Privacy Notices
We take your privacy seriously and want you to feel confident about how we use your personal information.
Different Community Resource services and activities may collect and use information in different ways. The privacy notices below explain what information we collect, why we collect it, how we use and protect it, and what rights you have.
Please select the privacy notice that is most relevant to the service or activity you are involved with.
Community Support
Introduction
Community Resource is a charity that is committed to making life better for people and communities facing challenges in Shropshire, Telford and Wrekin.
Our vision is for a county full of strong, local communities where everyone gets the support they need.
Our mission is to enable people to enjoy a good quality of life and empower people to help their communities thrive.
Community Resource is committed to protecting your personal information and being transparent about how we collect and use it. This privacy notice explains how we use personal data provided when you engage with our community support services, in accordance with UK data protection legislation.
Services covered by this notice:
- Community Energy group memberships
- Voluntary and Community Infrastructure support
- Rural Housing Enabler Programme
- Employability and Enterprise support for young people aged 18–30
- Community Buildings and Village Hall membership
- Research and Engagement Network
How we collect your personal information and the types of information we collect
We collect personal information directly from you when you register for membership, request advice or support, participate in training, volunteering or mentoring programmes, or contact us by phone, email or online forms.
The personal information we collect may include:
- personal and contact details (name, address, email address, telephone number)
- organisational details where you are acting on behalf of a voluntary or community organisation
- personal contact details used as organisational contacts for voluntary or community organisations
- information about your skills, interests, experience, goals and support needs
- records of advice, guidance, mentoring, volunteering placements and training provided
- monitoring information for reporting and evaluation
- health or wellbeing information where relevant to the support provided (special category data)
Why we collect information about you
Community Resource collects and uses this information to:
- manage membership of energy groups
- share relevant contact details with other service providers involved in delivering support and services
- provide advice, guidance, training and volunteer brokerage
- deliver employability, enterprise, volunteering and mentoring support to young people aged 18–25
- monitor outcomes, evaluate services and improve our programmes
- meet legal, regulatory, safeguarding and funding requirements
Lawful basis for processing your information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- legitimate interests; to deliver community support services and manage memberships
- consent; where you have agreed, particularly when sharing details with partner organisations or processing special category data
- legal obligation; where required by law, including safeguarding
You may withdraw your consent at any time where consent is the lawful basis for processing.
How we use special category data
Some information you provide may be considered special category data (for example, health or disability information). We will only use this information where it is necessary to assess your application or provide appropriate support, and we will apply additional safeguards to protect it.
Who we share your personal information with
We may share your personal information with:
- internal staff delivering and managing support services
- other service providers and partner organisations involved in the delivery of community support or services
- funders or auditors where necessary for monitoring and reporting
- statutory bodies where we are legally required to do so
We will never sell your data and will only share it on a need-to-know basis with appropriate data protection agreements in place.
How we store your personal information
Your personal information is securely stored within the organisation’s data management system and in other IT systems including the organisation’s email system.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to people who have a business need to see it.
How long we will keep your personal information
We will retain your personal information only for as long as necessary to provide support, meet funding and reporting requirements, and comply with legal obligations. Typically, this will be up to 7 years after the end of your engagement with our services. Specific retention periods are available on request.
Your data protection rights
Under data protection law, you have the right to:
- access the personal information we hold about you
- request correction of inaccurate or incomplete information
- request deletion of your personal data where there is no lawful reason for us to keep it
- request restriction of processing in certain circumstances
- object to processing where applicable
- request transfer of your data to another organisation or to you, in certain circumstances
You are not required to pay a fee to exercise your rights. We will respond to requests within one calendar month.
For more information about your rights, visit the Information Commissioner’s Office website: www.ico.org.uk
Contacting us about your information
If you have any questions about this privacy notice or wish to exercise your data protection rights, please contact:
Data Protection Officer
Community Resource
4 The Creative Quarter
Shrewsbury Business Park
SY2 6LG
Tel: 01743 36064
Email: marketing@community-resource.org.uk
We are registered as a data controller with the UK Information Commissioner’s Office.
Our data protection registration number is ICO: Z7835613
Funding and Advice
Introduction
Community Resource is a charity that is committed to making life better for people and communities facing challenges in Shropshire, Telford and Wrekin.
Our vision is for a county full of strong, local communities where everyone gets the support they need.
Our mission is to enable people to enjoy a good quality of life and empower people to help their communities thrive.
Community Resource is committed to protecting your personal information and being transparent about how we collect and use it. This privacy notice explains how we use personal data provided by individuals who apply for funding and advice, in accordance with UK data protection legislation.
How we collect your personal information and the types of information we collect
We collect personal information directly from you when you:
- complete and submit a grant application
- complete a request for advice
- contact us by phone or email about your application or request
- provide supporting evidence as part of the assessment process
The personal information we collect may include:
- personal details; name, address, date of birth, contact details (telephone number and email)
- household information; details of people living in your household where relevant to the application
- financial information; income details, benefit information, outgoings, bank details (for grant payments only)
- health or wellbeing information; where relevant to your situation or application (this may include special category data)
- supporting documentation; such as bank statements, benefit letters, bills, or referral information from support agencies
Why we collect information about you
Community Resource collects and uses this information to:
- assess your eligibility for funding and advice
- make decisions about your funding and advice
- contact you about your application and any additional support available
- make payments where funding is approved
- monitor and evaluate our programmes
- meet legal, regulatory and reporting requirements
Lawful basis for processing your information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- public task / legitimate interests; processing is necessary to deliver charitable support and manage grant funding responsibly
- consent; where we ask for and you provide explicit consent, particularly when processing special category data (such as health information)
- legal obligation; where processing is required to meet our legal or regulatory duties
You may withdraw your consent at any time where consent is the lawful basis for processing.
How we use special category data
Some information you provide may be considered special category data (for example, health or disability information). We will only use this information where it is necessary to assess your application or provide appropriate support, and we will apply additional safeguards to protect it.
Who we share your personal information with
We may share your personal information with
- internal staff involved in assessing and administering the funding and advice
- organisations or funders supporting or auditing a grant programme (only where necessary and with appropriate safeguards)
- suppliers involved in providing essential or practical goods, where this forms part of the support we offer
- payment providers to enable payments to be made
- statutory bodies or law enforcement agencies where we are legally required to do so
We will never sell your data and will only share it on a need-to-know basis with appropriate data protection agreements in place.
How we store your personal information
Your personal information is securely stored within the organisation’s data management system and in other IT systems including the organisation’s email system.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to people who have a business need to see it.
How long we will keep your personal information
We will retain your personal information securely for up to 7 years after the end of the funding and advice service or final decision on your application. This is to meet audit, reporting and legal requirements. Retention periods can be provided on request.
Your data protection rights
Under data protection law, you have the right to:
- access the personal information we hold about you
- request correction of inaccurate or incomplete information
- request deletion of your personal data where there is no lawful reason for us to keep it
- request restriction of processing in certain circumstances
- object to processing where applicable
- request transfer of your data to another organisation or to you, in certain circumstances
You are not required to pay a fee to exercise your rights. We will respond to requests within one calendar month.
For more information about your rights, visit the Information Commissioner’s Office website: www.ico.org.uk
Contacting us about your information
If you have any questions about this privacy notice or wish to exercise your data protection rights, please contact:
Data Protection Officer
Community Resource
4 The Creative Quarter
Shrewsbury Business Park
SY2 6LG
Tel: 01743 36064
Email: marketing@community-resource.org.uk
We are registered as a data controller with the UK Information Commissioner’s Office.
Our data protection registration number is ICO: Z7835613
Health and Wellbeing
Introduction
Community Resource is a charity that is committed to making life better for people and communities facing challenges in Shropshire, Telford and Wrekin.
Our vision is for a county full of strong, local communities where everyone gets the support they need.
Our mission is to enable people to enjoy a good quality of life and empower people to help their communities thrive.
Community Resource is committed to protecting your personal information and being transparent about how we collect and use it. This privacy notice explains how we use personal data provided when you engage with our community support services, in accordance with UK data protection legislation.
Services covered by this notice
- Hearing loss support services
- Social prescribing services
- Buddy system
- Social groups
- Serving Families on the Move
How we collect your personal information and the types of information we collect
We collect personal information directly from you when you are referred to or access our Health and Wellbeing services, register to take part in activities or groups, or contact us by phone, email or online forms.
The personal information we collect may include:
- personal and contact details (name, address, email address, telephone number)
- health and wellbeing information relevant to the support provided (special category data)
- details of hearing loss or communication needs
- information provided by referrers, including NHS or local authority partners
- records of assessments, support provided, group attendance and outcomes
- monitoring and evaluation information for reporting purposes
Why we collect information about you
Community Resource collects and uses this information to:
- assess your needs and provide appropriate health and wellbeing support
- deliver hearing loss support and make referrals to NHS services where appropriate
- operate our Buddy System and social groups to support wellbeing and reduce isolation
- support families accessing services through Serving Families on the Move
- monitor outcomes, improve services and meet reporting requirements
- meet legal, safeguarding and regulatory obligations
Lawful basis for processing your information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- legitimate interests; to deliver health and wellbeing support services
- consent; particularly when processing health information or sharing information with partners
- public task; where we work with NHS or local authority partners to support individuals wellbeing
- legal obligation; including safeguarding requirements
You may withdraw your consent at any time where consent is the lawful basis for processing.
How we use special category data
Some information you provide may be considered special category data (for example, health or disability information). We will only use this information to provide support, make appropriate referrals or meet safeguarding obligations, and we apply additional security and confidentiality safeguards.
Who we share your personal information with
We may share your personal information with:
- internal staff delivering and managing Health and Wellbeing services
- NHS services where referrals or joint working are required
- community and voluntary sector organisations delivering activities or groups
- funders, auditors or monitoring bodies where required
- statutory bodies where we are legally required to do so
We will never sell your data and will only share it on a need-to-know basis with appropriate data protection agreements in place.
How we store your personal information
Your personal information is securely stored within the organisation’s data management system and in other IT systems including the organisation’s email system.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to people who have a business need to see it.
How long we will keep your personal information
We retain personal information only for as long as necessary to provide support, meet funding, NHS and local authority reporting requirements, and comply with legal obligations. Typically, information is retained for up to 7 years after the end of your engagement with our services. Specific retention periods are available on request.
Your data protection rights
Under data protection law, you have the right to:
- access the personal information we hold about you
- request correction of inaccurate or incomplete information
- request deletion of your personal data where there is no lawful reason for us to keep it
- request restriction of processing in certain circumstances
- object to processing where applicable
- request transfer of your data to another organisation or to you, in certain circumstances
You are not required to pay a fee to exercise your rights. We will respond to requests within one calendar month.
For more information about your rights, visit the Information Commissioner’s Office website: www.ico.org.uk
Contacting us about your information
If you have any questions about this privacy notice or wish to exercise your data protection rights, please contact:
Data Protection Officer
Community Resource
4 The Creative Quarter
Shrewsbury Business Park
SY2 6LG
Tel: 01743 36064
Email: marketing@community-resource.org.uk
We are registered as a data controller with the UK Information Commissioner’s Office.
Our data protection registration number is ICO: Z7835613
Fundraising and Marketing
Introduction
Community Resource is a charity that is committed to making life better for people and communities facing challenges in Shropshire, Telford and Wrekin.
Our vision is for a county full of strong, local communities where everyone gets the support they need.
Our mission is to enable people to enjoy a good quality of life and empower people to help their communities thrive.
Community Resource is committed to being transparent about how it collects and uses data and to meeting its data protection obligations.
Community Resource is committed to protecting your personal information and being transparent about how we collect and use it. This privacy notice explains how we use personal data provided when you engage with our Fundraising and Marketing activities, in accordance with UK data protection legislation.
How we collect your personal information and the types information we collect
We collect personal information directly from you when you donate, sign up to newsletters, register for events, take part in fundraising activities, or contact us by phone, email or online forms. We may also receive information from third‑party fundraising platforms such as JustGiving or Facebook Donate, and from independent fundraising organisations, including for Gift Aid claims.
The information that we collect may include:
- personal and contact details (name, email address, telephone number, postal address)
- financial information required to process donations (bank or card details – processed securely by payment providers)
- donation and engagement information (records of donations, Gift Aid declarations, events attended and communication preferences)
Why we collect information about you
Community Resource uses this information to:
- process donations and manage Gift Aid claims
- keep accurate financial records and meet audit requirements
- contact you with updates about our work, fundraising activities and events where appropriate
- manage supporter relationships and improve our fundraising activities
- comply with legal and regulatory obligations
Lawful basis for processing your information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- consent; where you have given clear consent to receive communications or for specific fundraising activities
- legitimate interests; where processing is necessary to support our charitable fundraising and engagement activities
- legal obligation; where processing is required to comply with financial, tax or regulatory duties
How we use your personal information
Community Resource uses this information to:
- tailor communications and campaigns to your interests
- to register you for fundraising events and manage your participation
- for secure processing of one-off or regular payments
- to understand our supporter base and improve our fundraising efforts
Who we share your personal information with
We may share your personal information with:
- payment processors such as Stripe or fundraising platforms to process donations securely
- event partners where you register for a jointly delivered fundraising event (with clear information provided at the time)
- funders, auditors or regulators where required
- law enforcement or statutory bodies where we are legally required to do so
We will never sell your personal data and will only share it on a need‑to‑know basis with appropriate safeguards and agreements in place.
How we store your personal information
Your personal information is securely stored within the organisation’s data management system and in other IT systems including the organisation’s email system.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to people who have a business need to see it.
How long we will keep your personal information
We will retain your personal information securely for up to 7 years after your last interaction. This is to meet accounting, audit and legal requirements. Retention periods can be provided on request.
Your data protection rights
Under data protection law, you have the right to:
- access the personal information we hold about you
- request correction of inaccurate or incomplete information
- request deletion of your personal data where there is no lawful reason for us to keep it
- request restriction of processing in certain circumstances
- object to processing where applicable
- request transfer of your data to another organisation or to you, in certain circumstances
You are not required to pay a fee to exercise your rights. We will respond to requests within one calendar month. We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties.
For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under GDPR on their website. www.ico.org.uk
Contacting us about your information
If you have any questions about this privacy notice or wish to exercise your data protection rights, please contact:
Data Protection Officer
Community Resource
4 The Creative Quarter
Shrewsbury Business Park
SY2 6LG
01743 36064
marketing@community-resource.org.uk
We are registered as a data controller with the UK Information Commissioner’s Office.
Our data protection registration number is ICO: Z7835613.
Volunteers
Introduction
Community Resource is a charity that is committed to making life better for people and communities facing challenges in Shropshire, Telford and Wrekin.
Our vision is for a county full of strong, local communities where everyone gets the support they need.
Our mission is to enable people to enjoy a good quality of life and empower people to help their communities thrive.
Community Resource is committed to protecting your personal information and being transparent about how we collect and use it. This privacy notice explains how we use personal data provided by individuals who volunteer with us, in accordance with UK data protection legislation.
How we collect your personal information and the types of information we collect
We collect personal information directly from you when you:
- apply to volunteer with us
- complete onboarding forms
- provide information during recruitment, induction or training
- contact us by phone, email or online forms
- participate in volunteering activities
The personal information we collect may include:
- personal and contact details (name, address, email address, telephone number)
- emergency contact details
- information about your skills, experience, interests and availability
- records of your volunteering activity, training and attendance
- references where required
- DBS or safeguarding checks where relevant to your role
- health or wellbeing information where necessary to support you safely in your role (special category data)
Why we collect information about you
Community Resource collects and uses this information to:
- recruit, assess and onboard volunteers
- match you to suitable volunteering roles
- support and manage your volunteering activities
- provide training, supervision and safeguarding
- communicate with you about your role, opportunities and organisational updates
- ensure your safety and wellbeing while volunteering
- monitor and evaluate our volunteering programmes
- meet legal, safeguarding and regulatory requirements
Lawful basis for processing your information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- legitimate interests; to recruit, manage and support volunteers and deliver our charitable activities
- contractual necessity; where processing is necessary for your volunteer agreement and role
- consent; particularly where we process special category data (such as health information)
- legal obligation; including safeguarding, health and safety, and regulatory requirements
You may withdraw your consent at any time where consent is the lawful basis for processing.
How we use special category data
Some information you provide may be considered special category data (for example, health or disability information). We will only use this information where it is necessary to support you in your role, ensure your safety, or meet safeguarding obligations, and we apply additional safeguards to protect it.
Who we share your personal information with
We may share your personal information with:
- internal staff responsible for managing volunteers
- partner organisations where volunteering activities are delivered jointly (only where necessary)
- training providers where you are booked onto relevant training
- regulatory or statutory bodies where we are legally required to do so
We will never sell your data and will only share it on a need-to-know basis with appropriate data protection agreements in place.
How we store your personal information
Your personal information is securely stored within the organisation’s data management system and in other IT systems including the organisation’s email system.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to people who have a business need to see it.
How long we will keep your personal information
We will retain your personal information for the duration of your volunteering with us.
After you stop volunteering, we will retain your information for up to 1 year for administrative purposes, and longer where required for legal, safeguarding, or insurance reasons.
Retention periods may vary depending on the nature of your role, and further details are available on request.
Your data protection rights
Under data protection law, you have the right to:
- access the personal information we hold about you
- request correction of inaccurate or incomplete information
- request deletion of your personal data where there is no lawful reason for us to keep it
- request restriction of processing in certain circumstances
- object to processing where applicable
- request transfer of your data to another organisation or to you, in certain circumstances
You are not required to pay a fee to exercise your rights. We will respond to requests within one calendar month.
For more information about your rights, visit the Information Commissioner’s Office website: www.ico.org.uk
Contacting us about your information
If you have any questions about this privacy notice or wish to exercise your data protection rights, please contact:
Data Protection Officer
Community Resource
4 The Creative Quarter
Shrewsbury Business Park
SY2 6LG
Tel: 01743 360641
Email: marketing@community-resource.org.uk
We are registered as a data controller with the UK Information Commissioner’s Office.
Our data protection registration number is ICO: Z7835613.
Healthwatch Shropshire
Introduction
Community Resource is a charity that is committed to making life better for people and communities facing challenges in Shropshire, Telford and Wrekin.
Our vision is for a county full of strong, local communities where everyone gets the support they need.
Our mission is to enable people to enjoy a good quality of life and empower people to help their communities thrive.
Healthwatch Shropshire is hosted by Community Resource, supporting the need to amplify local voices in health and social care.
Community Resource is committed to protecting your personal information and being transparent about how we collect and use it. This privacy notice explains how we use personal data provided when you engage with Healthwatch Shropshire, in accordance with UK data protection legislation.
About Healthwatch Shropshire
Healthwatch is the independent voice for people who use health and social care services. It gathers people’s views and experiences to help improve services, supports individuals to find information and make choices, and works with the NHS, local authorities and other decision‑makers to influence change.
How we collect your personal information and the types of information we collect
We collect personal information when you contact us, share your experiences, take part in surveys or consultations, request advocacy or signposting support, or engage with Healthwatch Shropshire activities and events
The personal information we collect may include:
- personal and contact details (name, email address, telephone number, postcode)
- information about your experiences of health or social care services
- health or care information shared as part of your experience (special category data)
- equality and demographic information (where provided voluntarily)
- records of enquiries, complaints support, signposting or advocacy provided
- feedback, survey responses, consultation responses and case notes
Why we collect information about you
Healthwatch Shropshire collects and uses this information to:
- listen to and understand people’s experiences of health and social care services
- identify themes, trends and issues affecting local communities
- support individuals with information, signposting or advocacy where appropriate
- engage people in consultations, surveys and service reviews
- share feedback and insights with the NHS, local authority and other decision‑makers
- help improve the planning, commissioning and delivery of services
- monitor outcomes and meet reporting and contractual requirements
- meet legal, regulatory and safeguarding obligations
Lawful basis for processing your information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- public task; processing is necessary to carry out the Healthwatch function in the public interest
- legitimate interests; to gather insight and improve health and social care services
- consent; where you choose to share personal or health information with us
- legal obligation; including safeguarding requirements
You may withdraw your consent at any time where consent is the lawful basis for processing.
How we use special category data
Some information you share with Healthwatch Shropshire may relate to your physical or mental health or social care needs. This is classed as special category data. We only process this information where it is necessary to understand experiences, support individuals, or highlight issues affecting service users, and we apply additional safeguards to protect it.
Who we share your personal information with
- internal staff delivering the Healthwatch Shropshire service
- the NHS, integrated care systems, local authorities or regulators
- health, social care or voluntary sector organisations involved in service improvement
- funders, commissioners or auditors for monitoring and reporting
Where possible, feedback and insight is shared in an anonymised or aggregated form so individuals cannot be identified. We will only share identifiable information with your consent or where we are legally required to do so.
How we store your personal information
Your personal information is securely stored within the organisation’s data management system and in other IT systems including the organisation’s email system.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to people who have a business need to see it.
How long we will keep your personal information
We retain personal information only for as long as necessary to deliver the Healthwatch service, meet reporting and contractual requirements, and comply with legal obligations. Typically, information is retained for up to 7 years after the end of your engagement with the service. Specific retention periods are available on request.
Your data protection rights
Under data protection law, you have the right to:
- access the personal information we hold about you
- request correction of inaccurate or incomplete information
- request deletion of your personal data where there is no lawful reason for us to keep it
- request restriction of processing in certain circumstances
- object to processing where applicable
- request transfer of your data to another organisation or to you, in certain circumstances
You are not required to pay a fee to exercise your rights. We will respond to requests within one calendar month.
For more information about your rights, visit the Information Commissioner’s Office website: www.ico.org.uk
Contacting us about your information
If you have any questions about this privacy notice or wish to exercise your data protection rights, please contact:
Data Protection Officer
Community Resource
4 The Creative Quarter
Shrewsbury Business Park
SY2 6LG
Tel: 01743 36064
Email: marketing@community-resource.org.uk
We are registered as a data controller with the UK Information Commissioner’s Office.
Our data protection registration number is ICO: Z7835613
Employee and Recruitment
Introduction
Community Resource is a charity that is committed to making life better for people and communities facing challenges in Shropshire, Telford and Wrekin.
Our vision is for a county full of strong, local communities where everyone gets the support they need.
Our mission is to enable people to enjoy a good quality of life and empower people to help their communities thrive.
Community Resource is committed to protecting your personal information and being transparent about how we collect and use it. This privacy notice explains how we collect and use personal data about employees and job applicants in accordance with UK data protection legislation.
How we collect your personal information and the types of information we collect
We collect personal information directly from you during recruitment, employment and related processes, including when you apply for a role, enter into an employment contract, and throughout your employment.
The personal information we collect may include:
- personal identification and contact details (name, address, date of birth, email, telephone number)
- employment details (job title, department, contract type, start date, salary, working hours)
- right to work information and identification documents
- payroll and tax information (National Insurance number, bank details)
- performance and development information
- absence and health information, including statutory sick pay records (special category data)
- equality and diversity information (where provided voluntarily – special category data)
- disciplinary or grievance information where applicable
Why we collect information about you
Community Resource collects and uses this information to:
- manage recruitment, employment and contractual obligations
- pay salary and administer pensions and benefits
- ensure compliance with employment law and safeguarding duties
- support health, safety and wellbeing
- manage performance, training and development
- maintain workforce records and planning
- meet legal, regulatory and reporting requirements
Lawful basis for processing your information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- contract: processing is necessary for your employment contract
- legal obligation: to comply with employment, tax and safeguarding law
- legitimate interests: to manage our workforce effectively
- consent: where required, particularly for certain special category data
You may withdraw your consent at any time where consent is the lawful basis for processing.
How we use special category data
Some information you provide may be considered special category data (for example, health or disability information). We will only use this information where it is necessary to support individuals in their roles, and we will apply additional safeguards to protect it.
Who we share your personal information with
- staff involved in HR, management and payroll
- HMRC, pension providers and regulators
- IT and HR system providers
- occupational health or safeguarding bodies where required by law
- professional advisers (e.g. auditors)
We will never sell your data and will only share it with people who have a business need to see it.
How we store your personal information
Your personal information is securely stored within the organisation’s data management system and in other IT systems including the organisation’s email system.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to people who have a business need to see it.
How long we will keep your personal information
We will retain employee personal information securely for up to 7 years after the end of an individual’s employment with Community Resource. Unsuccessful recruitment personal information will be kept for 6 months from the end of the recruitment process. This is to meet audit, reporting and legal requirements. Retention periods can be provided on request.
Your data protection rights
Under data protection law, you have the right to:
- access the personal information we hold about you
- request correction of inaccurate or incomplete information
- request deletion of your personal data where there is no lawful reason for us to keep it
- request restriction of processing in certain circumstances
- object to processing where applicable
You are not required to pay a fee to exercise your rights. We will respond to requests within one calendar month.
For more information about your rights, visit the Information Commissioner’s Office website: www.ico.org.uk
Contacting us about your information
If you have any questions about this privacy notice or wish to exercise your data protection rights, please contact:
Data Protection Officer
Community Resource
4 The Creative Quarter
Shrewsbury Business Park
SY2 6LG
Tel: 01743 36064
Email: marketing@community-resource.org.uk
We are registered as a data controller with the UK Information Commissioner’s Office.
Our data protection registration number is ICO: Z7835613