The purpose of this privacy notice is to explain how Charlie Charlie One processes the personal data of the charity’s service users, their supporters, the volunteers, trustees and those personnel in our partner organisations, to fulfil our data protection responsibilities in the provision of our services.

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This notice is for information only and Charlie Charlie One is referred to as CC1 hereafter.

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Our role in data protection terms is that of a data controller where we determine the purpose and use of your personal data. It is the responsibility of our privacy manager (PM), contactable using info@charliecharlie.one, to ensure it is processed in accordance with the UK’s latest data protection legislation.

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The sort of personal data we process will be contact details sufficient to answer immediate enquiries and to administer your further involvement with the charity. In some cases, it may be necessary to ask for health-related data (see below). Although the information we ask for will be kept to a minimum, if we are not provided with it, especially in relation to service users, we will not be able to fulfil our services to best effect.

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CC1’s duty of confidentiality means that we will treat all personal data in confidence. It will only be disclosed to those that need it and we expect the same duty of confidentiality of all those with whom we share it. We have put in place appropriate organisational and technical measures to secure all information. All routine processing takes place in the UK with back-ups performed on UK and EU based servers.

 

We always process your personal data against a lawful basis in instances described below:

 

For service users:

• In pursuit of our legitimate interests, we will:

  • Respond to your initial enquiries and administer your involvement with the charity which includes providing your details to support staff and trustees.

  • Keep you informed of our activities, even after you leave us.

• To put you in touch with volunteers, other service users and our partner organisations, we will seek your consent*.

• To use any health-related data you provide, that will help us make the most appropriate connections for you, we will seek your explicit consent*.

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For service user supporters: 

If you are acting on behalf of a service user to assist them to benefit from the charity, we will process your personal data against the following lawful bases: 

• In pursuit of our legitimate interests, we will: 

  • Respond to your initial enquiries 

  • Administer your involvement with the charity but only if you have the Power of Attorney for the service user 

• With your consent*: 

  • To administer your ongoing involvement with the charity 

  • To keep you informed of our activities in general 

Please note that if you are just making initial enquiries, we won’t collect any details of the potential service user until it is clear that the individual wants to engage with the charity. 

 

For volunteers:

• In pursuit of our legitimate interests, we will:

  • Respond to your initial enquiries and administer your involvement with the charity which includes providing your details to other volunteers, trustees and support staff.

  • Keep you informed of our activities, even after you leave us.

• To use any health-related data you provide us to help us connect you with other volunteers and service users, we will seek your explicit consent*

 

For trustees and support staff:

• To administer your involvement with the charity, which includes providing your details to other trustees and support staff, and to keep you informed of our activities, even after you leave us, we will do so in pursuit of our legitimate interests or

• If a contract is in place for the provision of your services, we will process your personal data in support of our contractual obligations.

 

For partner organisations’ staff:

• To administer the working relationship between the partners, we will process the personal data of partner organisations’ staff in pursuit of our legitimate interests.

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For all:

• To comply with our legal obligations where they apply.

• To act in someone’s vital interests if confronted in emergency situations only.

 

*You may withdraw your consent at any time by contacting the PM although this may have an impact on our ability to provide you with all our services.

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In all cases we will process your personal data in accordance with the principles of data protection as set out in the UK data protection legislation.

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We will share personal data, but only when necessary, as follows:

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Of service users:

• With other service users and volunteers to enable the exchange of experiences, but please note that we do not include any health-related information for this purpose.

• With our partner organisations with whom we liaise to provide you with additional service support, but only after we have discussed this option with you and you have agreed to disclosure.

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Of everyone else:

• With The Charity’s Commission, but only when required to by law.

 

CC1 follows a retention schedule to determine the length of time it holds different categories of personal data. A basic record of your involvement with the charity will be held indefinitely but additional information will only be retained for 3 years after our last contact with you. At this time, we will delete it or, where it is technically impractical to do so, we will put it beyond operational use. We allow ourselves up to one month after the schedule deadline or a request (for erasure), to complete this action.

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Please note that these actions do not affect your rights and all requests for data erasure will be considered and actioned appropriately.

 

The CC1 website uses cookies (and similar technologies) and all but those deemed to be strictly necessary, will require your permission before they are dropped.

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The UK General Data Protection Regulation defines the rights that you have, although these do not apply in all situations. For convenience, these are shown below:

• Right to be informed as to how your personal data is being processed by us – this is done through this privacy notice

• Right to access your personal data held by us which is done by making a Data Subject Access Request to our PM

• Right to rectification of your personal data if you believe we have collected or recorded

• it incorrectly, or it needs to be updated

• Right to erasure of your personal data for which we no longer have a legitimate purpose to process or where your interests outweigh our own

• Right to restrict processing during which time your personal data will be held but not used operationally until the related matter is resolved

• Right to data portability of your personal data in a machine-readable version, as you have provided but only applicable to data provided with your consent or under contract

• Right to object to us processing your personal data for which there is no associated legal or contractual obligation

• Rights related to automated decision making and profiling however CC1 does not use these techniques in its decision making

 

Further details about your rights can be found on the Information Commissioner’s Office (ICO) website: https://ico.org.uk.

 

Raising concerns, exercising rights, or just making a query about our processing of your personal data can be done by contacting the PM. Please be aware that we need to be sure of your identity before responding fully. If this is not already the case, we will ask you for proof to verify your ID. In any event, you have the right to contact the ICO directly, but naturally we would prefer to handle your concerns/ queries in the first instance.

 

 

v2.0

January 2024