Legal
Contact details
Name: Bare Necessities Toiletry Bank (Bare Necessities)
Address: Unit 3a Watsons Mews, 3 Hawthorn Lane, Wilmslow. SK9 1AA
Tel: +44 7768 261792
E-mail: enquiries@bntoiletrybank.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
Addresses
Emergency contact details
Next of kin details
Photographs or video recordings
Records of meetings and decisions
Information relating to compliments or complaints
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
Tax payer information (for Gift Aid purposes)
Photographs or video recordings
We collect or use the following personal information to comply with legal requirements:
Name
Contact information
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Address
Correspondence
UK data protection law
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 permission from you after we gave 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 have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
Consent - we have permission from you after we gave 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 have to collect or use the information so we can 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 have to collect or use your information so we can 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.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
Consent - we have permission from you after we gave 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.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Consent - we have permission from you after we gave 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.
How long we keep information
We will only retain your personal information for as long as necessary to fulfil the purposes for which we collected it. Details of retention periods for different aspects of your personal information are available in our Data Retention Policy which is available from Wendy Hobson.
To determine the appropriate retention period for personal data, we consider:
The amount, nature and sensitivity of the personal data.
The potential risk of harm from unauthorised use or disclosure of your personal data.
The purposes for which we process your personal data and whether we can achieve those purposes through other means.
The applicable legal requirements
Who we share information with
Others we share personal information with:
Charities and voluntary organisations
Suppliers and service providers
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 raising 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
ICO website: www.ico.org.uk/make-a-complaint
Legal
About this policy
We are committed to conducting and operating BNTB with honesty and integrity, and we expect everyone involved with BNTB to maintain high standards. Any suspected wrongdoing should be reported as soon as possible.
This policy covers everyone involved with and carrying out work for BNTB including all trustees, volunteers, interns, employees, consultants, contractors, casual workers and agency workers.
We may amend this policy at any time.
What is whistleblowing?
Whistleblowing is the reporting of suspected wrongdoing or dangers in relation to our activities. This includes bribery, facilitation of tax evasion, fraud or other criminal activity, miscarriages of justice, health and safety risks, damage to the environment and any breach of legal or professional obligations. It also includes failure to comply with the requirements and standards of conduct set out by the Charity Commission.
How to raise a concern
We hope that in most cases you will be able to raise any concerns with one of the trustees. Louise Russell is the trustee with responsibility for dealing with whistleblowing concerns or complaints. You may also contact Wendy Hobson, Chair of the Trustees. Contact details are at the end of this policy.
We will arrange a meeting with you as soon as possible to discuss your concern or complaint. You may bring another BNTB volunteer to any meetings under this policy. Your companion must respect the confidentiality of your disclosure and any subsequent investigation.
Confidentiality
We hope that everyone who works at BNTB will feel able to voice whistleblowing concerns and complaints openly under this policy. Completely anonymous disclosures are difficult to investigate. If you want to raise your concern confidentially, we will make every effort to keep your identity secret and only reveal it where necessary to those involved in investigating your concern.
External disclosures
The aim of this policy is to provide an internal mechanism for reporting, investigating and remedying any wrongdoing within BNTB. In most cases you should not find it necessary to alert anyone externally.
The law recognises that in some circumstances it may be appropriate for you to report your concerns to an external body such as the Charity Commission. We strongly encourage you to seek advice before reporting a concern to anyone external. Protect operates a confidential helpline. Their contact details are at the end of this policy.
Protection and support for whistleblowers
We aim to encourage openness and will support whistleblowers who raise genuine concerns under this policy, even if they turn out to be mistaken.
Whistleblowers must not suffer any detrimental treatment as a result of raising a genuine concern. If you believe that you have suffered any such treatment, you should inform Louise Russell immediately.
You must not threaten or retaliate against whistleblowers in any way.
Protect operates a confidential helpline. Their contact details are at the end of this policy.
Contacts
Trustee with responsibility for whistleblowing concerns:
Louise Russell
07740 722817
louise@bntoiletrybank.org
Chair of Trustees:
Wendy Hobson
wendy@bntoiletrybank.org
Protect (Independent whistleblowing charity):
020 3117 2520
www.protect-advice.org.uk
