Background

This privacy policy applies to The Fire Fighters Charity registered office Level 6, Belvedere, Basingstoke, Hampshire, RG21 4HG. Charity registered in England and Wales (No. 1093387) and Scotland (SC040096) and our wholly owned subsidiary company Fire Fighters Trading Limited registered office Level 6, Belvedere, Basingstoke, Hampshire, RG21 4HG. Company registration number 03816625.

Fire Fighters Trading Ltd exists to generate funds on a commercial basis, with all profits raised supporting the work of the Charity. Charity Commission regulations allow charities to set up and operate subsidiary companies when all profits from those companies are donated to the charity, and as long as the money is used for its charitable purposes.

When using “We”, “Us” or “Our” this refers to both The Fire Fighters Charity and Fire Fighters Trading Limited.

We promise to protect and respect your privacy. This is our privacy policy, and relates to all the information we hold, and all the ways we communicate by email, letter, phone, in person and through our website. It covers how we use (process) the personal information you provide to us, and how we are committed to keeping it safe and managing it in line with data protection laws.

1. What is Personal Data?
2. What we do
3. How we use your data and on what basis
4. Special categories of personal data
5. Children’s information
6. Lawful basis for processing your data
7. How we keep your information safe
8. Keeping your information
9. Your rights
10. How to contact us
11. What to do if you are not happy

1. What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.’

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers. The personal data that we use is set out below.

2. What we do

We exist to support the everyday heroes of the UK fire community through the provision of life enhancing health and wellbeing services for those affected by injury, illness or psychological trauma. Operating from three centres, throughout local communities and via online services, the Charity positively impacts over 5,000 people a year.

To do this we have a database that contains personal data collected in the course of our interactions with beneficiaries, supporters, volunteers, customers, health and social care professionals, members and volunteers of the UK fire and rescue service community and our employees. We always aim to keep your information up to date, periodically we will use publicly available sources to do this for example the Royal Mail Postcode Address File.

3. How we use your data and on what basis

This section describes what data we hold and what we use if for when you interact with us.

3.1  Providing Services to our beneficiaries
3.2  Income Generation
3.3  Volunteering
3.4  Marketing
3.5  Our Website
3.6  Social Media
3.7  Commercial Rehabilitations
3.8   Rental of Accommodation at our Centres
3.9   Recruitment
3.10 Company Members
3.11 Complaints
3.12 Guest Wi-Fi at our Head Office and at our Centres
3.13 Tenants of our properties
3.14 Users of our Community website

3.1 Providing Services to our beneficiaries

To deliver our services to our beneficiaries, we need to ask you for and process your information. We do this to ensure that we provide the most appropriate service to meet your needs. When you make an initial contact with us to enquire about our services we collect this information via our Application forms and thereafter during the delivery of our services to you. If appropriate to the service we are providing we will also collect personal information relating to your health. We do this to ensure that the services we provide are appropriate, tailored to meet your needs and safe.

To deliver services to you the information we hold about you may include:

Title
Name
Contact details, postal address, email and phone numbers
Date of Birth
Gender
Marital Status
Beneficiary Status
Fire and Rescue Service(s) you are associated with
Demographic details
Employment status
Sickness status
National Insurance Number
Financial information – if requesting financial assistance
Your contact with us including attendance at our centres, number of visits and visit lengths
Next of Kin Information
Details of people who live with you, when relevant to your case and the delivery of services to you
Records of communications sent to you
Information relating to your health and your individual needs, to enable us to provide you with the services and information and advice most appropriate to you
For health/ social care professionals, your job title(s) and the organisation(s) you work for
Your contact and communications preferences.

We use personal information for internal administration to support you accessing our services and we use aggregated and anonymised data for reporting and analysis to inform development and strategy for the improvement of existing and the provision of future services.

3.2 Income Generation

We could not provide our services to thousands of members of the fire service community each year without the support of our donors and supporters. The information you provide helps us to do this and, if you opt-in to receive communications from us, it allows us to keep you informed about our work.

We are committed to working in a transparent, ethical, responsible, and honest way. To reflect this commitment, we are registered with the Fundraising Regulator and work to the Fundraising Code of Practice. We are also members of the Institute of Fundraising and endeavour to follow best practice to deliver our fundraising campaigns.

The information we hold about you may include:

Title
Name
Contact details, postal address, email and phone numbers
Date of Birth
Whether you are associated with a Fire and Rescue Service(s)
Records of communications sent to you
Your contact and communications preferences
The amount of your donation(s)
How you have donated
Payment information and reference numbers
National Insurance Number
Payroll Number
Your Gift Aid status to allow us to claim Gift Aid on qualifying donations in accordance with the Gift Aid rules set by HMRC
Details of prizes that you have won from our Lottery or Raffles
Gift in your Will enquiries and pledges
Information from your online fundraising pages on a social giving platform, like Just Giving, Virgin Money Giving, BT MyDonate, My75Miles/Everyday Hero and similar services.
Delivery address details
Purchases and previous purchases from us
Event participation Information for example, dietary requirements, size for t-shirt, running vest, cycling jersey etc. next of kin information
Your job title(s) and the organisation(s) you work for

All payment information, is processed either by us or using third parties that are fully compliant with the appropriate standards.

We work with a number of third parties that enable us to maximise our income generation activities. For example, the Fire Fighters Lottery, our Raffles, suppliers to our Web shop. We also use third parties to work on our behalf to recruit new supporters, through various channels, and ensure that all are fully compliant with the appropriate standards when engaging them to do so.

For all methods of income generation, we keep records of financial transactions for accounting, forecasting and planning purposes and use aggregated and anonymised data for reporting and analysis to inform development and future strategy.

3.3 Volunteering

We would not be able to support thousands of beneficiaries every year, at our centres and in communities across the UK, without the support of our volunteers. Volunteers contribute to the innovation, effectiveness and efficiency of the Charity, and provide us with vital links across our community.

To manage our volunteers the information we hold about you may include:

Title
Name
Contact details, postal address, email and phone numbers
Gender
Date of Birth
Eligibility to volunteer
Your volunteer role(s)
Current/former Fire and Rescue Service and role held
Your skills and qualities
Information about disability or health and medical conditions if we need to make reasonable adjustments
Details of training we have provided to you
Your referee details including, their name, address, email, telephone number and record of permission to contact.
Your declaration
Information required under the Rehabilitation of Offenders Act 1974
Standard or enhanced Disclosure and Barring Service (DBS) checks where applicable
Emergency contact details
Diversity and inclusion monitoring information; ethnic origin, sexual orientation and religion/belief – only if you choose to disclose this information to us
Start and leaving date
Record of any recognition awards
Your driving details (if applicable); driving licence number, tax, insurance and MOT
Records of communications sent to you
Why you are interested in volunteering for us
Where you heard about us

3.4 Marketing

We value our relationship with you and we use your personal data to ensure we contact you in the most appropriate way, to improve our services and to ensure we work efficiently and effectively. We also want to make sure you only receive the information that you want and need from us.

Information that we hold in order to provide you with information about our services, our fundraising, volunteering and events may include:

Title
Name
Gender
Contact details, postal address, email and phone numbers
Date of Birth
Whether you are associated with a Fire and Rescue Service(s)
Records of communications sent to you
Your contact preferences

Tools may be used to help us improve the effectiveness of our communications with you, including tracking whether the emails we send you are opened and which links are clicked within a message. These tools allow us to refine our communications, ensuring that we only communicate information that is relevant, appropriate and of interest to you. We monitor website visits, but do not record individual IP addresses, and use tools such as Google Analytics to improve our website and services.

Case Studies

We will use your information to promote our services by publishing your story. In order to do this the information we may hold is:

Title
Name
Gender
Contact details, postal address, email and phone numbers
Date of Birth
Whether you are associated with a Fire and Rescue Service(s)
Records of communications sent to you
Your permission
Your contact preferences
Your story, including details of your reason(s) for accessing our services
An expiry date for your story i.e. the date at which we would remove it from publication until we have confirmed and updated your story with you

Videos, Photographs and Audio recordings

We will use your image or audio recording to promote our services and fundraising. In order to do this the information we may hold is:

Photographic images
Video footage
Audio files
Title
Name
Gender
Whether you are associated with a Fire and Rescue Service(s)
Current or former role
Contact details, postal address, email and phone numbers
Your preferences
Your permission

Publications

If you have requested to receive our magazine Shout! we record this information.

Email Communications

We send various email communications with updates on our services, information about our fundraising and products in our web shop, opportunities to volunteer and our events. If you have told us that you would like to receive news and information updates from us by email we will record this and send these updates to you.

If you volunteer for us we will use the email that you provided to us when you applied to volunteer for us to send you information relevant to your volunteer role.

If you are a member of a Communications team in a Fire and Rescue service we will use your work email to provide you with information to promote us and our activities to your work force.

We send our emails out using an email management software that allows us to track whether you have opened our emails and how you have engaged with them e.g. which links you have clicked on. We record this information to enable us to tailor our communications to you and send you information that we think you will be interested in. To do this there is an element of automatic decision making by the software i.e. emails may be automatically sent to you based on your engagements with previous emails. If you don’t wish us to do this, please let us know, but please be aware that if you do it may mean that we will not send you email updates in the future.

3.5 Our Website

When using our website, we collect information about you in order to deal with your queries and to provide you with the best possible service. If at any time we want to pass your details to other relevant organisations we will clearly indicate this to you at the point where you leave your details.

The type of information we will collect about you may include:

Title
Name
Contact details, postal address, email and phone numbers
Whether you are associated with a Fire and Rescue Service(s)

We use cookies on our website

What are cookies?

As is common practice with almost all professional websites, our website uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. Here we describe what information we gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored, however this may downgrade or ‘break’ certain elements of our website’s functionality.

How we use cookies
We use cookies for a variety of reasons detailed below. Unfortunately, in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a service that you use.

Disabling cookies
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore, it is recommended that you do not disable cookies.

The cookies we set

Google Analytics
This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content. For more information on Google Analytics cookies, see the official Google Analytics page. Please note that Google Analytics does not identify you specifically as an individual, just as an anonymised visitor to the website. While we do not have access to or record your individual use of our website, Google Analytics does allow us to record demographics in regards to our website visitors e.g. age, location, gender.

GatorLeads Tracking Cookies
GatorLeads is a tool that identifies the business or organisation that website visitors belong to, based on a reverse IP Lookup. GatorLeads also use cookies to process this identification, and personal information about individual users is stored. Cookies used by GatorLeads store information about your current web browsing session (pages viewed, time on site etc.) and the dates and times of previous website visits.

Link Tracking
Cookies allow us to provide important site functionality so you don’t have to re-enter lots of information. They also allow us to remember what links and pages have been clicked or viewed during a session. If you have provided us with personal data, completing a contact form for example, we may associate this personal data with other information. This will allow us to identify and record what is most relevant to you.

Email Post-click Tracking Cookies
These cookies are used to report on the pages of this site that have been viewed by visitors to the site who have followed links from our email marketing campaigns. This analysis helps us to understand additional content that is viewed by the contacts in our database and therefore allows us to improve and tailor future campaigns to those contact’s specific areas of interest.

Embedded content
Some of the content on our site is provided by third parties. This includes but is not limited to: Google Maps for interactive mapping, YouTube or Vimeo for hosted video and Flickr for images. When you visit a page containing content from one of these sites a cookie may be set. We do not have any control over these cookies and you should check the relevant third party website for more information about these.

External links disclaimer
Where external links are provided to other websites or social media accounts, we do so for information purposes alone. We are not responsible or liable for content or accessibility on these pages and sites, or for the siting of links to or about the Charity on external sites. We do not endorse the material on them and if you choose to follow links to other websites, you do so at your own risk.

Data collection forms on our Website

When we collect your data on our website, we will always tell why we are collecting it and what we are going to do with it.

Online Book of Remembrance

Our online Book of Remembrance is a place for people to share messages, stories and photos in memory of their loved ones. We use a third party to manage this on our behalf, when you register to add content to the book, they share your data with us.

This information may include,

Title
Name
Contact details, postal address, email and phone numbers
Details of comments and dedications that you make in the Book of Remembrance.

3.6 Social Media

When you contact us via social media, we hold your information so that we can respond to you. We may also use your Social Media Profile to help us find more people like you, so that we can grow our supporter base.

The information we hold may include:

Username
Display name/handle
Your direct message
Information from Facebook “About” section

3.7 Commercial Rehabilitation

We engage organisations across the UK, with a view to generating high value income through the sale of rehabilitation on a commercial basis.

If you access our services as a Commercial Rehabilitation client the information we hold about you may include:

Title
Name
Contact details, postal address, email and phone numbers
Date of Birth
Gender
Marital Status
Beneficiary Status
Organisation that you are associated with, if applicable
Demographic details
Employment status
Sickness status
Your contact with us including attendance at our centres, number of visits and visit lengths
Next of Kin Information
Records of communications sent to you
Medical information to enable us to provide you with the services and information and advice most appropriate to you
Your contact and communications preferences.

We use personal information for internal administration to support you accessing our services and we use aggregated and anonymised data for reporting and analysis to inform development and strategy for the improvement of existing and the provision of future services.

3.8 Rental of Accommodation at our Centres

We raise income by making bungalows at Harcombe House and accommodation at other centres available to rent to members of the fire service community. We also operate a website called Harcombe House Holidays which works in partnership with Welcome Cottages to promote holidays to the public.

When enquiring or renting one of our properties the information we hold on you may include:

Title
Name
Contact details, postal address, email and phone numbers
Date of stay
Length of stay
Records of financial transactions
Whether you are associated with a Fire and Rescue Service(s)

For overseas visitors, we hold passport details and onward address as required by Immigration (Hotel Records) Order 1972

3.9 Recruitment

If you have any queries about the process or how we handle your information please contact us at recruitment@firefighterscharity.org.uk.

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

Application stage

If you use our online application system, this will be collected by us via our webhosting company.

We ask you for your personal details including name, address and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our Human Resources Team will have access to all of this information.

You will also be asked to provide equal opportunities information via our Recruitment Monitoring Form. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any employees outside of our Human Resources Team, including recruiting managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Shortlisting

Our recruiting managers shortlist applications for interview. They will not be provided with the information from your Recruitment Monitoring Form if you have provided it.

Selection

We might ask you to participate in assessment days; complete tests; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by us.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a confirmed offer.

You will therefore be required to provide:

Depending on the role we may ask you to complete an application for a Criminal Record check via the Disclosure and Barring Service.

We will contact your referees, using the details you provide in your application, directly to obtain references.

We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.

Verification

We are required to confirm the identity of our prospective employees, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore also be asked to provide:

Proof of your identity – you will be asked to provide original documents and we will take copies.

Proof of your qualifications – you will be asked to provide original documents and we will take copies.

Confirmation of Employment

Information collected during the recruitment process will form the basis of your employee file. We  also collect and process personal data relating to your employment to manage the employment relationship. You will receive a copy of our Employee Privacy Policy at the start of your employment with us.

3.10 Company Members

We use the personal information you provide for administration purposes, which include processing your application, administering your membership of the Fire Fighters Charity, maintaining our register of company members, communicating with you and inviting you to attend meetings e.g. AGM and conferences.

The information we hold about you may include:

Title
Name
Contact details, postal address, email and phone numbers
Date of Birth
Your association with the Fire and Rescue Service
Diversity and inclusion monitoring information; ethnic origin, sexual orientation and religion/belief – only if you choose to disclose this information to us
Records of communications sent to you
Your contact preferences

3.11 Complaints

We hold the following information when you make a complaint to us:
Title
Name
Contact details, postal address, email and phone numbers
Nature of complaint
Communication from you and to you regarding the complaint.

3.12 Guest WiFi at our Head Office and at our Centres

When using our Guest WiFi we store information about your device and the activity you undertake on the Guest WiFi network will be logged against your device details. We retain this data to monitor compliance with our Terms of Use, to prevent and detect crime and to monitor usage of Guest WiFi.

3.13 Tenants of our properties

For tenants in properties managed by us we may hold the following information:

Title
Name
Contact details, postal address, email and phone numbers
Records of financial transactions
Records of communication
For tenants in properties managed by third parties on our behalf we hold:
Name and address details.
Evidence of right to rent in the UK

3.14 Users of our Community website

Our Community website, is a public forum and the discussions on the Community website are recorded and accessible by the Community website administrators. When posting on the Community website, please remember that any personal information you include in your posts may be read, collected, or used by other Community website members. We are not responsible for the personal information you choose to submit when posting across the Community.

When registering to become a user of our Community website the information we collect may include:

Title
Name
Contact details, postal address, email and phone numbers
Your association with the Fire and Rescue Service
Records of communications sent to you
Your contact preferences

4. Special categories of personal data

We hold some health and social care information information on beneficiaries who contact us for help and support, this is for the purpose of providing the appropriate services and information to them. This information is retained for this purpose only, and access to it is restricted to employees and volunteers providing these services. Medical information, including details of the clinical interventions provided by us, are retained in alignment with current legislation

Aggregated, anonymised reports are made from this data to inform service development and strategy.

5. Children’s information

We will always seek consent from a parent or guardian before collecting personal information in relation children. We do process information about children, when they are visiting one of our Centres, are part of a family to whom we are providing support in the community or are fundraising for us.

6. Lawful basis for processing your data

6.1 Consent (opt-in)

Where your consent (or opt-in) is needed for us to process your information or send communications to you, we will try to obtain your consent when you initially give us your personal information. We are required to refresh your consent regularly and will contact you to do this, provided we have your initial consent. If we have consent from you by more than one route, we will work to your most recent consent or opt-ins. You may withdraw your consent at any time.

If you provide us with contact details for a particular method of communication we will assume that you have given us your consent for us to update your record and communicate with you using this information, unless you have told us otherwise. Contact details provided directly by you will update any previous preferences in relation to this channel unless you inform us otherwise.

If you are registered with the Telephone Preference Service (TPS) but provide us with a telephone number and consent for us to phone you we will assume that we have your consent to call you on this number.

You can update your communications and contact preferences at any time here.

6.2 Legitimate Interest

When we use legitimate interest as the appropriate lawful basis to record your information we will demonstrate that the processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect your personal data which overrides those legitimate interests.

Legitimate interest may be used when the processing is not required by law, but is of a clear benefit to us or others; provided that there’s a limited privacy impact on any individual; the individual should reasonably expect us to use their data in that way; and we cannot, or do not want to, give the individual full upfront control (i.e. consent) or bother them with disruptive consent requests when they are unlikely to object to the processing. For example, we may send you our Shout! magazine because you have a link to the fire and rescue service or have fundraised for us, but have never asked you for your explicit consent to do this. However, when we send you our Shout! magazine we do provide you with the information of how to let us know if you don’t want to receive it again in the future.

6.3 Contract

When you apply to use our services, agree to a donation, sign up to an event or buy something from us we are entering in to a ‘contract’ with you and we will use your data to fulfil your request and for ongoing management.

6.4 Legal obligation

Where we have a legal duty for which particular personal data needs to be processed or retained we will comply with any legal obligation. For example, when you receive services from the Charity which relate to your health and social care needs we will create a health and/or social care record for you or we will keep information on you and your donations that we have claimed Gift Aid on. These records will be retained in line with the Charity’s retention schedule which is informed by professional and legal obligations.

7. How we keep your information safe

We use appropriate security measures to keep information safe. These include technical measures, our security policies and employee training.

Where we use third parties to process your information we ensure they have robust security and clearly defined data protection obligations as the data processor under their contract with us.

We do not share your information with other charities, nor do we sell your data on. Where we hold joint events with other charities, if they are the main organiser your information will be processed and held by them, not by us, and vice versa. Similarly, if we promote someone else’s event, they will hold your information, not us.

If you request a copy of the information we hold on you (via a Subject Access Request) we will take reasonable steps to verify your identity before providing it to you, as we do not want to give your personal information to someone else.

We are a UK charity and the majority of our information is kept and processed within the European Economic Area (EEA), when we do send information to be processed outside the EEA we have contracts in place.  We also ensure that the country complies with Articles 45 and 46 GDPR to ensure that there is an adequate level of protection.

8. Keeping your information

The information you provide will be retained by us in accordance with the applicable law. We set retention periods for all personal information based on how long it is legitimately needed to run the Charity and legal requirements. We will take reasonable steps to destroy or anonymise personal information when it is outside its retention period.

Please note that if you have publicly shared information with us (for instance via social media) it may well have been copied by other people or organisations outside of our control.

9. Your rights

While we hold information about you, you will always have the right to:

Be informed how we use your information (via this privacy statement)
Request a copy of the information we hold about you (subject access request)
Update, amend or rectify the information we hold about you
Change your communication preferences at any time
Ask us to remove your information from our records (note there are limitations on this, such as where we must retain data for HMRC or legal purposes)
Withdraw consent, wherever it is the basis for our use of your information
Object to any automated processing we are doing of your information
And you have the right of judicial review if you feel we have refused a legitimate request about the above.
For any enquiry or concern about our privacy policy, or to request access to your personal data, please contact us using the channels below.

If you ask for a copy of your personal data, we will provide it to you within 30 days. If you request further copies we may charge a reasonable fee based on our administrative costs. If you make the request by electronic means, unless you ask otherwise, we will provide your information in commonly used electronic forms. Evidence of proof of your identity will be required.

10. How to contact us

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed.

Any requests for this should be sent to the address below.

By email:
The Fire Fighters Charity info@firefighterscharity.org.uk
Fire Fighters Trading shop@firefighterscharity.org.uk

By post
Level 6
Belvedere
Basingstoke
Hampshire
RG21 4HG

Or by phone 01256 366566

You can write to our Data Protection Officer at the above address or by email dpo@firefighterscharity.org.uk

Your communications preferences
You can update your communications preferences at any time by following this link: www.firefighterscharity.org.uk/preferences

11. What to do if you are not happy

Please talk to us. We will promptly respond to complaints and correct any information that we hold about you if it is found to be incorrect, especially your contact and communications preferences.

You have the right to contact the Information Commissioner’s Office (ICO) either via their helpline 0303 123 1113 or online at www.ico.org.uk

Policy last updated: 24 May 2018