Positivity Pack is operated by Pledge Poverty Foundation. Pledge, is a UK charity (No. SC049376). Registered in Scotland, operating throughout the U.K. Registered address: 101 Rose Street South Lane, Edinburgh, EH2 3JG.
During normal use of positivitypack.com we collect and store statistical information to analyse how parts of this website are used. This data is anonymous and contains no personally identifiable data about you. For more information see our cookies page.
Our email newsletters use web beacons (single, invisible 1×1 pixel images that are downloaded when emails are opened). The web beacon itself does not contain any personal data but allows us to monitor whether emails have been correctly received, opened and clicked on and to improve the overall email experience we provide.
Personal data you submit
On our contact page, you have the option to submit personal information to us so that we might send you further information on your enquiry.
We collect your First Name, Last Name and E-mail address to send you our newsletter and to ensure the contents are personalised. We do not use this information for anything other than that.
We will not disclose any personal information we collect about you to a third party without your consent. In connection with any application, request or enquiry you make, your information will be passed directly to the relevant contact within the company.
By submitting your personal information through this website, you are consenting to it being processed by Pledge in the manner described above.
We use Google Analytics remarketing codes to log when users view specific pages or take specific actions on a website. This allows us to provide targeted advertising in the future. If you do not wish to receive this type of advertising from us in the future you can opt out using the DoubleClick opt-out page or the Network Advertising Initiative opt-out page.
Pledge needs to gather and use certain information about individuals. These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact. This policy describes how this personal data must be collected, handled and stored to meet the charity’s data protection standards – and to comply with the law.
Why this policy exists
This data protection policy ensures pledgecharity.org
- Complies with data protection law and follows good practice
- Protects the rights of staff, customers and partners
- Is open about how it stores and processes individuals’ data
- Protects itself from the risks of a data breach
Data protection law
The Data Protection Act 1998 describes how organisations, including pledgecharity.org, must collect, handle and store personal information. These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully. Pledge ensure that personal information is:
- processed fairly and lawfully
- obtained only for specified, lawful purposes
- adequate, relevant and not excessive
- accurate and kept up to date
- not to be held for any longer than necessary
- processed in accordance with the rights of data subjects
- protected in appropriate ways
- not to be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection.
People, risks and responsibilities
This policy applies to:
- The head office of Pledge
- All branches of Pledge
- All staff and volunteers of Pledge
- All contractors, suppliers and other people working on behalf of Pledge
It applies to all data that the charity holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:
- Names of individuals
- Postal addresses
- Email addresses
- Telephone numbers
- …plus any other information relating to individuals
Data protection risks
This policy helps to protect Pledge from some very real data security risks, including:
BREACHES OF CONFIDENTIALITY.
For instance, the information being given out inappropriately.
FAILING TO OFFER CHOICE.
For instance, all individuals should be free to choose how the charity uses data relating to them.
For instance, the charity could suffer if hackers successfully gained access to sensitive data.
Everyone who works for or with Pledge has some responsibility for ensuring that data is collected, stored and handled appropriately. Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles. However, these people have key areas of responsibility:
- The board of trusttes is ultimately responsible for ensuring that Pledge meets its legal obligations.
- The Pledge data protection officer is responsible for:
- Keeping the board updated about data protection responsibilities, risks and issues.
- Reviewing all data protection procedures and related policies, in line with an agreed schedule.
- Arranging data protection training and advice for the people covered by this policy.
- Handling data protection questions from staff and anyone else covered by this policy.
- Dealing with requests from individuals to see the data Pledge hold about them (also called subject access requests).
- Checking and approving any contracts or agreements with third parties that may handle the charitys sensitive data.
- Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
- Performing regular checks and scans to ensure security hardware and software is functioning properly.
- Evaluating any third-party services the charity is considering using to store or process data. For instance, cloud computing services.
- Approving any data protection statements attached to communications such as emails and letters.
- Addressing any data protection queries from other staff to ensure marketing initiatives abide by data protection principles.
- The only people able to access data covered by this policy should be those who need it for their work.
- Data should not be shared informally. When access to confidential information is required, employees can request it from their line managers.
- Pledge will provide training to all employees to help them understand their responsibilities when handling data.
- Employees should keep all data secure, by taking sensible precautions and following the guidelines below.
- In particular, strong passwords must be used and they should never be shared.
- Personal data should not be disclosed to unauthorised people, either within the charity or externally.
- Data should be regularly reviewed and updated if it is found to be out of date If no longer required, it should be deleted and disposed of.
- Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection.
These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller. When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it. These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:
- When not required, the paper or files should be kept in a locked drawer or filing cabinet.
- Employees should make sure paper and printouts are not left when unauthorised people could see them, like on a printer.
- Data printouts should be shredded and disposed of securely when no longer required.
When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:
- Data should be protected by strong passwords that are changed regularly and never shared between employees.
- If data is stored on removable media (like a CD or DVD), these should only be uploaded to an approved cloud computing services.
- Servers containing personal data should be sited in a secure location, away from general office space.
- Data should be backed up frequently. Those backups should be tested regularly, in line with the charity’s standard backup procedures.
- Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.
- All servers and computers containing data should be protected by approved security software and a firewall.
Personal data is of no value to Pledge unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
- When working with personal data employees should ensure the screens of their computers are always locked when left unattended.
- Personal data should not be shared informally. In particular it should never be sent by email, as this form of communication if not secure.
- Data must be encrypted before being transferred electronically. The IT manager can explain how to send data to authorised external contacts.
- Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.
The law requires Pledge to take reasonable steps to ensure data is kept accurate and up to date. The more important it is that the personal data is accurate, the greater the effort Pledge should put into ensuring its accuracy. It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
- Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.
- Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.
- Pledge will make it easy for individuals to update the information Pledge hold about them. For instance, via the charity website.
- Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.
Subject access requests
All individuals who are the subject of personal data held by Pledge are entitled to:
- Ask what information the charity holds about them and why.
- Ask how to gain access to it.
- Be informed how to keep it up to date.
If an individual contacts the charity requesting this information, this is called a subject access request. Subject access requests from individuals should ideally be made by email, addressed to the data controller. The data controller will aim to provide the relevant data within 30 days. The data controller will always verify the identity of anyone making a subject access request before handing over any information.
Disclosing data for other reasons
In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject. Under these circumstances, Pledge will disclose requested data. However, Pledge will ensure the request is legitimate, seeking assistance from the board and from the our legal advisers where necessary.
Pledge aims to ensure that individuals are aware that their data is being processed, and that they understand:
- How the data is being used
- How to exercise their rights
To these ends, the charity has a privacy statement, setting out how data relating to individuals is used by the charity.