Website Privacy and Cookies Policy

This privacy policy applies between you, the User of this website and Safer London, the owner and provider of this website. This privacy policy applies to our use of any and all Data collected by us of provided by you in relation to your use of the Website.

Safer London takes the privacy of your information very seriously. Safer London is committed to ensuring that your personal data is collected, stored and used in a transparent and clear way.

Definitions and Interpretations

In this privacy policy the following definitions are used:

Data: Collectively all information that you submit to Safer London via the Website. This definition incorporates, where applicable, the definitions provided in the Data Protection Laws.

Data Protection Laws: Any applicable law relating to the processing of personal Data, including but not limited to the GDPR, and any national implementing and supplementary laws, regulations and secondary legislation.

GDPR: The UK General Data Protection Regulation.

Safer London, We or us: where Safer London is mentioned in this policy it refers to: Safer London with charity number 1109444 and data controller registration Z2711027. Safer London a private limited company with company number 05190716 Safer London is based at: Skyline House, 200 Union Street, London, SE1 0LX.

User or you: Any third party that accesses the Website is not either (i) employed by Safer London and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to Safer London and accessing the Website in connection with the provision of such services.

Website: The website that you are currently using, www.saferlondon.or.guk , and any sub-domains of tis site unless expressly exclude by their own terms and conditions.

Scope of this privacy policy

This privacy policy applies only to the actions of Safer London and Users with respect to this Website. It does not extend to any websites that can be accessed from the Website including but not limited to, any links we may provide to social media websites.

For the purposes of the applicable Data Protection Laws, Safer London is the ‘data controller’. This means that Safer London determines the purposes for which, and the manner in which, your Data is processes.

Our work with children, young adults and families has a separate privacy notice which can be found here.

How we collect Data

We collect Data in the following ways:

• a) data is given to us by you; and
• b) data is collected automatically

Data that is given to us by you

Safer London will collect your Data in a number of ways, for example:

When you contact us through the Website; by telephone, post, e-mail or through other means; in each case, in accordance with this privacy policy. This can include when you enquire about our activities or training events, register with us as a supporter or volunteer, send us an email, make a donation to us, ask a question about our services or otherwise provide us with your personal information we will store your personal data.

Data that is collected automatically

To the extent that you access the Website, we will collect your Data automatically, for example:

We automictically collect some information about your visit to the Website. This information helps us to make improvements to Website content and navigation, and includes your IP address, the date, times and frequency with which you access the Website and the way you use and interact with its content.

This activity is covered in more detail in the section on cookies which can be found below.

What personal Data we collect

We may collect the following data from you:

• Name(s)
• Date of birth
• Address
• Telephone number(s)
• Email addresses
• Bank details (if you make a donation or set up a direct debit)

We may also sometimes collect more sensitive or special category data such as:

• Race
• Ethnicity
• Religion
• Disability information

We do not normally ask for this information but where we do we have established that we do so in accordance with Article 9 (2) of the GDPR section (d) – this means that we are processing this data on those we have regular contact with in the course of carrying out our work to further our aim as a charity.

How personal Data is used

We may use your personal data in the following ways:

• To answer a query you have submitted
• To process a donation (either one off or ongoing)
• To provide you with a service you have signed up for e.g. a training course
• To provide you with information on our work (if you have requested that we do so)
• To register you as a supporter or volunteer and to engage with you as such

Anonymised data

We may also take your personal data and remove elements that make it identifiable to you and then combine it with other anonymised data to give us the ability to report on things such as the age ranges of our supporters or the most common donation amount. No identifiable data will be used to perform such analysis.

Keeping Data secure

We will use technical and organisational measures to safeguard your Data, for example:

• a) access to your Data is controlled by a password and a username
• b) we store your Data on secure servers

Technical and organisational measures include measures to deal with a suspected data breach. If you suspect any misuse or loss or unauthorised access to your Data, please let us know immediately by contacting us via this email address: info@saferlondon.org.uk

Safer London take all necessary measures to ensure that your data is stored and used in as safe a way as is possible and practical. We also ensure that any third parties – that host our data – for example comply with the relevant security standards.

If notes are taken e.g. during a telephone call then once these are written up onto our digital systems the paper notes will be destroyed.

Payment information used when making a donation is processed by Just Giving – www.justgiving.com/saferlondon – a website that helps charities gather donations. They will process card or bank account information to a standard that is compliant with relevant laws – please see the terms of service for Just Giving at https://www.justgiving.com/info/terms-of-service-versions/terms-of-service-v10 for more information.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identify theft, viruses and any other online problems, pleases visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

Data Retention

Unless a longer retention period is required or permitted, we will only your Data on our systems for the period necessary fulfil the purposes outlined in this privacy policy or until you request that the Data be deleted.

Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes.

The Data we hold for our direct work with Children, Young Adults and Families has different applications of retention.

Cookies

A cookie is a small file that can be placed on your device that allows us to recognise and remember you. It is sent to your browser and stored on your computer’s hard drive or tablet or mobile device. When you visit this Website, Safer London may collect information from you automatically through cookies or similar technology, such as a tag, pixel, or other web beacon.

Find out more about cookies on www.allaboutcookies.org.

How do Safer London use cookies?

Safer London uses cookies to understand how you the Website. Using cookies allows Safer London to analyse how the Website is being used, measure the number of visitors to the site and review content.

Managing cookies

When you access the Website for the first time on a computer, or every time on a mobile device, you will receive a cookies notification. This notification provides information about what cookies we use and what this means for your personal data – you will then have the option of accepting the cookies.

If you do allow them and then later change your mind you can disable cookies. The method will depend on which browser (Internet Explorer, Chrome, Firefox etc) check your browsers menu or type into a search engine ‘how do I turn my cookies off’ and you should find the information you need.

However, do think carefully before you turn off cookies as this can severely limit the functionality and personalisation of many websites.

What we do with cookies

We might use cookies to:

• Record the number of unique and repeat visitors we have to our website
• Record the pages that people are most interested in visiting
• See how visitors navigate our site

The cookie information we gather may contain location data and your IP address. The software we use to do this is called Google Analytics – you can read Google’s privacy policy here for further information: www.google.com/privacy.html.

Your rights

You have control over your personal data and your rights are enshrined in law – below is a brief explanation of each right that you have but for more information you may like to refer to: https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

1. Right of Access – Subject Access Request – You have rights of access in relation to your personal information and this will in most cases be provided free of charge. We will confirm whether we have your data and, if we do, provide a copy of the personal information we hold and other information about how we process your information. We will do this within one month of establishing clarity around your request and of confirming your identity, unless the request is complex, if this is the case, we will inform you of this, and in any case access to your data will take no longer than 3 months. You can contact us by email at info@saferlondon.org.uk, whilst email is the best way to contact us you can also call us on 020 7021 0301.
2. Right to be Forgotten – This gives you the right to have your personal data that we no longer need deleted from our systems.
3. Right to Rectification – Gives you the right to have inaccurate personal data amended.
4. Right to Restrict Processing – This is the right to ask us to stop using your personal data in certain situations.
5. Right to Object – If you would like us to cease processing your data you can request this, and we will comply in certain circumstances.

To exercise any of these rights or to find out more information about them please contact us via email at info@saferlondon.org.uk.

We reserve the right to ask you for further information we might need to either:

• Clarify your request
• Verify your identity

If you are dissatisfied with the response from Safer London, you can contact the UK Information Commissioner’s Office (ICO) as follows:

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

Telephone: 0303 123 1113

Lawful basis to process data

To use your data in the ways described in this privacy notice Safer London relies on the following legal conditions:

• Legal obligations: This is where we must process your personal data to comply with a law or regulation. For example, when we are obliged to hold records of who donates to us or of Gift Aid to comply with taxation laws.
• Consent: This is where you have given consent, by contacting us or opting in to a mailing list for example. If you are a volunteer, you will have given us your consent to process your data, so we can enable the volunteering to take place. If you have given us consent you can withdraw this at any time.
• Contract: Where we have a contract with you and must process your data to comply with this. For example, if you have signed up to a training course with Safer London we will process your data to deliver the training to you.
• Legitimate interests: We use this as the legal basis to process data about those who we engage in direct work (Children, Young Adults and Families). We will also use this basis to contact you with, for example, our yearly impact report if you have donated to us and we have your email address in our records. We feel that by making a donation or supporting us in some other way that you have an interest in our organisation and the work that we do. We therefore expect that you would not object to us using your details to send you details of our impact and about how your past donations have, and future donations or support could, made a difference to those we work to support.

Links to other websites

This website may, from time to time, provide links to other websites. Safer London has no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

Social Media

When you engage with Safer London on social media, we will use your data in the way described in this policy. However, you should also read the privacy information of the various social media platforms too to ensure you are happy with how information you put on their websites is being used.

The use children’s Data

We take great care to use the data we process in a lawful and ethical way, especially if it relates to children or young people. We promise that we will never knowingly ask anyone under the age of 18 about donating to Safer London.

Remember that you can contact us at any time if you have any questions or concerns, or you can raise an issue with the ICO using the contact details found further up this page, or by visiting www.ico.org.uk.

*Last updated Febuary 2024