Uttlesford Children's Clothing Bank

Privacy Policy

The Uttlesford Children’s Clothing Bank (UCCB) is a volunteer led charity which collects and redistributes children’s clothing to families in need. The UCCB is the controller of the personal data you provide to us.  


What we need 


Personal data - Professional/self referral: 

Only data needed to complete a referral will be collected by the UCCB. This will only be held for the period of time it takes to complete the referral and thereafter all personal data relating to the families who have been referred to us will be deleted from our systems. The personal data requested will be name, contact number, email address and home address.


If a professional has referred a family to us, we will ask to keep the professionals name, organisation and contact details for future communication about our services. We will also ask for the first 5 characters of the client’s postcode for future analysis of need. If the client prefers to remain anonymous, we will not require any personnel details if the professional is able to act as an intermediary between the UCCB and the client 



We will keep the following data: name, email address, contact number, home address and information you provide on how you are able to help. 


Donors/mailing list: 

The data you provide to enable a donation will be deleted from the email account unless a request is made to go onto our mailing list. The mailing list will contain the following data: name, email address. 




Why we need it 


The UCCB will only keep the minimum data that it needs to in order to provide the essential clothing items requested. Once the referral has been completed, personal data relating to the family will be deleted. Only data relating to professionals who have referred a family to us will be kept if they have agreed to this. The purpose of storing their data is to keep them informed about our service.  .


Non personalised data relating to the number of items requested, referrals fulfilled and basic geographic areas will be used on occasions to provide an analysis of use and operation of UCCB to direct future action. 


We collect data for the following reasons: 


Professional data: 

We will process personal data about the individual who has requested our assistance through the agreed referral processes. This enables us to contact the individual, provide the specific items of clothing that are needed and deliver the items.  



The data will be kept to enable the UCCB to contact you with requests of help and keep you informed of relevant needs and activities of the UCCB. 


Mailing List: 

This data will be kept to enable the UCCB to send out specific updates and news. 


You have the right to request your details are removed at any time. 



How we obtain it 


Data will be collected in the following ways: 

  1. Provided directly on a registration form and referral form or email 
  2. From Frontline 
  3. From self referral messages sent to the UCCB messenger address or email address
  4. When you provide permission to other organisations to share it (Facebook) 



How we Store Data 


All data is held securely in password-protected electronic form, and is accessible only to the UCCB Trustees who are responsible for managing the process of receiving referrals and organising the responses to them. This will be viewed only in secure locations and cannot be overseen or looked by any other. 


The UCCB website uses HTTPS to enable secure communication over the computer network. 



Sharing Information 


UCCB will not share any of the information with a third party. It does not engage anyone external to the charity to process any of the data. It will never sell the data we keep about you. It does not make use of any automation or profiling with your data. 


We only disclose information to third parties or individuals when obliged to by law, for the purposes of national security, taxation and criminal investigations or if you have agreed that we may do so. 



Retaining Information 


We will only hold personal information for as long as necessary and for the purpose it has been agreed to be used for.  Personal data will be deleted once a referral has been completed.


If you are a professional and do not want to be on our mailing list  or would no longer like us to contact you, we will remove your data from our data storage. 


What are your rights 


You have the right to see the data we hold, and to correct any inaccurate or incomplete data. If at any point you have any queries relating to the use of your personal data, or if you wish to lodge any objection to the data processing as described above, you can contact UCCB by email at uttlesfordclothingbank@gmail.com, (or by post to the above registered address). You also have the right to make a complaint to the Information Commissioners Office 


You can cease to have your data held by us whenever you wish by emailing us at uttlesfordclothingbank@gmail.com , and at that point we will permanently delete all identifiable personal data which we hold relating to you. 


You can change the way you hear from us or withdraw your permission for us to process your personal data at any time by contacting us on uttlesfordchildrensclothingbank@gmail.com