Privacy Policy

Who we are

Nourish Community Foodbank (“we, us, or our”) is a registered charity (1154716) and company limited by guarantee (8303764) that provides people living in Tunbridge Wells, south Tonbridge and surrounding areas with a short-term emergency supply of food in a time of financial crisis.

We are the owner and provider of this website. We take the privacy of your information seriously and are committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. When we do so, we are subject to the UK General Data Protection Regulation (“UK GDPR”). We are the data controller of any personal data provided to us and in the course of our relationship with you.

From time to time, we add or change functions, features or products to our website or services that may result in changes to this Privacy Notice. As a result, please remember to refer back to this Privacy Notice regularly to review any amendments.

This Privacy Notice also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have any questions or complaints, please see the bottom of this Privacy Notice for information about how to contact us.

Please read this Privacy Notice carefully so you can understand our practices regarding how and why we collect, store, use and share any information relating to you in connection with the use of our website. By using this website, and by providing us with any personal data, you acknowledge the use of your personal data as set out in this Privacy Notice. Please do not browse our website any further or send us personal data if you do not want your information to be used in this way.

Our details:

Address and Registered Office: Unit 5, Kingstanding Way, Tunbridge Wells, Kent TN2 3UP

Contact number: 01892 548892

Email: admin@nourishcommunityfoodbank.org.uk

Contents of this Privacy Notice

Contents of this Privacy Notice

This Privacy Notice is divided into the following sections:

Scope of this Privacy Notice
Information we collect about you
How and why we use your personal data
How we collect your personal data
Direct marketing
Who we share your information with
Transferring your personal data out of the UK and EEA
How long we keep your personal data
How we protect your information
Your rights regarding the information we hold
Cookies and links
Changes to this Privacy Notice
How to contact us

1. Scope of this Privacy Notice

This Privacy Notice relates to your use of our website, your use of our services or any other contact we may have with you.

Throughout our website we may link to other websites owned and operated by third parties. This Privacy Notice does not extend to your use of any websites or organisations that can be accessed through this website, including but not limited to, links to other websites. Those third party websites may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to those third party websites, please consult their privacy policies as appropriate.

2. Information we collect about you

Personal data is information that relates to you in which you are identifiable either directly or indirectly. The personal data we collect about you depends on the particular activities carried out through our website. We will collect and use the following personal data about you:

information you have given us such as if you make a donation, volunteer, register to fundraise, sign up for an event, or contact us on our website. This may include collecting information such as your name, address, email address phone number, and financial and credit card information.

technical information that we automatically collect such as your browsing activity while on our website and indirectly we will collect information indirectly using the technologies explained in the section on ‘Cookies.’

The type and quantity of information we collect and how we use it depends on why you are providing it.

If you are a referral agent or are referred to us for use of our services then we require the following information to allow us to provide an emergency supply of food:

your name;
your contact details (postal address, email address, phone number);
reason for referral;
duration of referral; and
personal details relevant to your situation, e.g. specific dietary needs, number of people in the family, age of children, etc.

Certain personal data we collect is treated as “special category data”. Special Category data is particularly sensitive data, for example, details about a person’s health . Additional protections apply under data protection law to special category data and we take particular care with this type of personal data and only collect it where it could help to deliver tailored services, such as where:

clients need particular types of food to maintain their health, or for religious reasons, or
volunteers have health problems that could restrict the work they may be able to do.

We will only collect this information if there is a clear reason for doing so and with explicit consent. You are under no obligation to provide this information, but if you do not then we may not be able to provide you with the tailored support you need.

3. How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason. The legal reason for processing your data will depend upon the circumstances in which it is being collected and used, but will in most cases fall into one of the following categories:

where you have provided your consent to allow us to use your data in a certain way (e.g. if you have contacted us to receive regular updates about our work);

where the processing is necessary to carry out a contractual relationship (e.g. as a referral agent, a client in receipt of our services or a contractor carrying out work on our behalf);

where it is in our legitimate interests to perform our functions (e.g. fundraising campaigns, processing donations or sending administrative or marketing communications where our legitimate interest is to raise funds and to deliver our charitable purposes). The legitimate interests of Nourish are the immediate benefits that the charity provides to individuals through its work supplying emergency food aid, and the wider benefits this brings to society. This aid helps people recovering from a crisis, letting them return to caring for their children or dependent relatives, finding somewhere to live, taking up work or resuming study. We will only use our legitimate interests as long as this does not override your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own;

where the processing is necessary in order for us to comply with a legal obligation or to fulfil a duty of care towards our clients (e.g. if as a volunteer you are giving us your data to allow us to undertake a Disclosure and Barring Service (DBS) check).

If we process any of your special category personal data, the law restricts the use of it except where we have an additional legal ground to use and hold it. Most commonly, as well as one of the legal grounds listed above, we rely on one or more of the following additional legal grounds when we process your special category data:

we may process personal data on the basis of your freely given explicit consent;

where it is needed in the public interest, such as for equal opportunities monitoring when you provide us voluntarily with your race, ethnicity, religion or sexual orientation for diversity and equal opportunities purposes and where required or permitted by law; or

to establish, exercise or defend a legal claim; where needed to protect your interests (or someone else’s interests) where you are not capable of giving your consent.

We use information held about you as set out in the following table.

What we use your personal data for	Our reasons
Fulfil your requests and to give you the information, support or services requested or required (including, but not limited to, delivery of emergency food supplies)	To fulfil our contract with clients and agencies, and to enable us to provide services. For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you. For our legitimate interests, e.g. to enable our drivers to deliver food parcels
Marketing our services	For our legitimate interests, i.e. to promote our services.
Process donations and other financial payments, including sending thank you letters and receipts	For our legitimate interests, eg to contact donors to thank them for their support
Customise our website and its content to your particular preferences based on a record of your selected preferences or on your use of our website	Depending on the circumstances: —to perform our contract with you or to take steps at your request before entering into a contract; —to comply with our legal and regulatory obligations; and/or —our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you.
Statistical analysis to help us understand visitors to our website and in order to develop organisational strategy and help us to understand how we can improve our services and meet the needs of people that require our help	For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you, including to inform our understanding of the source of referrals, clients’ requirements and the overall strategy of Nourish in providing its services.
To fulfil legal or regulatory requirements, and to defend our legal rights, including by keeping records of our relationship with you	Depending on the circumstances: —to comply with our legal and regulatory obligations; and/or —in other cases, for our legitimate interests, i.e. to protect our business, interests and rights
To allow you to participate in interactive features of our service, when you choose to do so	Depending on the circumstances: —to perform our contract with you or to take steps at your request before entering into a contract; ⦁ to make it easier for users to interact with our website (eg referral agents logging on) —to comply with our legal and regulatory obligations; and/or —our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you.
To communicate with you relating to events we may hold	Depending on the circumstances: —to comply with our legal and regulatory obligations; and/or —in other cases, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you, to maintain / increase support and raise the profile of Nourish.

We may also use anonymised data to compile annual figures and statistics e.g. number of children supported, proportion of people referred for specific reasons, such as benefit changes, domestic violence.

We may also use your personal data for other purposes, which we specifically notify you about and, where appropriate, obtain your consent.

We understand many donors like to make donations anonymously so we will not release their names unless we have the donor’s permission to do so.

We do not use your data in any automated decision-making or automated profiling activities.

4. How we collect your personal data

We collect personal data in the following ways:

When you give it to us directly. We collect and keep information about you whenever you engage with us. For example, when you make a donation to Nourish, fundraise on our behalf, register for an event or submit an enquiry, sign a contract with us as one of our contractors, apply to us for a volunteering opportunity, or otherwise give us any other personal data.

Indirectly, such as your browsing activity while on our website; we will usually collect information indirectly using the technologies explained in the section on ‘Cookies and other tracking technologies’ below.

When you give permission to other parties to share it with us. For example:

When we provide our services through referrals, our front-line referral partners will share information with us in order for you to access our services;

We may receive your information from other organisations, e.g. via fundraising sites like Localgiving, JustGiving, CAF or GoFundme.

These independent third parties will only do so when you have indicated that you wish to support a fundraising campaign and only when you have given them permission to share your information with us. Those third party websites may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to those third parties, please check their Privacy Policy when you provide your information to understand how they will process your data.

5. Direct marketing

Continued support to Nourish Community Foodbank helps thousands of people in crisis in Tunbridge Wells, south Tonbridge and the surrounding areas get access to vital emergency provisions at a time when they need it most. We will use your personal data to keep you informed of our news, information, fundraising events and campaigns so we can continue to raise income and awareness of the charity if we have your email details, you are one of our regular food donation partners or you have attended one of our social events.

We may have a legitimate interest in using your personal data provided to us for marketing purposes (see above ‘Our legal reason for processing your personal data’). This means we do not need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.

We offer you the option to tell us what type of information you would like to receive and how you prefer to hear from us; by post, email, phone or SMS. If you choose for us to contact you by email, every message we send will include a link to enable you to change your preferences or to opt out of receiving future marketing messages.

You also have the right to opt out of receiving all marketing communications at any time by calling us on 01892 548892, or by email to admin@nourishcommunityfoodbank.org.uk or writing to our Data Protection Officer at the contact address below. However, if you opt out of receiving communications from us you will not receive any updates from us including updates about our services, events or other relevant information.

6. Who we share your information with

We never sell any of your personal information to any organisation for any reason. We do not pass your personal data on to any other country or international organisation. We do not use your data in any automated decision-making or automated profiling activities.

Who we may share your information with largely depend on your relationship with us and why you are providing it. We may share your information with:

HM Revenue and Customs, to enable us to make Gift Aid claims on donations (if your consent has been provided)
Banks and payment providers – to authorise and complete payment transactions
Carefully selected partners who provide specialist services we request. This may include IT and Database Consultants who support our I.T systems and have agreed to non-disclosure agreements which prevent them from using your data for anything other than the clearly defined purpose relating to the service they are providing
Event organisers who operate events and activities which we have elected to join and which you have chosen to participate in
Trading companies who operate a lottery which we have elected to join and which you have chosen to participate in
Our financial and legal advisers in the event we need to obtain advice and protect or defend our legal rights
Our appointed Contractual Law and Health and Safety Specialists, Financial Accountants and HM Revenue & Customs for the purposes of administration for our appointed contractors or potential contractors before entering into a contract
Law enforcement bodies in order to comply with any legal obligation or court order, or which we reasonably believe that we need to disclose your information to for such purposes
Other organisations for the purposes of fraud prevention, misuse of our services, money laundering or safeguarding.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

7. Transferring your personal data out of the UK and EEA

Who we may share your information with largely depend on your relationship with us and why you are providing it. We may share your information with:

HM Revenue and Customs, to enable us to make Gift Aid claims on donations (if your consent has been provided);
Banks and payment providers – to authorise and complete payment transactions;
Carefully selected partners who provide specialist services we request. This may include IT and Database Consultants who support our I.T systems and have agreed to non-disclosure agreements which prevent them from using your data for anything other than the clearly defined purpose relating to the service they are providing;
Event organisers who operate events and activities which we have elected to join and which you have chosen to participate in;
Trading companies who operate a lottery which we have elected to join and which you have chosen to participate in;
Our financial and legal advisers in the event we need to obtain advice and protect or defend our legal rights;
Our appointed Contractual Law and Health and Safety Specialists, Financial Accountants and HM Revenue & Customs for the purposes of administration for our appointed contractors or potential contractors before entering into a contract;
Law enforcement bodies in order to comply with any legal obligation or court order, or which we reasonably believe that we need to disclose your information to for such purposes;
Other organisations for the purposes of fraud prevention, misuse of our services, money laundering or safeguarding, or for duty of care reasons.

Any personal data shared with such third parties is limited to the personal data required by them to perform the services. Any use for other purposes is strictly prohibited. We only allow these third parties to handle your personal data if we are satisfied they take appropriate measures to protect your personal data.

We never sell any of your personal data to any organisation for any reason.

8. How long we keep your personal data

How long we keep your personal data will depend on your relationship with us and the reason why you are providing us with your data.

If you are providing information to us as a client, we will keep your data for no longer than 6 years. The reason for this is that Nourish is set up to provide emergency food aid – to get people through a crisis until they can support themselves or until they receive the help of other agencies – and our volunteers and donors provide their support to us on this basis. It is not our purpose to provide continuing support over long periods. We therefore need to store clients’ information for this time to know whether they are returning to us repeatedly over a period of months or years; if so other agencies are better placed to step in and help them.

If you are providing information to us as a volunteer or corporate supporter, we will keep your data for as long as you continue to give us your time and support, and no longer than we need it for. If you decide that you are no longer able to volunteer with us or provide us with your support, then we will delete your personal data no later than 6 months after we receive notice that you are withdrawing your support, with the exception of certain personal data that we may retain for longer for record keeping, referencing and our legal purposes.

If you are providing us with your personal data as a financial donor, we will keep your data for as long as you continue to give us your financial support and as required to operate our services in accordance with legal, tax and accounting requirements. This will be no longer than 7 years. Where your information is no longer required, we will ensure it is disposed of in a secure manner.

Following the end of the relevant retention period, we will delete or anonymise your personal data.

9. How we protect your information

We place great importance on keeping your information secure, accurate and up-to-date.

Unfortunately, transmission of information over the internet is never completely secure. While we do our best to protect the security of your information we cannot guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred, so any transmission is at the user’s own risk.

We have security measures in place to attempt to protect against the loss, misuse and alteration of personal data under our control. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to try to prevent this.

Any credit or debit card details provided via online payment systems remain with our payment partner(s) and do not reach us.

We limit access to your personal data to those who have a genuine need to access it.

10. Your rights regarding the information we hold

In accordance with the UK GDPR you the following rights which you may exercise:

Right to be informed about the processing of your personal data.
Right to rectification if your personal data is inaccurate or incomplete.
Right of access to your personal data and supplementary information, and the right to confirmation that your personal data is being processed.
Right to be forgotten by having your personal data deleted or removed on request where there is no compelling reason for us to continue to process it.
Right to restrict processing of your personal data, for example, if you consider that processing is unlawful or the data is inaccurate.
Right to data portability of your personal data for their own purposes.
Right to object to the processing of your personal data for direct marketing or statistical purposes.

If you would like to exercise any of your rights, please email admin@nourishcommunityfoodbank.org.uk or write to the Data Protection Officer at the contact address shown below. When contacting us please:

provide enough information to identify yourself and any additional identity information we may reasonably request from you; and
let us know which right(s) you want to exercise and the information to which your request relates.

For further information on your rights, including the circumstances in which they do or do not apply, you may find it helpful to refer to the guidance from the UK Information Commissioner on your rights under the UK GDPR.

11. Cookies and links

Our website uses cookies, which are small text files that are placed onto your device and collect information about the way in which you navigate and use our website and the internet. Most web browsers automatically accept cookies. You can change your browser to prevent this, but this may mean you cannot get all the benefits of using a website. First party cookies are specific to the server that created them and cannot be accessed by other servers, so they cannot be used to track your movements around the web. Third party cookies are added by scripts added to the website.

The Cookies used by us do not collect information which allows us to identify individual users, nor do they identify a user’s computer or passwords. Credit card information is not stored in cookies.

You can find out more about cookies by following this link: https://ico.org.uk/for-the-public/online/cookies/.

For more details about the cookies we use and how to disable non-essential cookies, please visit our Cookie Policy.

12. Changes to this Privacy Policy

We may change this Privacy Policy from time to time if we make any significant changes in the way we handle and treat your personal data, or to reflect any changes to legislation. If our policy changes we will post the changes on this page and they will apply from the time we post them.

This Privacy Policy was last changed and updated March 2024.

13. How to contact us

If you have any questions about this Policy, need to update your details, or would like to exercise your rights with respect to your personal data, please contact our Data Protection Officer at:

Write to us at:Unit 5, Kingstanding Way, Tunbridge Wells, Kent TN2 3UP ; or

Email: admin@nourishcommunityfoodbank.org.uk; or
Call us on: 01892 548892.

If you wish to raise a complaint on how we have handled your personal data, we would appreciate the opportunity to resolve the matter in the first instance, please contact our Data Protection Officer who will investigate the matter.

You also have the right to contact the Information Commissioner’s Office if you have any concerns about Data Protection or are unsatisfied with the response you receive from Nourish to your questions about the use of your personal data.