Policy brief and purpose
The Pyjama Fairies registered charity data protection policy refers to our commitment to treat information of our volunteers, supporters, donators and any other interested parties with the utmost care and confidentiality
With this policy, we ensure that we gather, store and handle data fairly, transparently and with respect towards individual rights.
We will follow the six data protection principles that are contained in The General Data Protection Regulation (GDPR)
- Lawfulness, fairness and transparency
- Purpose limitations
- Data minimisation
- Storage limitations
- Integrity and confidentiality
Data Protection Officer
Our charities Data protection officer is Chelsea Williams
They are responsible for ensuring that the data collected follows the GDPR.
This policy refers to all parties (volunteers, customers, donators etc.) who provide any amount of information to us.
Who is covered under the data protection policy?
Volunteers of our charity must follow this policy. Donators, suppliers and any other external entity are also covered. Generally, our policy refers to anyone we collaborate with or acts on our behalf and may need occasional access to data.
As part of our charity we need to obtain and process information. This information includes any offline or online data that makes a person identifiable such as names, addresses, usernames and passwords, digital footprints, photographs and financial data etc.
Our charity collects this information in a transparent way and only with the full cooperation and knowledge of our interested parties. Once this information is available to us the following rules apply
Our data will be:
- Accurate and kept up to date
- Collected fairly and for lawful purposes only
- Processed by the charity within its legal and moral boundaries.
- Protected against any unauthorised or illegal access by internal or external parties.
Our data will not be:
- Communicated informally
- Stored for more than a specified amount of time
- Transferred to organisations, states or countries that do not have adequate data protection policies.
- Distributed to any party other than the ones agreed upon by the data’s owner (exempting legitimate requests from law enforcement authorities)
In addition to ways of handling the data the charity has direct obligations towards people to whom the data belongs. Specifically, we must:
- Let people know which of their data is collected
- Inform people about how we will process their data
- Inform people about who has access to their information
- Have provisions in cases of lost, corrupted or compromised data
- Allow people to request that we modify, erase, reduced or correct data contained in our databases.
To exercise data protection, we are committed to:
- Restrict and monitor access to sensitive data
- Develop transparent data collection procedures
- Train volunteers in online privacy and security measures
- Build secure networks to protect online data from cyberattacks
- Establish clear procedures for reporting privacy breaches or data misuse
- Establish data protection practices (document shredding, secure locks, frequent backups, access authorisation etc.)
Our data protection provisions will appear on our website
Our marketing will rely on consent as its lawful basis. We will offer genuine choice and control over how we use data. This will be separate to our terms and conditions. Be an opt in option with no pre ticked boxes, clearly state who the information will be available to. Records of consent will be kept safely and securely and there will be an option to easily withdraw their data should they wish.
Collecting supporter information
When we collect supporter information on our website, we as a charity will give the supported a clear option in regards to whether or not they give consent for their data to be processed and for what purposes. If no clear opt in consent is given the charity cannot use this data.
Storing supporter information
The opt in consent will determine which data from our supporters can be stored. A note on the person’s record will be made to state how the supporter signed up and how they opted in.
Communication with supporters
When contacting our supporters, we must be confident that we are contacting them via which form of communication they have opt in consented for and do not contact via any other means. Clear options to unsubscribe from communications or manage preferences must be made available.
As a volunteer of the charity you are responsible for the data you are given in relation to your orders.
Volunteers are given names and addresses of order collectors and parents who have ordered specifically for their child. The volunteer receiving this information is responsible for ensuring that the data is stored correctly and safely. This data is to be correctly destroyed following postage of the item.
Should a breach of the data occur they are required to immediately inform the administrators and the data protection officer.
No data is to be shared with any other volunteer or external party. In doing so the volunteer is in breach of the policy.
Each volunteer will be able to access the website via their own username and password. This is solely for their own use and must not be given out under any circumstances. If the volunteer chooses to store this data in written form it must be kept secure and follow the GDPR.
The use of fairy notebooks is permitted, they are to be stored safely and destroyed once completed to prevent any data breaches.
Each volunteer will be required to opt in to data sharing and also confirm that they have read understood and agree to follow this policy.
All principles described in this policy must be strictly followed. Any volunteer who misuses the data provided may invoke disciplinary and possibly legal action.