We have policies, procedures, and training in place to help our team understand their data protection responsibilities and follow the principles of data protection.
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.
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
- Any information that you give us relating to your circumstances and why you used our products and services.
- Information that you provide when you donate a device to us.
- Financial information that you provide to us
- We take serial numbers and licence information and product keys if necessary.
- For Apple devices we ask you to remove devices from your Apple ID account so that it can be given to others.
- Other information about you from publicly available sources, like the electoral roll
- For job and volunteer applicants:
- your bank account details and tax and residency status
- references from previous employers or educational institutions
- contact details for your family members and next of kin
- information concerning your health and medical conditions
- information about your race, ethnicity, and sexual orientation
- details of criminal convictions.
How we collect personal information
We may collect your personal information from you directly when you:
- communicate with us for any reason, by post, telephone, text, email, or via our website
- make a donation to the Jamil Trust or in our office.
- participate in a campaign
- participate in a survey or research
- work or make an application to work or volunteer with us
- agree to help us promote our work
- interact with us as a supplier, contractor, consultant, or in any other capacity.
We may also collect personal information about you from other organisations. For example, a referral agency like a doctor’s surgery, a trade union, or from your current or past employer, or church or school.
Our legal basis for processing personal information
Our legal basis for processing personal information is usually for our legitimate interests, if we have your consent, for the performance of a contract or to meet our legal obligations.
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 and text messages. You can withdraw consent for this at any time.
Usually, we will only process sensitive personal data if we have your explicit consent. In extreme situations, we may share your personal details if we believe someone’s life is at risk.
We may process personal information because it is necessary for the performance of a contract to which you are a party (or to take steps at your request prior to entering a contract), or because we are legally obliged to do so (for example to meet employment or charity laws).
Why we collect personal information
We collect and use personal information about people who use Jalim Trust, people who support the Jamil Trust , job applicants, and volunteers for a number of reasons.
Assisting people that use Jamil Trust
We collect personal information from you if you use Jamil Trust. Our legal basis for using this information is our legitimate interest, and where appropriate your consent. We use this information to respond to your need for help, and ensure that we are providing help when and where it is most needed.
Developing relationships with supporters
The Jamil Trust’s work is made possible by the generosity of our supporters. We need a good understanding of our supporters so that we can communicate with them effectively and appropriately.
We may research our supporters to develop a better understanding of their interests and actions in support of our work. Sometimes we use specialist agencies who act on our behalf to enable us to tailor and target our events and communications effectively to people most likely to be interested. We may also use the research to screen our financial supporters in order to make appropriate requests to people who have the means and the desire to give more.
We may use third-party agencies to undertake research for us to identify companies and individuals within them with whom we might build corporate partnerships. We may obtain information about a person’s professional credentials, like their job title and email address in order to contact them.
We use the services of third parties to:
- Analyse the personal data we hold in order to segment our supporters and enable us to communicate more effectively with them
- Undertake research using publicly available data sources (such as the Electoral Register, Companies House, public social media accounts such as LinkedIn, company websites, political and property registers, and news archives) to supplement the personal data we already have and enable us to better understand our supporters’ interests
You have the right to opt-out from this activity at any time. If you would prefer us not to use your personal information in this way, please email us at email@example.com.
If you kindly make a computer donation to us, a financial donation to us, we will use your personal information to collect your donation and maintain a record of our supporters. Our legal basis for using your personal information for this purpose is to fulfil our legal obligations, and our legitimate interest in meeting our fundraising objectives. We are legally required by HMRC to collect some personal information if you choose to Gift Aid to your donation.
Dealing with complaints and appeals
If a complaint is raised with us, we will process any personal information provided to manage and resolve the complaint or appeal. This may include sharing relevant information with the third-party agency, or person that the complaint has been made about. Our legal basis for using personal information for this purpose is legitimate interest. If you make a complaint about an individual and this forms part of their personal data and the individual requests access to it, we will seek your consent before providing the personal information. We may still have to provide the personal data if you do not provide your consent.
Promoting our work
We will use personal information that you share with us if you agree to help us promote our work. This might include photographs and videos. For example, we may use your information in case studies and stories that we publish or share with the media. We will only use your information for this purpose if you have given your consent for us to do so.
Campaigning for change
If you choose to take part in one of our campaigns for change and share personal information with us, we may use that information to support the campaign and make our voice heard. We may invite you to take part in future activities based upon your location and previous actions that you have taken. If you sign up to a campaign which involves targeting MPs, we may forward your email, including your contact information to an MP.
Our legal basis for using your personal information for this purpose is for our legitimate interests.
Carrying out surveys and research
If you choose to take part in one of our surveys, we will use the personal information that you provide to process the results of the survey and undertake analysis. We may use a university or other academic institution or organisation to undertake an analysis of survey responses. Survey results are anonymised before being shared or published. Our legal basis for using your personal information for this purpose is for our legitimate interests, or where appropriate your consent.
Employee administration and development
We will process personal information of our employees to fulfil our contract with them and to meet our legal obligations as an employer. This includes payroll processing and the provision of training. We are required by law to share some financial information with the HMRC. We may also need to share some personal information with other organisations (for example solicitors or pension providers).
We may collect your information in a variety of ways. For example, data might be contained in application forms, CVs or résumés, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online assessments. The organisation may also collect personal data about you from third parties, such as recruitment services, references supplied by former employers, information from employment background check providers and information from criminal records checks when applicable to the role.
We need to process your data prior to entering into a contract with you, to meet our legal obligations, or for our legitimate interests. We will not use your data for any purpose other than recruitment. A full privacy statement for job applicants is included in the recruitment pack.
If you apply to be a volunteer with the Jamil Trust your personal information will be used to process your volunteering application, to keep you up to date on opportunities across the Jamil Trust as well as giving you a chance to share your feedback and tell us more about your experience of volunteering. Our legal basis for using your personal information in this way is our legitimate interest, and where appropriate your consent.
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.
We will use your personal information including your bank account details to process expense claims. Our legal basis for using your information for this is for the performance of a contract.
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.
We may share your personal information with third-party organisations who will process it on our behalf (for example a mailing house, our website administrator, or a printing supplier). We select these organisations carefully and put in place data processing agreements which require that they comply with data protection legislation.
We may also share your information with our bank to process a payment; our professional advisers (such as our legal advisers) where it is necessary to obtain their advice; and our IT service providers and data storage providers.
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.
We might share your information across different parts of Jamil Trust for research, analysis and marketing.
Transferring personal data outside of the EEA
We may need to transfer some personal data to the third parties described above who are located outside of the UK. In such cases, we will take appropriate measures to ensure your personal data remains protected. If the organisation is based outside of the UK and in a country that is not protected by an adequacy decision (providing an adequate level of data protection) we will take appropriate safeguards such as implementing standard contractual clauses.
If you have any questions or need more information regarding international transfers of your personal data, please contact us at firstname.lastname@example.org.
Cookies and aggregate information collected from our website
Aggregate information is collected from users using our own web tracker. This information includes users’ Internet Protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time of visit, number of clicks, error pages, and number of unique visits. This information is not linked to personal profiles or to personally identifiable information provided by users. We use it to analyse visitor trends and use of our website, administer the website and gather broad demographic information of our website users.
If you no longer wish to receive communications about the Jamil Trust, the work that we do and how you can help us, please contact email@example.com or click on the link within emails to unsubscribe to further emails.
You also 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 firstname.lastname@example.org. We will respond to any request within 28 days.
How long we keep your personal information
We will hold your personal information only for as long as 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 need help from a Jamil Trust
Your personal information is stored in a secure database for six years
People who donate Computers to us
Where you provide personal information alongside your computer donation, your personal information is stored in a secure database for three years.
People signing up to a campaign
Your personal information is stored in a secure database for up to two years.
Your personal information is stored in a secure database for seven years.
If your application is unsuccessful, your information will be held for six months, if you stop volunteering it will be held for twelve months.
Survey and research participants
Twelve months after the survey is completed. Then results are anonymised.
Promoting our work through sharing stories and photographic imaging
Three years after consent was obtained.
Representatives of referral agency partners
Two years after the date of the last referral made.
Six years if the complaint is upheld, three years if the complaint is not upheld.
Seven years after employment ceases.
Changes to this policy
This policy was last updated on 18 June 2022.
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.