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Privacy Policy

Introduction

This policy relates to personal information collected by the Happy Faces Children’s Charity, hereafter referred to as the Charity. The Charity is based in Rhos on Sea and is committed to assisting and supporting sick, disabled and disadvantaged children across North Wales. The person data collected relates to volunteers working for the Charity, the children we support or people donating or supporting the Charity.

The Charity is a small, not-for-profit organisation.

If you have any questions, please contact the Charity. Contact details are provided below:

Company Address & Contact

Mr R Herbert MBE
Tourist Info Centre
Promenade
Rhos on Sea
Conwy
LL28 4EN

Tel: 01492 548778

Personal Data Collected & Why

The Charity collects and processes the following personal data from those volunteering to work with the Charity, those donating towards or supporting the charity or those applying for charitable support. The data collected is required for the operational or administration of the Charity and planning purposes. For those applying for support from the Charity the data is also required and used for the assessment and administration of the application. The data may consist of:

Volunteers:

  • Name
  • Address
  • Telephone number
  • Date of Birth
  • Email address
  • References

Donors & Supporters:

  • Name
  • Address
  • Telephone number
  • Payment information

Applicants:

  • Name
  • Address
  • Telephone number
  • Date of Birth
  • Email address
  • Personal circumstances
  • Medical conditions
  • Medical treatment

The Legal Bases for Collecting Your Data

The lawful base used by the Charity for the collection, processing and use of your personal data is based on:

  • Legal need
  • Legitimate interest
  • Your consent

Collection and Use of Your Data

The information obtained and processed by the Charity is provided directly from you if you are donating or supporting the charity. If you are requesting support from the charity your application form, completed by yourself, will provide personal data, in many cases data which is of a very sensitive nature. The data will be used for the purpose for which it was collected. Personal data will be stored, protected, used and destroyed in an appropriate manner.

Your personal data will be used by the Charity to complete necessary checks, respond to legitimate questions, provide information, fulfil an agreement or assess an application. It will allow the Charity to meet its legal obligations, operate correctly and fulfil the Charity’s aim of supporting sick, disabled and disadvantaged children across North Wales.

Storage, Retention & Destruction of Data

The Charity will keep all personal data within a secure storage system with controlled access. Your personal data will only be retained for as long as the purpose for its collection exists. Data will be destroyed in a secure fashion in line with the following criteria:

  • Volunteer: Within 30 days of a volunteer resigning.
  • Donor or Supporter: Within 30 days after a successful donation or the event has taken place.
  • Applicant: Within 30 days of the application being fulfilled or when the application is considered no longer valid.

Sharing your Data

The Charity will only share personal data with a third party if there is a justifiable reason and the Charity has obtained the consent to do so from the individual concerned or an authorised person. Any third party involved will have all the necessary procedures and safeguards in place to satisfy the Charity.

The Charity may share personal data within the confines of the Charity in order to assess or fulfil an application, meet an operational need or to meet legal demand. The completion of the Allocation Form is considered as consent to share personal data with the Appeals Committee an appropriate third party in order to fulfil an application.

Website & Cookies

Please be aware that Happy Faces is not responsible for issues related to links from our website to other websites and the acceptance of “cookies”. You should read privacy notices on other websites as well how to manage “cookies” at your own discretion.

Your Rights

Under data protection law, you have rights, these include:

  • Right of Access: You have the right to ask for copies of your personal information.
  • Right to Correct: You have the right to ask for your information to be corrected.
  • Right of Completion: You have the right to ask to complete information you think is incomplete.
  • Right of Erasure: You have the right to ask us to erase your information in certain circumstances.
  • Right to Restrictions: You have the right to ask us to restrict the processing of your information.
  • Right to Object: You have the right to object to the processing of your information.
  • Right to Transfer: You have the right to ask that we transfer the personal information you gave.
  • Withdrawal of Consent: You have the right to withdraw your consent.

Conditions

  • A number of these rights relate to certain conditions being met.
  • You should not be charged for exercising any of your rights.

Loss or Breach of Data

There are three main types of personal data breaches:

  • Confidentiality: An unauthorised or accidental disclosure of, or access to, personal data.
  • Availability: An accidental or unauthorised loss of access to, or destruction of, personal data.
  • Integrity: An unauthorised or accidental alteration of personal data.

Reporting Loss or Breach

If you believe the Charity is responsible for the loss or breach of your data, please contact the Vice Chairperson Mr Rick Bedson. His contact details are:

Mobile: 07530 552590
Email: rickbedson@gmail.com

In light of the limited personal data held by the Charity, the Charity will report a loss, breach, alteration or unauthorised disclosure to the person the information refers to in the first instance. The Charity will ensure that any further necessary reporting is undertaken and for implementing measures to prevent any future loss or breach.

How to Question or Complain

If you have any concerns with this policy or its implementation please contact the Charity. Any enquiry will be answered within 10 working days. If you are unhappy with how we have collected, used, stored, or destroyed your personal data or our response to any question or complaint that you have raised you can contact the Information Commissioner’s Office.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk