Privacy Notice

Our Data Controller is: Christine Mouat - Chair.

This Notice (together with our Terms and Conditions statement) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. For the purpose of the Data Protection Act 2018, the General Data Protection Regulations 2016 and any subsequent UK data protection legislation.

Charity overview 

Key to joy (KTJ) hosts a range of affordable activities for adults with mild to moderate learning disabilities or difficulties, to socialise and learn key life skills within the Fareham area.

When you get in touch with KTJ, we will:

• Only ask for the information we need to process your request 

• Make sure we do not keep it for longer than necessary 

• Protect it and make sure only the appropriate people have access to it 

• Keep it up to date where necessary 

• Consider privacy risks when we’re planning to change the way we use or hold it 

• Train our trustees to ensure we use and protect it properly 

• Seek assurances from volunteers that they will protect your data and your rights when working with us

How do we collect information from you?

We obtain information about you when you use our website and/or other services. For example: when you contact us about what we do and what we provide; to sponsor us or make a donation; sign-up for events; if you register to receive our newsletter and other communications or contribute in other way.

What information do we hold?

The information we request from you will differ depending on your reason for associating with KTJ, for example, whether you are applying to become a Member, or Volunteer, or Trustee. You do not have to provide us with information if you do not want to, but it might limit the opportunities we are able to provide if we do not have all the details we need.

We only hold information that you provide i.e. when you register for membership, make bookings, make donations, volunteer or sign up for updates and other information, for example, your name, address, email, phone number, date of birth, general and medical details about a members disability, emergency contact details, your likes and dislikes in terms of activities, and DBS (Disclosure and Barring Service) number.

We may also collect your IP address and information about which webpages are accessed and when. If you make a donation online or booking with us, your card information is not held by us, it is collected by our third-party payment processors (i.e. PayPal and other fundraising operators), who specialise in the secure online capture and processing of credit/debit card transactions.

We may change this Notice from time to time so please check this page occasionally to ensure that you are happy with any changes. By using our website, you are acknowledging that you understand this Notice. Any questions regarding this Notice and our privacy practices should be sent by email to chris@keytojoy.org or by writing to the Data Controller for KTJ at the Registered Address above.

How will we use the information about you? 

Your information is used to:

• Understand your situation so that we can provide activities that meet your need (member).

• Enable us to contact your emergency contact, due to any accident or incident on site.

• Ensure volunteers or trustees do not have any criminal history that will compromise the safety of our members.

• Ensure volunteers and trustees are matched to their skill or preference area.

The lawful basis for collecting your information 

KTJ is a registered charity set up to provide activities for adults with mild to moderate learning disabilities or difficulties. Under Article 6 of the GDPR legislation, KTJ collects your personal data under the following lawful basis:

• Consent: you have given consent for us to process your personal data for a specific purpose.

• Contract: the processing is necessary for a contract you have with KTJ, i.e. employee.

• Legal obligation: the processing is necessary for KTJ to comply with the law.

• Public task: the processing is necessary for you to perform a task in the public interest or for your official function, i.e. Trustee.

• Legitimate interest: processing is necessary for our legitimate interests, i.e. the needs of the community and our members.

How is your information used?

We may use your information to:

• Process membership and renewal notifications.

• Process a donation, sponsorship or Gift Aid contribution that you have made.

• Process bookings or orders that you have submitted.

• Communicate with you if you are a volunteer, member, or other contributor.

• Support fundraising activities.

• Process a grant or job application.

• Carry out our obligations arising from any contracts we have between us.

• We may also contact you by email, phone or post from time to time to check your information and preferences are up to date.

How long we keep personal data 

We are legally required to hold some types of information to fulfil our statutory obligations for up to a period of 7 years (for example the collection of Gift Aid). Other durations are listed below:

• Accident/incident records/reports  - 3 years

• Employee/contractor/trustee records - 6 years from the end of the tax year

• First Aid/Fire Warden training - 6 years

• Subject access requests - 1 year following completion

• Member details - No statutory period*

* We will retain these records for ‘as long as is necessary’ – up to 1 year following a members’ last contact with KTJ, in case they wish to reattend at any point. After 1 year, records will be deleted.

External 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 without your discreet permission. Please be reassured that we will not release your information to third parties beyond the KTJ network, 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.

Social media

We actively use social media to engage supporters and share the work we do. Primarily this is conducted through Facebook, WhatsApp, and Instagram, however we may adopt other platforms. Where these platforms allow direct messaging we will encourage you visit our website (www.keytojoy.org) and use the Enquiry Form on the Contact Us page to ensure your message gets to the right person.

Your rights

Under the Data Protection Act 2018, you have the right to find out what information we hold and store about you, these include the right to:

• Be informed about how your data is being used

• Access your personal data

• Have incorrect data updated

• Have data erased

• Stop or restrict the processing of your data

How you can access and update your information

The accuracy of your information is important to us. We are 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: governance@keytojoy.org or use the Enquiry Form on the Contact Us page our website or write to us using the registered address noted above.

You have the right to request a copy of the information that we hold about you by submitting a subject access request. If you would like a copy of some or all of your personal information, please contact us, using the details highlighted above. We may ask you for a copy of a valid identification document, i.e. a passport, to prove it is you, and your signed consent, to ensure we are following due diligence processes in releasing the information to the correct person. We may make a small charge for this service.

Use of cookies

We use necessary cookies to make our site work. We would also like to set optional analytics cookies to help us improve it. We will not set optional cookies unless you enable them. Using this tool will set a cookie on your device to remember your preferences.

Necessary cookies

Necessary cookies enable core functionality such as security and accessibility. You may disable these by changing your browser settings, but this may affect how the website functions.

Analytics Cookies

We would like to set Google Analytics cookies to help us to improve our website by collecting and reporting information on how you use it. The cookies collect information on how you use it. The cookies collect information in a way that does not directly identify anyone. To find out more about cookies, visit www.aboutcookies.org or www.allaboutcookies.org.

Links to other websites

Where we provide links to websites of other organisations, this privacy notice does not cover how those organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.

16 or under

Our activities are not designed to be accessed by individuals aged 16 or under. If you are aged 16 or under‚ please ask your parent/guardian's permission beforehand whenever you provide us with personal information or contact us.

Transferring your information outside of Europe

Our charity does not operate outside of the UK, however, some of our third party providers may do so, for example, PayPal, other fundraising platforms, or website servers. These countries may not have similar data protection laws to the UK, however, we will always carry out due diligence checks to ensure the company we contract with has good data protection processes.

How to complain about KTJ’s data protection

Individuals in the UK have the right to raise a complaint with the Information Commissioner’s Office (ICO), which is the information supervisory authority for the UK. You can contact the ICO through their website www.ico.org.uk, or call their helpline: 0303 123 1113. 

Document Status: Approved | Current Version: 1.0 | Last Reviewed: September 2024