Privacy Policy – TBF Trust

At TBF Trust, we are committed to protecting your personal information and being transparent about how we use it, no matter how you engage with us. Whether you are applying for a job, volunteering, donating, purchasing products, or using our services, we are dedicated to keeping your data safe.

We comply with all relevant data protection laws, including:

• UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA), collectively referred to as ‘data protection legislation’
• The Privacy and Electronic Communications Regulation (2003)

We ensure your information is used in a way that you would reasonably expect.

Who We Are

Your personal data is processed by or on behalf of TBF Trust, a UK-registered charity (Charity No: 271602), committed to working for the community and ensuring the safety and well-being of our supporters, volunteers, and staff.

This Privacy Notice, along with our website’s terms and conditions and cookie policy, explains how we collect, use, and protect your personal information.

If you have any questions regarding this Privacy Notice, please contact our Data Protection Team:

Email: info@tbftrust.org
Unit 2, Fordbrook Business Centre
Marlborough Road, Pewsey
Wiltshire SN9 5NU

How We Collect Information About You

When You Give Us Information Directly

We may collect personal information when you engage with us directly, including when you:

• Make a donation
• Volunteer or fundraise for us
• Register for an event
• Buy goods from our online store
• Make an enquiry
• Apply for a job
• Use our services
• Provide feedback
• Use one of our apps
• Enter into a contract with us
• Are captured by CCTV at one of our premises

When You Provide Information Indirectly

When you interact with us via social media platforms (such as Facebook, WhatsApp, Twitter, or LinkedIn), we may obtain personal information about you based on your privacy preferences on those platforms.

We may also collect information about your use of our website, such as pages you visit and how you navigate through the site, using cookies (refer to our cookie policy for more details).

What Information We Collect

The types of information we may collect include your name, address, email, phone number, date of birth, job title, and other details related to your engagement with TBF Trust.

We may also collect sensitive personal information, referred to as ‘special category’ data, such as racial or ethnic origin, health information, or religious beliefs. This type of data will only be collected when absolutely necessary (e.g., when participating in a challenge event or delivering a service as a volunteer). We will always provide clear information about why we need this data at the point of collection.

If you’re under 16, you must get your parent or guardian’s permission before providing us with any personal information.

How We Use Your Information

We may use your personal data for the following purposes:

• Donation Processing: To manage donations, including Gift Aid claims.
• Responding to Requests: To respond to your enquiries or complaints.
• Marketing & Fundraising: With your consent, we may contact you by email, SMS, or phone for marketing purposes. You can withdraw your consent at any time.
• Monitoring & Evaluation: To improve the delivery of our services.
• Employment Applications: To process job applications, references, background checks, and compliance with recruitment policies.
• Website Management: To improve and personalise your experience on our website.
• Legal and Compliance: To fulfil legal obligations, including tax, crime prevention, or other regulatory requirements.

Who We Share Your Data With

We only share your data when necessary, and only under the following circumstances:

• Third-Party Suppliers: Data may be shared with our trusted service providers who assist us in delivering services and projects. These suppliers are subject to strict contractual obligations.
• Legal Requirements: We may share data with law enforcement or regulatory bodies where legally required or to protect someone’s vital interests.

How We Protect Your Information

We have robust technical and organisational safeguards to protect your personal data. This includes limiting access to authorised individuals, encrypting online forms, and ensuring compliance with industry standards.

How Long We Keep Your Data

We retain your data only as long as necessary for the purposes it was collected. For example, financial data related to donations may be kept for up to six years for tax and accounting purposes.

International Data Transfers

In certain circumstances, your data may be processed outside the European Economic Area (EEA). We ensure that appropriate safeguards, such as the International Data Transfer Agreement, are in place to protect your data.

Your Rights

You have the right to request access to your personal information, ask for inaccuracies to be corrected, or request that your data be erased. To exercise these rights, please contact our Data Protection Team at info@tbftrust.org, or use the contact details provided above.

Complaints

If you are unhappy with our handling of your personal data, you can contact our Data Protection Team. If you remain unsatisfied, you can also contact the Information Commissioner’s Office (ICO):

Address:
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: www.ico.org.uk

Changes to This Privacy Notice

We may update this Privacy Notice from time to time. Please check this page occasionally for any updates or changes.