1. Introduction
    1. Jamie’s Fund is a Charity registered in the UK – UK Charity Number 1151236
    2. Jamie’s Fund holds personal data about employees, volunteers, supporters and donors and other individuals for a variety of purposes.
    3. Jamie’s Fund recognises that the correct and lawful treatment of personal data will maintain confidence in the organisation and will provide for successful operations.  Protecting the confidentiality and integrity of personal data is a critical responsibility that we take seriously at all times.
    4. This policy sets out how Jamie’s Fund seeks to protect personal data and ensure employees and volunteers understand the rules governing their use of personal data to which they have access in the course of their work.
    5. 1.5.This policy applies to all personal data Jamie’s Fund processes regardless of the media on which that data is stored or whether it relates to past or present employees, volunteers, supporters, donors, suppliers or any other individuals. 
    6. 1.6.The Trustees of Jamie’s Fund, are responsible for the monitoring and implementation of this policy. If you have any questions about the content of this policy or other comments you should contact the Chair of Jamie’s Fund using the Contact Details given below.  
    7. 1.7.Staff and Volunteers must always contact the Chair of Jamie’s Fund in the following circumstances:
      1. It is unclear which lawful basis should be relied upon to process personal data (including the legitimate interests used by Jamie’s Fund) 
      2. 1.7.2.If it thought it is necessary to draft a new privacy notice
      3. If the retention period for the personal data being processed is unclear or unknown (see section 8 below)
      4. 1.7.4.It is unclear what security or other measures need to be implemented to protect personal data (see section 7 below)
      5. 1.7.5.It is necessary to transfer personal data outside the EEA
      6. 1.7.6.If there has been a personal data breach 
      7. 1.7.7.Whenever there is a significant change in processing activity or new processing activity in relation to personal data (this may require a Data Protection Impact Assessment) ;
      8. 1.7.8.It is intended that personal data will be used for a purpose other than that for which it was collected.
  2. Scope
    1. 2.1.This policy applies to all staff, which for these purposes includes employees and volunteers or others working for or under the control of Jamie’s Fund.
    2. 2.2.All staff must be familiar with this policy and comply with its terms.
    3. 2.3.Compliance with this policy is mandatory. Staff must also comply with any related policies and privacy notices. Any breach of this Data Protection Policy may result in disciplinary action.
    4. 2.4.Jamie’s Fund may supplement or amend this Privacy Notice by additional policies and guidelines from time to time. 
  3. Topics
  • What data do we collect?
  • How do we collect your data?
  • How will we use your data?
  • How will we secure your data?
  • How long is your data retained?
  • Marketing
  • What are your data protection rights?
  • What are cookies? How do we use them and how do we manage them?
  • Privacy policies for other websites
  • Changes to our privacy policy
  • How to contact us
  • How to contact the appropriate authorities
  1. What data do we collect?
    1. Jamie’s Fund collects the following data:
      1. 4.1.1.Personal Identification Information:  Name, postal address, email address, phone number(s)
      2. 4.1.2.Bank account details where we are receiving donations
  2. How do we collect your data?
    1. You directly provide Jamie’s Fund with most of the data we collect. We collect data and process data when you:
      1. 5.1.1.Register on-line or request information from us
      2. 5.1.2.Voluntarily complete a survey or provide feedback on any of the information we publish on-line
      3. 5.1.3.Voluntarily communicate with us by e-mail, by post, using social media or through face-to-face contact
      4. 5.1.4.Use or view our website through your browser’s cookies.  It should be noted that cookies are not normally used on our website but may be used for specific purposes from time to time (See §11 below).
    2. Jamie’s Fund may also receive your data indirectly from the following sources:
      1. 5.2.1.A registered UK Bank or credit card company when you transfer money to Jamie’s Fund
      2. 5.2.2.Virgin Money if you make a donation to Jamie’s Fund (even though the donation may appear on their website as being anonymous)
  3. How will we use this data?
    1. Jamie’s Fund collects your data so that we can:
      1. 6.1.1.Process your request for information or supply goods or services (should these be offered by Jamie’s Fund from time-to-time)
      2. 6.1.2.E-mail or otherwise communicate with you with information about the work of Jamie’s Fund that we believe may be of interest to you
      3. 6.1.3.Write to or email you to acknowledge a financial donation or other gift 
      4. 6.1.4.Send Gift Aid forms when you have made a donation to Jamie’s Fund and have requested this form. 
      5. 6.1.5.Recover any Gift Aid from HMRC that you have indicated we may collect
    2. When you have made a donation, we will keep a record for legal reasons for UK tax or other legal authority 
  4. How do we store your data securely?
    1. Financial data is collected and stored electronically by Virgin Money when you use this platform to donate to Jamie’s Fund.  This information is summarised by Virgin Money and provided to Jamie’s Fund on demand.
    2. Information provided by Virgin Money is retained by our Treasurer in a password-protected computer.
    3. Other non-financial data is kept by our data controller.  This is kept electronically on a secure computer.
    4. Personal data will not be transferred outside the EEA without your express permission
  5. How long is your data retained?
    1. Financial data is retained for six years or less where this permitted by UK law.
    2. Non-financial data is reviewed annually and we will write to you to ask your permission to retain it.  Where no such permission is given then your data will be removed electronically from the database.
  6. Marketing and communications
    1. Jamie’s Fund would like to send you information, including newsletters, about the work of the Charity from time-to-time which we think may be of interest to you.  We will not send information on behalf of other organisations.
    2. If you have agreed to receive communications from us, you may always opt out at a later date
    3. You have the right at any time to stop Jamie’s Fund from contacting you for marketing purposes.
  7. What are your data protection rights?
    1. 10.1.Jamie’s Fund would like to make sure that you are fully aware of all your data protection rights.  Everyone whose data is retained by Jamie’s Fund is entitled to the following:
      1. The right to access: You have the right to request Jamie’s Fund for copies of your personal data.  We may charge you a small fee for this service.
      2. The right to rectification: You have the right to request that Jamie’s Fund correct any information you believe is inaccurate.  You also have the right to request Jamie’s Fund to complete information that you believe is incomplete.
      3. The right to erasure: You have the right to request that Jamie’s Fund erase your personal data, under certain conditions
      4. The right to restrict processing: You have the right to request that Jamie’s Fund restrict the processing of your personal data, under certain conditions
      5. The right to object to processing: You have the right to object to Jamie’s Fund processing your personal data, under certain conditions.
      6. The right to data portability: You have the right to request that Jamie’s Fund transfer the data that we have collected to another organisation, or directly to you under certain conditions.
    2. 10.2.If you make a request, we have one month to respond to you from the date we receive your communication.  If you would like to exercise any of these rights, please contact us see para 15 How to contact us at:
  • Our email: data@jamiesfund.org.uk
  • By phone: 01352 741 646 (Hugh Burgess)
  • By post:  Data Controller, Jamie’s Fund, c/o St Mary the Virgin, Halkyn, CH8 8BU
  1. What are Cookies and how do we use them?
    1. 11.1.Cookies are text files placed onto your computer to collect standard internet log information and visitor behaviour information. 
    2. 11.2. We do not currently use cookies, but may do so in the future.  If we decide to use cookies, when you visit our website, we may collect information from you automatically through cookies or similar technology. 
    3. 11.3.In the event that we decide to use cookies we will make this clear on our website.
    4. https://www.allaboutcookies.org
    5. 11.5.Managing Cookies on your device.  You can set your browser not to accept cookies, and the website referred to above tells you how to remove cookies from your browser.  It is possible that some website functions may not work if cookies are removed or disabled.
  2. Privacy Policy of other websites
    1. 12.1.The Jamie’s Fund Website may, from time-to-time contain links to other websites.  Our privacy policy applies only to Jamie’s Fund and the Jamie’s Fund website.  If you click on a link to another organisation you should check and read their privacy policy. 
  3. Changes to our Privacy Policy
    1. 13.1.This Policy is kept under review and was last amended on 25th July 2020         
    2. 13.2.This policy is endorsed by the Trustees of Jamie’s Fund and was approved at a Trustees Meeting on 25th July 2020.
    3. 13.3.This GDPR Policy is formally reviewed and approved by the Trustees or more often such as when legislation or circumstances change such as, for example, the way we operate our website.  The Policy and Procedures is approved at least annually by the Trustees
    4. 13.4.It is the responsibility of the Chair of Jamie’s Fund to review the Policy and Procedures and to ensure that it is approved by the Trustees 
  4. How to contact us
    1. 14.1.If you have any questions about the Jamie’s Fund Privacy Policy, the data we hold about you or you would like to exercise one of your data protection rights, then please do not hesitate to contact us.
  • Our email: data@jamiesfund.org.uk
  • By phone: 01352 741 646 (Hugh Burgess)
  • By post: Data Controller, Jamie’s Fund, c/o St Mary the Virgin, Halkyn, CH8 8BU
  1. How to contact the appropriate Authority
    1. 15.1.Should you wish to make a complaint or if you feel that Jamie’s Fund has not addressed your concern in a satisfactory manner, then you can contact the Information Commissioner’s Office details of which can be found on-line at www.ico.org.uk .