Privacy Notice

Sunflowers Children’s Action Group (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

Sunflowers Children’s Action Group are a registered charity, number: 1186308 and we are registered with the Information Commissioner’s Office registration number: A8502727. We will act as the data controller when processing your data. We are reachable via Sunflowers Children’s Action Group, PO Box 667, Grimsby DN31 9JP. Our designated Data Protection Officer is Gary Payne, who can be contacted c/o our PO Box above or through The Gill Payne Partnership Ltd, 54 Canberra View, Barton-Upon-Humber, DN18 5GR also by using the email: dataprivacy@gillpayne.com

Sunflowers Children’s Action Group processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from is:

  • Name
  • Date of Birth
  • Home Address
  • Personal Email
  • Business Email
  • Home Telephone Number
  • Mobile Telephone Number
  • Special Category Data (e. health/medical information, details about religion, sexuality etc.)

We collect information in the below ways:

Via our online contact form, social media direct messages, telephone, email, DBS (Data Barring Service) checks although this is not a finite list.

Sunflowers Children’s Action Group takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with regular information i.e., newsletters and/or updates and marketing such as events and fundraising opportunities/requests, you are free to withdraw this consent at any time.

The purposes and reasons for processing your personal data are detailed below:

  • We collect your personal data in the performance of a contract such as providing our support and/or services to you or a child or vulnerable person under your guardianship
  • We collect your personal data in the performance of a contract such as running a ticketed function or fundraising event
  • We collect and store your personal data as part of our legal obligation for regulatory reporting, compliance, business accounting and tax purposes
  • We collect and store your personal data when you are applying to act as a volunteer, helper, etc. to comply with our regulatory requirements and safeguarding policies and have a legal obligation to share your personal data when you are working with our children and vulnerable people, with a Data Barring Service provider for the purpose of carrying out legally required criminal records checks
  • We will occasionally send you marketing information such as event notifications, fundraising opportunities, etc., where we have assessed that it is beneficial to you as a supporter and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests
  • During and after our events, we will be processing the personal data of data subjects (children, guardians, event attendees, etc.) in the form of images (video and photo) to support the promotion of Sunflowers Children’s Action Group, to assist in raising funds and to make the images available to the families of those attending. We will be doing this on the basis of legitimate interest and have completed a full legitimate interest assessment, and we have put in place special measures to limit image capture and processing where there is a specific and identified safeguarding issue

You have the right to access any personal information that Sunflowers Children’s Action Group processes about you and to request information about:

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Sunflowers Children’s Action Group uses third-parties to provide the services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

All data processors will have signed a data processor agreement before being provided with any personal details and only after checks have been made on the appropriateness of the third-party to process personal data in accordance with data protection laws and our requirements for security.

Third parties will be used to assist in delivering elements of our contracts/services to individuals and some of these third parties may not be know directly to us at this point in time. We will ensure that you are aware of who these ‘third parties’ are prior to the sharing of your personal data. Other third parties may process or have access to your personal data during auditing and/or regulatory compliance.

Sunflowers Children’s Action Group takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including (but not limited to):

SSL, TLS, encryptions, pseudonymisation, restricted access, IT authentication, firewalls, anti-virus/malware, etc.

Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data. Sunflowers Children’s Action Group does not transfer or store any personal data outside the EU.

You are not obligated to provide your personal information to Sunflowers Children’s Action Group, however, as this information is required for us to provide you with our services or meet your legitimate interests, we will not be able to offer some or all our services without it.

As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

We use the legitimate interests’ legal basis for processing your personal data such as your name and contact information for the purpose of informing you about marketing information such as event notifications, fundraising opportunities, etc., where we have assessed that it is beneficial to you as a supporter and in our interests and have identified that our interests are that as a charitable organisation relying on donations, we need to update you about our organisation and keep you informed about fundraising opportunities and ticketed.

Sunflowers Children’s Action Group only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required for example, under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. A full list of our retention periods is available.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Owing to the nature of the services we offer, Sunflowers Children’s Action Group sometimes needs to process sensitive personal information (known as special category data) about you, to ensure that we can match our services to your specific health or medical requirements, put in place appropriate support services to ensure your safety at all times, and to protect the personal security of you as a child or vulnerable person. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so.

Sunflowers Children’s Action Group only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Sunflowers Children’s Action Group

Gary Payne (Data Protection Officer), c/o Sunflowers Children’s Action Group, PO Box 667, Grimsby DN31 9JP or directly via The Gill Payne Partnership Ltd, 54 Canberra View, Barton-Upon-Humber, DN18 5GR

Tel: 01469 533907 or Email: dataprivacy@gillpayne.com

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Fax: 01625 524 510

Website Complaint Submission: https://ico.org.uk/concerns/handling/

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