The Birchall Trust
The Birchall Trust is committed to protecting the privacy of everyone who uses our services: as clients, as employees, as freelance workers, trustees and volunteers; and that of anyone who supports our work through fundraising. This statement explains what personal data we collect and process, how we collect it, whom we share it with, and why we do so. It also explains the steps we take to keep data secure. If you have any questions about this privacy statement or our privacy and data processing in general, please contact our Head Office on 01229 820828.
What is personal data?
By personal data we mean information that might allow you to be identified, such as your name, address, date of birth, I.P. address or voice recording. Some of this data may be sensitive in nature e.g. it can relate to health and wellbeing, ethnicity and religious views.
Who are we?
We are The Birchall Trust (Registered Charity No. 1109637 and Company No. 5424196) a charity that provides counselling to survivors of Rape or Sexual Abuse in South Cumbria and North Lancashire.
The Birchall Trust’s objectives are to relieve the mental and physical distress of persons who are victims of rape, sexual abuse and incest by the promotion of a service which offers support, information and counselling in South Cumbria and North Lancashire and to work towards the advancement of education about sexual crimes and the effect on the victims of such crimes in the area of benefit.
We will offer this service to persons and their families, friends and partners, who may also need support, counselling or education.
The Birchall Trust
60 Hartington Street
Barrow in Furness
How do we collect personal data from you?
We may collect personal information about you when you refer yourself to our service or if a third party refers you to our service; in many cases this would be another healthcare professional the police or a family member if you are 17 years old and under. We may also collect information about you if you have ever made a donation to us or if you have taken part in a sponsored fundraising event for us. We will also collect personal information if you have attended one our trainings or presentations. Our current lawful basis for collecting personal information is contained within Schedules 2 and 3 to the Data Protection Act (1998).
Using our website
If you use our website, we will store data about your internet browser, I.P. address, the timings of your visits, and a record of which pages you looked at. We only use this in its most anonymised form to better understand how people use our site.
Use of ‘cookies’
Like many other websites, The Birchall Trust website uses ‘cookies’, small files stored on your computer which allow websites to recognise you when you visit. These store data about your browsing history but will not identify you as an individual. This helps us to improve our website and deliver a better more personalised service. You can switch off cookies in your browser preferences but doing so may result in a loss of functionality when using our website. By using our website and services you agree to be bound by the terms of this statement. The Birchall Trust website may include links to other sites, not owned or managed by us and we cannot be held responsible for the privacy of information collected by websites not managed by us.
What type of information is collected about you? What do we use this for?
The personal information we collect about you for the purposes of our fundraising activities might include your name, address, email, phone number, date of birth, I.P. address, and financial information such as the amount you have donated or raised for The Birchall Trust.
If you attend one of our trainings or presentations
This might include your name, address, email, phone number, work place. We will store this information until the event has taken place after which we will securely destroy this information; if you have opted to be contacted about future training or presentation sessions, we will retain your name and contact details until you opt out.
Volunteering with us
If you volunteer with us we will collect your name and contact details. If you work directly with clients we will hold details of your DBS.
Working for us
If you apply for a job with us we will hold application details for 6 months after your application then destroy them securely.
We collect personal data about job applicants and employees for administrative purposes and in order to comply with employment and safeguarding legislation, such as referrals to the Disclosure and Barring Service.
If you take a job with us you will receive details on what we hold and how we manage it while you are an employee and after you leave.
If you are a client
If you use our services we need to collect information such as your name, age, address, gender, and possibly sensitive personal information around those aspects of your life which may impact on your health and wellbeing, also information such as ethnic origin, sexuality or religion.
We also collect some information about family members / carers. We also receive data about our clients and their families and carers from other healthcare providers.
When we collect data from clients and their families, we do so in order to provide the best possible service and to make sure we are the correct service for them. We also collate this information and anonymise to present to funders in line with our contractual obligations to allow us to continue to provide our services.
We also collect and store non personal information for the purposes of audit, quality control, and incident reporting.
We only share records with other healthcare providers/ police where client consent is given. Unless we receive a court order requesting information, or it is in the matter of a serious safeguarding concern and/or deemed to be in the public interest i.e. acts of terrorism/serious crime. Only professionals with a need to know are able to access this information. In accordance with your rights, you may at any time request a copy of any information held on you. You can also require us to update, correct or delete any information we hold about you and/or no longer use it.
Who has access to your information?
We never sell or swap your details with third parties for marketing purposes. We may share data you provide with trusted third parties or subcontractors for specific tasks but our contracts with them keep your data safe.
We may need to share some information by law with our regulators or law enforcement authorities.
Direct contact with you
Your Consent Matters
We add your data to our secure and robust client management system which is stored on the cloud and has restricted access. We also store any paper records in relation to us in a locked office in securely locked filing cabinets.
Accessing and updating your information
We care about the accuracy of the information we hold about you. If you believe any information about you is incorrect or out of date, please contact us at 01229 820828.
The right to erasure
Individuals have the right to have their personal data erased. If you wish to have your personal data erased, requests can be made verbally or in writing to the below address
The Birchall Trust
60 Hartington Street
Barrow in Furness
We will respond to your request within a month. The right to erasure is not absolute and only applies in certain circumstances.
At The Birchall Trust we take your security and privacy seriously. When we collect your personal information we use a variety of technical processes to prevent unauthorised access including firewalls, digital surveillance, and encryption. Any sensitive information you share with us is encrypted or anonymised.
You should be aware that if you send us data through your own email account it cannot be guaranteed secure and you do so at your own risk.
Your right to lodge a complaint with a supervisory authority
If you believe that we breached your privacy in any way, we urge you in the first instance to contact our Data Protection Officer on 01229 820828. If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office.
Changes to this policy
This policy was last updated April 2018.