Last Updated 29/3/2023.
The Society of St James (“we”, “us”, “SSJ” or “The Society of St James”) is a company limited by guarantee with company number 03009700, a registered charity with charity number 1043664 and a Housing Association with association reference LH4337. We are listed on the Information Commissioner’s Office (“ICO”) register of data controllers with registration number Z5023915.
At ssj.org.uk (The Society of St James) our aim is to be completely transparent about the data we collect when you communicate with us and how we use the data once it has been submitted.
We take protecting your privacy very seriously and will always take all reasonable steps to ensure your information is safe.
Our Commitment to you:
- We will only collect information that is relevant
- We will use your personal information fairly and only use it for the purposes for which it has been given to us
- We will make sure your information is updated when you tell us about any changes
- We will not hold your information for any longer than necessary
- We will make it easy for you to exercise your rights under the law
Who we are
The Society of St James is a charity with the purpose of helping vulnerable people experiencing homelessness, problems with alcohol and substance use and other complex needs to change their lives.
What information do we collect?
We collect information from you when you donate to support our work, join a campaign, respond to an appeal, offer your support as a volunteer or complete our online form. This helps us to understand which of our activities are of most interest to our supporters and, where you have given consent, allows us to keep you up to date with our news and activities. This information may be collected via:
Just giving and other donation sites
Email, telephone conversations or meetings
Digital forms completed via our website
Communication via social media
We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.
Third Party Providers
“Third parties” includes third-party service providers and other entities we have commissioned to conduct work on our behalf. The following activities are carried out by third-party service providers: IT and cloud services, professional advisory services, social marketing services, and banking services.
All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.
How do we use your information?
Depending on the specific purpose, we may process your information on the following legal bases:
- With your consent
- To protect your vital interests
- For our legitimate business interests or activities as a not-for-profit body
- Where necessary to perform a task in the public interest
- For compliance with our legal or social protection obligations
- To provide services and resources to you
- To share information about our charitable aims, campaigns and fundraising activities
- To respond to your enquiries
- As and when required by law
- For gift aid purposes
Where possible we do not store information for any longer than it is needed. All communications go to our support systems, where data is removed once your query or case has been resolved.
How long do we keep your information?
There are, however, two exceptions:
- Where someone has thoughtfully left SSJ a gift in their Will, we maintain our records of that pledge so we can carry out legacy administration and communicate effectively with the families of people leaving us a legacy.
- Where someone has kindly added Gift Aid to a donation to us we are required by HMRC to retain those details for seven years after the last donation. If you ask us to delete your details, we must retain a minimum level of information to support HMRC’s legal requirement.
You can request deletion or changes to your personal information at any time by contacting our Data Protection Manager at email@example.com.
How do we protect your information?
We take all appropriate and relevant technical and organisational measures to ensure that we keep your information secure, accurate and up to date.
We have additional security measures in place to protect all data that we process. Our support system can only be accessed by authorised members of staff at the charity. Access to the system is monitored and all of our employees/volunteers are required to undertake appropriate data protection training before being allowed access to the data.
What are my data rights?
Access: you can ask for a copy of any information we hold about you.
Correction: It is your responsibility to ensure that you submit true, accurate and complete information to us. You can have any inaccuracies in your information corrected.
Deletion: you can ask us to delete all your personal information in certain circumstances (for example, if the information is no longer necessary).
Restriction: you can ask us to pause processing your information in certain circumstances (for example, if you are disputing its accuracy).
Portability: you can ask us to transfer your information electronically to another organisation in special circumstances.
Withdrawal of consent: you can withdraw your consent at any time.
All of these rights are free to exercise. We will aim to respond to all requests within one month. Please contact our Data Protection Manager, firstname.lastname@example.org
What are cookies?
Cookies are small pieces of information sent by us to your computer or mobile device that allow us to recognise you when you next visit. To find out more about cookies, take a look at All About Cookies.
What information do we collect?
We monitor how people use our website so we can improve it. If you come to our website, we may record information about your visit, including:
- which pages on the website you visit
- the amount of time you spend on the site
- whether you are new to the site or have visited it before
- the type of device and browser you use
First Party Cookies
They don’t gather any information about you that could be used for marketing or remembering where you’ve been on the internet. These cookies only last until you close your browser (Session Cookies).
We work with a number of third parties who have implemented pixels on our site to trigger cookies. We only use these cookies for reporting purposes.
Our website uses Google Analytics. This provides information about your use of the website and is stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.
Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using this website, you consent to the processing of data about you by Google for these purposes.
For more details please read Google’s Analytics overview.
You can always opt-out of Google Analytics cookies by using Google’s opt-out tool.
Controlling cookies on our website
You can restrict or block certain cookies through your browser settings. In your browser (for example, Google Chrome or Internet Explorer), click on the ‘help’ option to find out how to change your cookie settings.
You can also visit www.aboutcookies.org which shows you how to do this on different browsers. You will also find details on how to delete cookies from your computer as well as more general information about cookies.