needs to have a “lawful basis” for keeping your data, and for using it. There are several types of “lawful basis”. One of them is called “performance of a contract”.
When you sign a Standing Order or Gift Aid form, you enter into a “contract” (or agreement) with the foodbank. You undertake to pay funds to the foodbank; we undertake to report those funds accurately in our accounts, and to reclaim any Gift Aid money from the government.

Your Standing Order or Gift Aid form may have shown that you are happy to receive information from us. The lawful basis for sending you newsletters or similar communications would then be “legitimate interest”. If you have indicated that you are happy to receive information, then it is reasonable (“legitimate”) for us to regard you as a supporter, and send you information. There is a separate Data Privacy Statement for supporters.
Newsletters or similar communications will always have an opt-out or “unsubscribe” option.

Who can see your data?
The only people who have access to your data are
We are as careful as possible to make sure no one else has access to your data.

How long will your data be kept?
Your Standing Order or Gift Aid form will be kept for as long as it is in operation.
You can cancel your Standing Order or Gift Aid agreement at any time.
Your forms will then be kept for six years. This is so we could prove that our accounts are correct. Charity law means we may need to be able to prove this.

Who can you speak to if you have questions?
If you have questions about your data, and what we do with it, you should contact [the foodbank manager]: Brian Hanbury at the address above

What rights do you have?
You have a number of rights under Data Protection legislation:
16. Right to be know what data we hold
You have a right to know what personal data we hold about you.
This Data Privacy Statement describes the data that we will hold. But you can ask if we have any other data about you which is not covered by this Data Privacy Statement.
17. Right to have a copy of the data we hold
You can ask for a copy of the data we hold about you. This is called a “subject access request”.
If you make a “subject access request”, we will give you a copy of all the data we hold about you.
We will do this within one month. If it helps, we will give you the data in a computer file.
18. Right to object
You can object if you think we are using your data in the wrong way.
You can also object if you think we don’t have “lawful grounds” for using your data.
We will give you a statement explaining why we use your data and explaining the “lawful
grounds”.
19. If you are still not happy, you can complain to the Information Commissioner’s Office.
If we find we are using your data in the wrong way, we will stop immediately and stop it happening again.
20. Right to have your data corrected
If you think there is a mistake in your data, please tell us. You have a right to have it corrected.
We may need to check what is the correct data, but will put right any mistakes as soon as possible.
21. Right to be forgotten
We promise to remove your data after six years. You have a right for this to happen, because we don’t need to keep your data any longer than six years.

Finally, if anything happened to your data that could be a risk to you, we will do our best to tell you.

Data Privacy Statement for Foodbank Volunteers

Personal data
When you become a volunteer at the foodbank, the foodbank will keep some data about you.
This is “personal data”, because it is about you as a particular person, and it can be linked to you.

What personal data do we hold?
The foodbank will keep personal data about you on up to three documents:
1) your initial contact information
this will record your name and contact details when you make contact with us about being a volunteer
2) the application form you filled in to request becoming a volunteer
this records your name, address, contact details, next of kin, emergency contact, notes on health issues, availability, work experience or qualifications, if a DBS check was needed, and unspent criminal convictions
3) an interview form which we filled in if you are interviewed as for a volunteer position
this holds things like your name, any health issues or medication, your previous work experience and
qualifications, and whether you can drive
4) a volunteer record card
if you are taken on as a volunteer, this holds your name, address, contact details, next of kin, emergency contact, notes on health issues, if a DBS check was needed, and a space for notes
In the event of a grievance, accusation or disciplinary matter, this will be recorded separately.
This is the only data the foodbank will usually hold about you. We do not get data about you in any other way.

How is your personal data kept safe?
Your data is kept in a locked cabinet.

What is your data used for?
Your data is only used for purposes directly relating to your volunteering, particularly:
1. To work out the best volunteer opportunities for you
2. To contact you about your volunteering, if we need to
3. To know that you have signed a confidentiality agreement, have been told about Health and safety, and have given permission to be photographed

Does the foodbank have a right to your data?
Under Data Protection legislation, the foodbank needs to have a “lawful basis” for keeping your data, and for using it. There are several types of “lawful basis”. One of them is called “performance of a contract”.
When you become a volunteer, you enter into a “contract” (or agreement) with the foodbank. You undertake to play your part as a volunteer; we undertake to look after you, and other people, properly. To do this, we need to hold data about you. That is why the lawful basis for holding your data is “performance of a contract”.

Who can see your data?
The only people who have access to your data are the volunteer supervisor / the foodbank manager. We are as careful as possible to make sure no one else has access to your data.

How long will your data be kept?
Your initial contact details will be kept on a password protected secure computer file. They will be deleted as soon as you send us a completed application form, or you have told us that you do not want to volunteer.
If we are unable to find a volunteer position for you, your application form will be kept for one year, unless you ask us to delete it sooner.
If you become a volunteer, then your data is kept for as long as you are a volunteer at the foodbank.
If you stop being a volunteer, we will keep your data for a further year. This is so that we can contact you, if we need to ask you any questions about your time as a volunteer. It also helps us if you ask us for a reference, because you are applying for a job or another volunteer position.
After a year your records will be destroyed, unless there is a reason why we still need to be in touch with you about your time as a volunteer.
We may keep records of any grievance, dispute or accusation for up to six years.

Who can you speak to if you have questions?
If you have questions about your data, and what we do with it, you should contact, the Foodbank manager and details are on this document.

What rights do you have?
You have a number of rights under Data Protection legislation:
1. Right to be know what data we hold
You have a right to know what personal data we hold about you.
This Data Privacy Statement describes the data that we will hold. But you can ask if we have any other data about you which is not covered by this Data Privacy Statement.
2. Right to have a copy of the data we hold
You can ask for a copy of the data we hold about you. This is called a “subject access request”.
If you make a “subject access request”, we will give you a copy of all the data we hold about you.
We will do this within one month. If it helps, we will give you the data in a computer file.
3. Right to object
You can object if you think we are using your data in the wrong way.
You can also object if you think we don’t have “lawful grounds” for using your data.
We will give you a statement explaining why we use your data and explaining the “lawful grounds”.
If you are still not happy, you can complain to the Information Commissioner’s Office.
If we find we are using your data in the wrong way, we will stop immediately and stop it happening again.
4. Right to have your data corrected
If you think there is a mistake in your data, please tell us. You have a right to have it corrected.
We may need to check what is the correct data, but will put right any mistakes as soon as possible.
5. Right to be forgotten
We promise to remove your data after six years. You have a right for this to happen, because we don’t need to keep your data any longer than six years.

Finally, if anything happened to your data that could be a risk to you, we will do our best to tell you.

Data Privacy Statement for Referral Agencies

Personal data
When your organisation becomes a referral partner for the foodbank, the foodbank will keep some data about you. This includes some “personal data” which relates to particular named people.
We also keep data about clients you refer to the foodbank. There is a separate Data Privacy Statement for Clients. Please ask if you would like to see a copy of that Data Privacy Statement.

What personal data do we hold?
The foodbank will keep data about you in two ways:
1) the registration form you filled in to become a referral agency
this records the name, address, email address, phone number, and name of principal contact at your organisation; and the name, signature and role of personnel authorised to issue foodbank vouchers
2) our on-line data system
this records the name, address, email address, phone number, and name of principal contact at your organisation; and the name, job title and email address of any personnel authorised to make e-referrals to the foodbank
This is the only data the foodbank will usually hold about you. We do not get data about you in any other way.
There may also be information about you in emails.

How is your personal data kept safe?
Your registration forms are held by the voucher administrator on a computer which needs password access.
The digital data is kept in a secure on-line database. This can only be accessed with a login and password.
We require all users of the system to sign a “data protection statement”. This means they know they must keep your data safe, and only use it for the right purposes.
All our other volunteers also have to sign a confidentiality agreement.
We are as careful as possible to make sure no unauthorised person can log into the data system. For example, when a volunteer leaves the foodbank, we stop their access to the data system.

What is your data used for?
Your data is only used to
* Validate signatures on vouchers your organisation has issued
* Contact you if there is an important query about a client you have referred to the foodbank
* Send you replacement vouchers
* Keep in contact with you, for example to seek a meeting or invite your organisation to an event

Does the foodbank have a right to your data?
Under Data Protection legislation, the foodbank needs to have a “lawful basis” for keeping your data, and for using it. There are several types of “lawful basis”. One of them is called “performance of a contract”.
When you become a referral agency foodbank, we enter into a “contract” together. You undertake to send people in genuine crisis to the foodbank with a completed voucher; we undertake to provide them with emergency food, and contact you if there is a problem. To do this, we need to hold data about you.
That is why the lawful basis for holding your data is “performance of a contract”.

Who can see your data?
The only people who have access to your application forms are the Foodbank manager.
Your data on the on-line system can only be seen by authorised people who have been given a login and password for the data system.
We are as careful as possible to make sure no one else has access to your data.

How long will your data be kept?
Your application form will be kept while you are a referral agency for the foodbank.
If you stop being a referral agency, we will destroy your application form and any other signatories’ forms.
We will also delete you from the online data system as an active referral agency.
The on-line data system also records data from all foodbank vouchers. These will continue to show the name of the agency and the agency worker that issued a voucher, and their contact phone number. This is also recorded on the printed vouchers. These are kept for six years in case we need to evidence proper use of public donations.

Who can you speak to if you have questions?
If you have questions about your data, and what we do with it, you should contact the foodbank manager, whose contact details are on this letter.
What rights do you have?
You have a number of rights under Data Protection legislation:
6. Right to be know what data we hold
You have a right to know what personal data we hold about you.
This Data Privacy Statement describes the data that we will hold. But you can ask if we have any other data about you which is not covered by this Data Privacy Statement.
7. Right to have a copy of the data we hold
You can ask for a copy of the data we hold about you. This is called a “subject access request”.
If you make a “subject access request”, we will give you a copy of all the data we hold about you.
We will do this within one month. If it helps, we will give you the data in a computer file.
8. Right to object
You can object if you think we are using your data in the wrong way.
You can also object if you think we don’t have “lawful grounds” for using your data.
We will give you a statement explaining why we use your data and explaining the “lawful grounds”.
If you are still not happy, you can complain to the Information Commissioner’s Office.
If we find we are using your data in the wrong way, we will stop immediately and stop it happening again.
9. Right to have your data corrected
If you think there is a mistake in your data, please tell us. You have a right to have it corrected.
We may need to check what is the correct data, but will put right any mistakes as soon as possible.
10. Right to be forgotten
We promise to remove your data after six years. You have a right for this to happen, because we don’t need to keep your data any longer than six years.

Finally, if anything happened to your data that could be a risk to you, we will do our best to tell you.

Back to About

Data Privacy Statement for Food Donor Groups

Data Privacy Statement for Foodbank Clients

Data Privacy Statement for Supporters

Data Privacy Statement for Financial Donors

Data Privacy Statement for Foodbank Volunteers

Data Privacy Statement for Referral Agencies

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