Privacy Policy
Introduction
Move Connect Escape Trust | Charity CIO (we, us, our) is committed to protecting the privacy and personal data of people we serve, volunteers, donors, partners and website visitors. This policy explains how we collect, use, store and share personal information, why we do this, and your rights. It applies to personal data processed through our services, activities and website.
Our lawful basis for processing personal data
We process personal data where necessary to carry out our charitable purposes, to fulfil contracts, to comply with legal obligations, or where we have a legitimate interest. We also rely on consent for certain activities (for example, marketing communications) — you may withdraw consent at any time.
What personal data we collect
Identity information: name, date of birth, gender.
Contact details: postal address, email address, telephone number.
Emergency and next-of-kin contacts.
Health and wellbeing information: medical conditions, dietary needs, disability needs, mobility information, medication requirements — only where necessary to deliver safe services.
Financial and transactional information: bank details (for payments to you or from you), donation records, Gift Aid information.
Safeguarding and casework records: notes from support sessions, risk assessments, incident reports.
Employment and volunteer information: CVs, references, right to work documents, DBS checks.
Communications data: correspondence, contact preferences, survey responses.
Technical and usage data: IP address, device and browser type, website usage and cookies when you visit our website.
How we collect personal data
Directly from you when you register for services, donate, volunteer, apply for roles, sign up for newsletters, call us, or meet staff.
From third parties with your consent or where legally permitted (for example partner agencies, funders, referring organisations).
Automatically via our website and cookies.
From public sources where relevant (e.g. Companies House for corporate donors).
How we use your personal data
We use personal data to:
Provide and manage our services (meals, warm spaces, fitness and social programmes).
Support health and wellbeing, and safeguard vulnerable people.
Process donations, Gift Aid claims and issue receipts.
Recruit and manage staff and volunteers.
Communicate with you about services, events, news and fundraising (subject to your communication preferences).
Monitor, evaluate and improve our programmes and meet funder reporting requirements.
Meet legal and regulatory obligations (safeguarding, health and safety, employment law, tax).
Protect the organisation and users (security, fraud prevention, risk management).
Conduct research and statistical analysis in a de-identified form.
Legal basis for sensitive data (special category data)
We may process special category data — such as health information, disability information or race/ethnicity — where necessary for reasons of substantial public interest in providing social care and health-related services, to protect your vital interests, or where you have expressly consented. We take extra care with this data and only keep what is necessary.
Sharing your personal data
We will not sell your personal data. We may share personal data with:
Partner organisations, referral agencies and funders where required to provide services or fulfill funding agreements.
Service providers acting on our behalf (IT providers, payroll, credit/debit payment processors, mailing services).
Professional advisers and auditors when needed.
Statutory authorities where required by law (for example, safeguarding authorities, police, HMRC).
Emergency services and healthcare professionals in cases of immediate risk to health or safety.
Other third parties with your explicit consent.
International transfers
Where we transfer personal data outside the UK, we will ensure appropriate safeguards are in place (such as standard contractual clauses or transfers to countries with an adequate level of protection), and compliance with UK data protection law.
Data retention
We retain personal data only as long as necessary for the purposes for which it was collected, including to fulfil legal, accounting or reporting obligations. Retention periods vary by data type (for example, safeguarding records and financial records are kept for longer). If you would like details of specific retention periods, please contact us.
Security
We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse or destruction. This includes staff training, access controls, secure storage and encryption where appropriate. While we strive to protect your data, no method of transmission or storage is completely secure.
Your rights
Under data protection law, you have rights in relation to your personal data, including:
The right to be informed about how we use your data.
The right of access to the personal data we hold about you (subject access request).
The right