Our Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

Contact details

Email: support@wearefoundingfutures.org

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third-party referrals:

• Names and contact details
• Gender
• Pronoun preferences
• Addresses
• Date of birth
• Emergency contact details
• Photographs or video recordings
• Call recordings
• Service use history
• Health information (including medical conditions, test results, allergies, medical requirements and medical history)
• Dietary information (including allergies and health conditions)
• Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
• Information about work, home and living conditions
• Information about support requirements
• Information about lifestyle, interests or personal history
• Criminal offence data
• Records of meetings and decisions
• Information about income and financial needs for funding or personal budget support
• Payment details (including card or bank information for transfers and direct debits)
• Website user information (including user journeys and cookie tracking)
• Information relating to compliments or complaints

We also collect or use the following information to provide services and goods, including delivery and third-party referrals:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Genetic information
• Health information
• Sexual orientation information

We collect or use the following information to receive donations or funding and organise fundraising activities:

• Names and contact details
• Addresses
• Payment or banking details
• Donation History
• Taxpayer information (for Gift Aid purposes)

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

• Names and contact information
• Customer or client accounts and records
• Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
• Video recordings of public areas (including indoor and outdoor spaces)
• Audio recordings of public areas (including indoor and outdoor spaces)
• Call recordings
• Financial transaction information
• Information relating to health and safety

We collect or use the following personal information for service updates or marketing purposes:

• Names and contact details
• Addresses
• Marketing preferences
• Recorded images, such as photos or videos
• Purchase history
• Donation history
• IP addresses
• Website and app user journey information
• Records of consent, where appropriate

We also collect or use the following information for service updates or marketing purposes:

• Health information
• Sexual orientation information

We collect or use the following personal information for research or archiving purposes:

• Names and contact details
• Addresses
• Recorded images, such as photos or videos
• Purchase history
• Donation history
• IP addresses
• Website and app user journey information
• Records of consent, where appropriate

We also collect or use the following information for research or archiving purposes:

• Racial or ethnic origin
• Religious or philosophical beliefs
• Health information
• Sexual orientation information

We collect or use the following personal information to comply with legal requirements:

• Name
• Contact information
• Identification documents
• Financial transaction information
• Health and safety information
• Criminal offence data

We also collect or use the following information to comply with legal requirements:

• Health information

We collect or use the following personal information for recruitment purposes:

• Contact details (e.g. name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (e.g. job application, employment references or secondary employment)
• Education history (e.g. qualifications)
• Right to work information
• Details of any criminal convictions (e.g. Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
• Security clearance details (e.g. basic checks and higher security clearance)

We also collect or use the following information for recruitment purposes:

• Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Address
• Account information
• Purchase or service history
• Call recordings
• Witness statements and contact details
• Relevant information from previous investigations
• Customer or client accounts and records
• Financial transaction information
• Information relating to health and safety (including incident investigation details and reports and accident book records)
• Correspondence

We also collect or use the following information for dealing with queries, complaints or claims:

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights, which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure– You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing– You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and, in any event, within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third-party referrals are:

• Consent—We have your permission after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract—We need to collect or use the information to enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation—We must collect or use your information to comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object, and the right to data portability.
• Legitimate interests – we collect or use your information because it benefits you, our organisation or someone else without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Personal information helps us maintain smooth business operations, enabling us to coordinate timely deliveries, manage inventory effectively, prevent fraud and protect our customers, facilitate beneficial partnerships and provide access to complementary offerings that may benefit our customers
  • Collecting and analysing customer data can personalise our offerings, streamline processes, and enhance overall customer satisfaction. This allows us to tailor product recommendations, optimise our website and app functionality, provide more efficient customer support and Ensuring Efficient Operations.
• Vital interests – collecting or using information is needed when someone’s physical or mental health or well-being is at urgent or serious risk. This includes an urgent need for life-sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we must collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

• Consent—We have your permission after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract—We need to collect or use the information to enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation—We must collect or use your information to comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object, and the right to data portability.
• Vital interests – collecting or using information is needed when someone’s physical or mental health or well-being is at urgent or serious risk. This includes an urgent need for life-sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we must collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

• Consent—We have your permission after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract—We need to collect or use the information to enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation—We must collect or use your information to comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object, and the right to data portability.
• Vital interests – collecting or using information is needed when someone’s physical or mental health or well-being is at urgent or serious risk. This includes an urgent need for life-sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we must collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent—We have your permission after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract—We need to collect or use the information to enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we are collecting or using your information because it benefits you, our organisation or someone else without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • By collecting and analysing customer data, we can personalise our offerings, streamline processes, and enhance overall customer satisfaction. This allows us to: Tailor product recommendations, optimise our website and app functionality and provide more efficient customer support

Our lawful bases for collecting or using personal information for research or archiving purposes are:

• Consent—We have your permission after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legitimate interests – we are collecting or using your information because it benefits you, our organisation or someone else without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Our legitimate interest in collecting and using personal information for research and archiving purposes is to advance scientific knowledge, preserve historical insights, and contribute to societal understanding while maintaining strict anonymization protocols and protecting individual privacy rights through ethical data management practices.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

• Consent—We have your permission after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract—We need to collect or use the information to enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation—We must collect or use your information to comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object, and the right to data portability.
• Legitimate interests – we are collecting or using your information because it benefits you, our organisation or someone else without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Our legitimate interest in collecting and using personal information to comply with legal requirements stems from our obligation to adhere to applicable laws and regulations, which ultimately protects both our organization and our customers by ensuring transparency, maintaining financial integrity, and safeguarding against illegal activities, while we strive to minimise data collection to only what is strictly necessary and implement robust security measures to protect individuals’ privacy
• Vital interests – collecting or using information is needed when someone’s physical or mental health or well-being is at urgent or serious risk. This includes an urgent need for life-sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Consent—We have your permission after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract—We need to collect or use the information to enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation—We must collect or use your information to comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object, and the right to data portability.
• Legitimate interests – we are collecting or using your information because it benefits you, our organisation or someone else without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Our legitimate interest in collecting and using personal information for recruitment purposes is to identify and hire the most suitable candidates for our organisation, which benefits both our company and potential employees by ensuring fair and efficient hiring processes, creating opportunities for career growth, and fostering a diverse and skilled workforce. At the same time, we commit to handling applicant data with utmost respect, limiting its use to the recruitment process, securely storing it for a reasonable timeframe, and providing candidates with transparency and control over their information.
• Vital interests – collecting or using information is needed when someone’s physical or mental health or well-being is at urgent or serious risk. This includes an urgent need for life-sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we must collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent—We have your permission after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract—We need to collect or use the information to enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation—We must collect or use your information to comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object, and the right to data portability.
• Legitimate interests – we collect or use your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Our legitimate interest in collecting and using personal information to handle queries, complaints, and claims is to provide efficient and effective customer support, resolve issues fairly, and continuously improve our products and services, which benefits both our organisation and our customers by ensuring timely responses, maintaining service quality, and building trust. At the same time, we commit to using only relevant data, storing it securely for the necessary duration, and respecting individuals’ rights to privacy and data protection throughout the process.
• Public task – we must collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Where we get personal information from

• Directly from you
• Regulatory authorities
• Family members or carers
• Other health and care providers
• Charities or voluntary sector organisations
• Schools, colleges, universities or other education organisations
• Councils and other public sector organisations

How long we keep information

This Data Retention Policy establishes guidelines for retaining and disposing of data in compliance with UK GDPR, the Data Protection Act 2018, and other relevant legal requirements. It applies to all data collected, processed, and stored by our organization, including personal, financial, and legal information.

We are committed to retaining data only for as long as necessary for the purposes for which it was collected or as required by law. Personal data will be regularly reviewed and deleted or anonymised when it is no longer needed. All retained data will be stored securely in a reliable and non-editable format to ensure its integrity.

For financial records, we will retain tax returns, financial statements, and accounting records for six years from the end of the last company financial year. Payroll documents will be kept for six years plus the current year, while insurance documents will be retained for three years after the policy lapses. Company records such as contracts and business agreements will be held for six years, and business insurance documents and certificates will be kept for seven years after the policy ends. Company statutory records, including director details and shareholder information, will be maintained permanently.

Regarding personal data, retention periods will be determined based on the purpose of processing and legal requirements. For instance, HR records will have specified retention periods for each category of personnel data. Legal records will also adhere to specific timelines; contractual data will be retained for six years after contract termination or expiration, personal injury data for three years from the date of injury or knowledge of injury, and property records and land claims for twelve years. At the end of their retention period, data will be securely destroyed or anonymised. This disposal process will be documented and conducted in a manner that prevents unauthorised access or reconstruction of the data. Exceptions may apply where data must be retained beyond the standard retention period due to legal proceedings, regulatory investigations, or other legitimate business purposes; any extended retention must be justified and documented accordingly.

This policy will undergo an annual review to ensure compliance with current legislation and evolving business needs. All employees are responsible for adhering to this policy and reporting any potential violations. We also recognise and respect data subject rights under UK GDPR and the Data Protection Act 2018, including the right to erasure. Where erasure is not possible due to legal obligations, we will restrict the processing of the data instead. By implementing this policy, we aim to balance our legal obligations with our business needs while safeguarding the privacy rights of individuals and ensuring compliance with UK data protection regulations.

Who we share information with Data processors

Seldom Seen Ltd

This data processor does the following activities for us: They manage our administrative procedures, systems and support.

Others we share personal information with

• Other health providers (e.g. GPs and consultants)
• Insurance companies, brokers and other intermediaries
• Charities and voluntary organisations
• Care providers
• Organisations we need to share information with for safeguarding reasons
• Emergency services
• Professional advisors
• Legal bodies or authorities
• Local authorities or councils
• Relevant regulatory authorities
• External auditors or inspectors
• Organisations we’re legally obliged to share personal information with
• Publicly on our website, social media or other marketing and information media
• Current employers
• Previous employers
• Suppliers and service providers
• Professional consultants

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after making a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

21 November 2024