Barnet Refugee Service (BRS) is a registered charity (registration number:1107965), we’re committed to protecting and respecting your privacy.
This Policy explains when and why we collect personal information about people, , the lawful basis, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Notice from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to firstname.lastname@example.org or by writing to BRS, 8th Floor, Hyde House, The Hyde, London NW9 6LH. Alternatively, you can telephone 020 8905 9002.
Who are we?
BRS is working in partnership with individuals and agencies to improve the quality of life and promote the physical, social and mental well-being of refugees and asylum seekers who live, work or study within London Borough of Barnet and surrounding boroughs, helping to reduce health inequalities, social exclusion and poverty and enabling positive integration. Our main aim is to support and empower refugees and asylum seekers to rebuild their lives and integrate into society. Our clients are from ethnic minorities, they have suffered severe deprivation in their countries of origin and they are often excluded from accessing mainstream services in the UK due to the language barrier, their emotional vulnerability and difficulties in navigating the immigration and welfare systems.
Why do we collect information from you?
We need to collect personal information from you so that we can manage your engagement with our organisation, whether that is as a client, staff, volunteers, trustees, funders or supporters.
How do we collect information from you?
We obtain information about you when you contact us and this can be on the phone, in person, by email, referrals and when you use our website. For example, when you contact us about services, to make a donation, or if you register as a member or to receive regular emails from us. We may also store information about your history of engaging with BRS to help us manage how we work with you.
What type of information is collected from you?
The personal information we collect might include your name, address, telephone number, email address, marital status, language skills and economic status. . If necessary, we may also collect special category personal information such as your gender, nationality and racial or ethnic origin, disability, sexual orientation, faith, immigration status, health issues, educational attainment, your bank account details if you are paid a salary as an employee of BRS, as a contractor, or incur expenses as a volunteer for BRS; We may also collect other information about you including images from BRS’s events, quotes, and social impact information.
What are our legal bases for processing your personal information?
Under current data protection law, we must have an appropriate legal basis for collecting and processing your personal information. The legal bases are set out in the General Data Protection Regulation (EU Regulation 2016/679) and in current UK data protection legislation. The legal bases that BRS use for processing personal information are:
Article 6(1)(a) – consent
Article 6(1)(b) – contract
Article 6(1)(c) – legal obligation
Article 6(1)(f) – legitimate interests
The primary legitimate interest maintained by BRS for the processing of personal information is to understand and be able to properly support our clients, to effectively manage our staff, volunteers and trustees, and to manage the engagement of our funders, members and supporters. In establishing these legitimate interests, we have balanced the interests of the persons whose information we process against the risks posed to them by doing this, and have taken all reasonable steps to minimise those risks.
How is your information used?
We may use your information:
- for making our services available to you
- to process your request for support and accessing services;
- for the performance of our work/contract with you;
- for your participation in, and our delivery of, our/your programme or course;
- to process a donation that you have made;
- to process requests that you have submitted;
- to carry out our obligations arising from any contracts entered into by you and us;
- to seek your views or comments on the services we provide;
- to notify you of changes to our services;
- to send you communications which you have requested and that may be of interest to you. These may include information about campaigns, other fundraising activities and promotions of our associated companies, goods and services;
- to process a job application.
- to help us monitor equal opportunities.
We may also use your information to communicate with you about programmes, courses and services we believe may be of interest to you in accordance with your communicated preferences.
On occasion we may also use information you provide such as quotes, questionnaire and interview feedback, photographic images and video footage (where BRS owns the copyright in such materials), case studies and social impact information for marketing or fundraising purposes. This includes social media, website and on printed material.
We will use employee information to maintain records about your employment and basic personnel files.
We may also use your information for the monitoring of equal opportunities.
If you wish to update the purposes for which we process your data you can do so by contacting us at: email@example.com.
How long will we retain your personal information for?
We review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as is necessary to fulfil our legal, auditing and financial obligations, or as long as is set out in any relevant contract you hold with us. We generally retain personal information for a period of 8-10 years from its point of use. A table of timeframes of retention of each type of information is included in our Data Retention Policy.
Who has access to your information?
We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations and send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
When you are using our secure online donation pages, your donation is processed by a third party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct communications from us about the vital work we do for the communities we serve and our exciting services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.
We will not contact you for marketing purposes by post, email, phone or text message if you have indicated that you do not wish to be contacted. You can change your preferences at any time by contacting us by email: firstname.lastname@example.org or by phone on: 020 8905 9002.
Where you have provided consent for BRS to process your personal information, you may withdraw that consent at any time, upon which BRS will erase all personal information covered by that consent.
How you can access, correct and update your information
The accuracy of your information is important to us. You have the right to ask for a copy of the information BRS holds about you.
We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: email@example.com or by writing to BRS, 8th Floor, Hyde House, The Hyde, London NW9 6LH. Alternatively, you can telephone 0208905 9002.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely. We take steps to store your data securely including to ensure that only certain personnel with password protected authentication can access personal data for the purposes set out on section on ‘How is your information used’.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
18 or Under
We are committed to protecting the privacy of children aged 18 or under. If you are aged 18 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information. However, we understand that in some cases this may not be possible. In case of life threatening risks, we will take your information seriously. We might need to contact third parties such as social services, the police or lawyers with your consent. However, if there is a life threatening risk we may need to contact third parties such as social service, the police or lawyers without your consent.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in August 2020.