Privacy Policy

A Company Limited by Guarantee
Registered in England and Wales Number 6454378
Charity Number 1122401

1. Introduction
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The Beth Johnson Foundation is committed to ensuring that your personal information is safeguarded when you are using any of our services. This Privacy Policy relates to our use of any personal information we collect from you via the following services:

  • Our websites – https://www.bjf.org.uk and http://linkinggenerationsni.com
  • Social Media
  • Any personal information you provide to us by phone, SMS, email, in letters and other correspondence and in person
  • Any personal information you provide to us through your interaction with or use of any of our products, projects or services

This Privacy Policy explains the following:

  • What information we may collect and why we collect it
  • How we will use the information we collect about you
  • When we may use your details to contact you
  • Whether we disclose your details to anyone else
  • Your choices regarding the personal information you provide to us
  • The use of cookies on our website

The Beth Johnson Foundation is registered as a data controller under the Data Protection Act. We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact Debbie Everden the DPO at debbie.everden@bjf.org.uk You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public

We will comply with data protection law. This says that the personal information we hold about you must be:

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely
2. Your rights as a data subject

You have the following rights in relation to your personal information:

  • The right to be informed about how your personal information is being used
  • The right to access the personal information we hold about you
  • The right to request the correction of inaccurate personal information we hold about you
  • The right to request the erasure of your personal information in certain limited circumstances
  • The right to restrict processing of your personal information where certain requirements are met
  • The right to object to the processing of your personal information
  • The right to request that we transfer elements of your data either to you or another service provider
  • The right to object to certain automated decision-making processes using your personal information
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Collecting Personal Information

When you engage with one of the Beth Johnson Foundation’s services or projects, you may provide us with, or we may obtain, personal information about you such as:

  • Personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers
  • Date of birth
  • Gender
  • Records of your interactions with us such as telephone conversations, emails and other correspondence
  • Records of your attendance at any events hosted by us
  • Images in video and/or photographic form and voice recordings
  • Your marketing preferences so that we know whether and how we should contact you
  • Within certain projects we may also collect, store and use the following ‘special categories’ of more sensitive personal information:
  • Information about your race or ethnicity and sexual orientation
  • Information about your health, including any medical condition
  • Children’s information is also classed as ‘special category’ data. Parental or Guardian consent is requested for all usage of data for children and adolescents up to the age of 16.

‘Special categories’ of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We have in place appropriate policy document and safeguards which we are required by law to maintain when processing such data. We may process special categories of personal information in the following circumstances:

  • In limited circumstances, with your explicit written consent
  • Where we need to carry out our legal obligations
  • Where it is needed in the public interest, such as for equal opportunities monitoring
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Using personal information

We use the information we collect to provide you services which you request and to improve our existing services. Where you provide us with your personal data to enable us to provide you with our services we will use your data only for that purpose. We will not pass your data to any third parties who are not directly involved with the delivery of those services.

When you contact us, we may keep a record of your communication. Your information may be retained for a reasonable time for use in future contact with you, or for future improvements to our services.

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Why we process your personal data

We will only use your personal information when the law allows us to. The situations in which we will process your personal information are listed below:

  • Maintaining our records
  • Letting you know about our products and services
  • Developing or improving products and services and determining who may be interested in them
  • Fulfilling our legal and contractual duties
  • Obtaining consent when needed

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

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Sharing Personal Information

We may also use or disclose your personal information when we believe, in good faith, that such use or disclosure is reasonably necessary to

  • Comply with law
  • Enforce or apply the terms of any of our user agreements
  • Protect the rights, property or safety of the Beth Johnson Foundation, its users or others. The Beth Johnson Foundation reserves the right to transfer and disclose your information if it becomes involved in a business divestiture, change of control, sale, merger, or acquisition of all or a part of its business

Unless otherwise specified or prohibited, the Beth Johnson Foundation may share information with affiliates, business partners, service providers, subsidiaries or contractors who are required to provide you with services which you have requested from us.

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Retention

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis, for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements.

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Marketing

We like to tell you about other services we offer. When you are accessing a service or project we will ask if we can market to you. We will also ask how you would like to be contacted.

At any time, you are able to alter your preferences or unsubscribe by emailing admin@bjf.org.uk

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Security

The security of your personal information is important to us. We follow accepted best practice standards to protect the personal information submitted to us. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect

We use all reasonable measures to safeguard personally identifiable information appropriate to the type of information maintained and follow applicable laws regarding safeguarding any such information under our control. In addition, in some areas of our sites, we use encryption technology to enhance information privacy and help prevent loss, misuse, or alteration of the information under our control. We also employ a range of measures and processes for detecting and responding to inappropriate attempts to breach our systems.

We do not transfer data outside the EU.

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Website, Cookies and Social Media

We take interaction with our website and the safety of our users very seriously.

Cookies are a technology that can be used to help personalise your use of a website. A cookie is an element of information that a website can send to your browser, which may then store it on your system. You can set your browser to notify you when you receive a cookie, giving you the chance to decide whether to accept it or decline at any time. To enable the Beth Johnson Foundation to assess the effectiveness and usefulness of our sites, and to give you the best user experience, we collect and store information on pages viewed by you, the way in which you browse our websites and similar information.

Our sites makes use of strictly necessary and anonymous cookies for the purposes of:

  • Storing your personal preferences
  • Research and development
  • Anonymous user analysis and decision-making

We use a variety of social media to communicate and interact with the public, contacts and service users. We use certain third-party platforms including, but not limited to, Facebook, Twitter and LinkedIn. When interacting with the Beth Johnson Foundation on those websites, you may reveal certain personal information to the Beth Johnson Foundation or to third parties. Other than when used by its employees for the purpose of responding to a specific message or request, the Beth Johnson Foundation will not use, share, or retain your personal information.

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Accessing and Updating Your Personal Information

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address.

If you have provided us with your personal information, you have the right to inspect the information stored by us for accuracy or may request that the information be removed from our records. We will make all reasonable efforts to comply with such requests except where it would require a disproportionate effort (for example developing a new system or changing an existing practice).

We may require that you verify your identity before we act on a request to edit or remove your information.

Requests to update or any queries regarding your personal data held by the Beth Johnson Foundation can be made by emailing admin@bjf.org.uk

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