top of page

Privacy Policy 

Privacy notice-

Keeping your personal information safe is very important to us.  We are committed to complying with privacy and data protection laws and being transparent about how we use personal data.

We have policies, procedures, and training in place to help our team understand their data protection responsibilities and follow the principles of data protection.

We have a nominated volunteer who serves as our Data Protection Lead. If you have any questions regarding our privacy policy, please email Allforjoe16@gmail.com

The charity may collect and decide for themselves how to use your personal information. The legal phrase that’s used to describe an organisation that makes these decisions is ‘data controller’. The Board of Trustees is the Data Controller for the charity #AllforJoe.

Inasmuch as:

a) none of the Charity’s volunteer Trustees are data protection professionals;

b) it would be a disproportionate use of charitable funds to employ a data protection professional, given the scale and nature of the personal data held by the Charity;

The Trustees will seek appropriate professional advice commensurate with its data protection requirement whenever:

c) they are planning to make significant changes to the ways in which they process personal data;

d) there is any national publicity about new risks (eg: cyber attacks);

e) any material changes to the UK-GDPR are proposed or have been made;

which might adversely compromise the Charity’s legitimate processing of personal data covered by the UK-GDPR.

 

How and when we collect personal information

We may collect your personal information from you directly when you:
1. Communicate with us for any reason, by post, telephone, text, email, social media, or via our website
2. Fundraise for, or donate to #AllforJoe 
3. Work or make an application to work or volunteer with us
4. Agree to help us promote our cause

Volunteers, Including Trustees

In order to be able to operate efficiently, effectively and economically, it is in the legitimate interests of the Charity to hold such personal information on its volunteers and trustees as will enable the Charity to communicate with its volunteers on matters relating to the operation of the charity, eg:

þ the holding of meetings;

þ providing information about the Charity’s activities – particularly those activities which, by

their nature, are likely to be of particular interest to individual volunteers/trustees;

þ seeking help, support and advice from volunteers/trustees, particularly where they have specific knowledge and experience;

þ ensuring that any particular needs of the volunteer/trustee are appropriately and sensitively accommodated when organising meetings and other activities of the Charity.

We may also collect personal information about you from other organisations. For example, this might be from a club you attend who is applying for a grant on your behalf. 
 

The personal information that we collect

We only collect personal information that we genuinely need.

This may include:

  • Contact details such as name, address, email address, and phone numbers

  • Date of birth

  • Gender

  • Nationality

  • Health information, such as disability-related to your grant application

  • Information you provide when you correspond with us

  • Information you provide when interacting with our websites

  • Financial information that you provide to us

  • For job and volunteer applicants:

    • your bank account details and tax and residency status

    • references from previous employers or educational institutions

    • contact details for you, and any next of kin

    • qualifications

    • information concerning your health and medical conditions

    • information about your race, ethnicity, and sexual orientation

    • details of unspent criminal convictions.

 

Our legal basis for processing personal information

Our legal basis for processing personal information is usually consent which can be withdrawn at any point for grant applications. We will only process sensitive personal data if we have your explicit consent.

For donations we may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced, and does not unduly impact your rights.

We will ask for your consent to send you marketing emails. You can withdraw consent for this at any time.

 

Why we collect personal information

We collect and use personal information about people who support, apply to, attend events and volunteer with #allforJoe for a number of reasons:

Volunteer Management

If you apply to be a volunteer with #AllforJoe your personal information will be used to process your volunteering application.

Undertaking safeguarding activities including DBS checks

When necessary, we process relevant personal information about employees and volunteers for safeguarding purposes. This might include undertaking DBS and other checks to identify any criminal and other activity we need to be aware of. It may be necessary to share some personal information with relevant authorities such as the police. Our legal basis for this processing is to meet our legal obligations.

Governance

We process relevant personal information about existing and potential trustee members for governance purposes. This might include checks to identify any criminal and other activity we need to be aware of to ensure that we select appropriate trustees. Our legal basis for this processing is to meet our legal obligations with the Charity Commission and Companies House.

Sharing personal information

We will only share your personal information where we need to, where someone’s life is at risk or we are required to do so by law.

Where required, we will process personal information to comply with our legal obligations. In this respect we may share your personal data to comply with subject access requests; tax legislation; for the prevention and detection of crime; and to assist the police and other competent authorities with investigations including criminal and safeguarding investigations.

Your rights

You have the right to:

  • Ask us for a copy of your personal information. There are some exemptions, which mean you may not always receive all the information we process.

  • Tell us to change or correct your personal information if it is incomplete or inaccurate.

  • Ask us to restrict our processing of your personal data or to delete your personal data if there is no compelling reason for us to continue using or holding this information.

  • Receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, so that you can send it to another organisation.

  • Object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a negative and disproportionate impact on you.

  • For all requests please contact us at Allforjoe16@gmail.com. We will respond to any request within 28 days.

Please note that we may be entitled to refuse requests where exceptions apply; for example, if we have reason to believe that the personal data we hold is accurate or we can show our processing is necessary for a lawful purpose set out in this Privacy Policy.

 

How long we keep your personal information

We will hold your personal information only for as long as is necessary. We will not retain your personal information if it is no longer required. In some circumstances, we may legally be required to retain your personal information, for example for finance, employment, or audit purposes.

A summary of our retention periods is available below:

People who apply for a grant

Where you provide personal information alongside your application, your personal information is stored in a secure database for three years from the date you applied if unsuccessful and for up to seven years if successful

Financial donors

Your personal information is stored in a secure database for seven years from the date you last donated.

Volunteers

If your application is unsuccessful, or if you stop volunteering, your information will be held for twelve months unless we’re obliged to keep it longer. In which case, we only keep necessary information.

Promoting our work through sharing your story, photographic images and videos

Up to five years after consent was obtained.

 

Data Processors shall only process the Charity’s personal data in a secure location, and not in any public place, eg: locations where the data could be overlooked by others, or the removable data storage devices would be susceptible to loss or theft.

Computers/laptops in use for data processing will not be left unattended at any time.

 

The Charity shall regularly – not less than every 12 months – review the personal data which it holds and remove any data where retention is no longer justified. Such removal shall be made as soon as is reasonably practical.

 

Data Breach

In the event of any data breach coming to the attention of the Data Controller the Trustees will immediately notify the Information Commission’s Office.

 

Making a complaint to the Information Commissioner’s Office

If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way that is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is: 0303 123 1113.

 

Changes to this policy

This privacy notice may change from time to time. We recommend that you visit this webpage periodically to keep up to date with the changes.

This policy was last updated on 11/09/2025

​

bottom of page