Privacy Policy

This Privacy Policy is meant to help you understand what information we collect about you, why we collect it and who we might share it with.

Last changed on the 8th October 2021.

Our contact details

Legal Name.

Caring Kits for Kids

Charity Number.

1193173

Email

Our exemption from registration with the ICO

Caring Kits for Kids is exempt from registration with the Information Commissioner’s Office (ICO), and therefore does not have a registration number nor pay a data protection fee.

Caring Kits for Kids only processes personal data for the following purposes, which are noted as being exemptions by the ICO:

  • Staff administration
  • Advertising, marketing and public relations
  • Accounts and records
  • Not-for-profit purposes

For more information regarding Exemptions from ICO Registration, see the ICO website.

Information we collect about volunteers

Data collectedWhat and how we use and collect this information

Basic information such as:

  • Legal name
What we use this information for
For compliance with the law such as our health & safety and safeguarding obligations.

How we collect this information about you
Directly from you either In-person, over the phone, via email or via an online form when you apply or begin volunteering with us.

Basic information such as:

  • Preferred name
  • Preferred pronouns (optional)
What we use this information for
To greet you and address you properly!

How we collect this information about you
Directly from you either In-person, over the phone, via email or via an online form when you apply or begin volunteering with us.

Contact information such as an:

  • Email address
What we use this information for
To contact you about your volunteering and involvement with the charity.

How we collect this information about you
Directly from you either In-person, over the phone, via email or via an online form when you apply or begin volunteering with us.

Demographic information such as:

  • Date of Birth
What we use this information for
To ask for consent if you are under 18 (in circumstances where we are able to accept volunteers from under 18s).

How we collect this information about you
Directly from you either In-person, over the phone, via email or via an online form when you apply or begin volunteering with us.

Emergency contact information such as a:

  • name; and
  • Telephone number
What we use this information for
To contact someone in case of an emergency.

How we collect this information about you
Directly from you either In-person, over the phone, via email or via an online form when you apply or begin volunteering with us.
Information about your health, including any medical conditions or allergiesWhat we use this information for
To comply with our health & safety obligations and enable any reasonable adjustments to be made.

How we collect this information about you
Directly from you either In-person or over the phone when you begin volunteering with us.

Information collected during recruitment or as part of an application process such as:

  • Information about any criminal convictions and offences
  • references
What we use this information for
Making a decision about your recruitment as a volunteer or member of staff for a role you have applied for or are being considered for.

How we collect this information about you
By using third-party Disclosure and Barring Service Providers and by contacting the references you provide in-person, over the phone, via email or via an online form you applied to begin volunteering with us.

Performance information such as:

  • How you’ve helped the charity
What we use this information for
To provide a reference on all the amazing work you’ve done for us, if requested.

Technical information such as:

  • IP addresses, cookies and other online identifiers.
What we use this information for
To protect our systems from unauthorised access, to keep logs of files, logins and actions you perform on our systems and provide information about your use of our systems so we can continue to improve them.

How we collect this information about you
Automatically. Web browsers, mobile devices, and servers typically make available information about visitors to websites, such as the IP address, browser type, unique device identifiers, language preference, referring site, the date and time of access, operating system, and mobile network information.

Information we collect from staff at hospitals & trusts

Data collectedWhat we use this information for
Basic information about hospital and trust staff we work and meet with.
  • Their preferred name,
  • Their preferred pronouns (optional)
Contact information for staff at the hospital:
  • Work email address; and
  • Telephone number
To communicate with prospective hospitals on supplying kits to them.
 
To communicate with hospitals we already work with.
Information about the hospital such as its:
  • name
  • address
  • size
  • estimated number of kits required
At the initial stages we use the answers to these questions to assess the suitability for the charity to supply a hospital, such as whether we have the funds and supply to take on the hospital.

Information we and Automattic collect from visitors to the website

Automattic are the folks behind a variety of products and services including the product & service used to create, publish, and manage this website.

We rely on Automattic to keep our site secure, available and online as well as provide us with advanced engagement features, as such they collect information about our visitors to do just this.

Data collectedWhat this information is used for
Follower and Subscriber Information
When a visitor signs up to follow or subscribe to our website, Automattic collects the sign-up information requested by us, which typically includes an email address.
This is so Automattic can deliver updates on our behalf when we publish new content.
Site Comments
When a visitor leaves a comment on our website, Automattic collect that comment, and other information that the visitor provides along with the comment, such as the visitor’s name and email address.
Crowdsignal Survey Responses
When a visitor completes a poll, quiz, or other type of survey prepared by us via Crowdsignal.com, Automattic collect the visitor’s responses to those surveys, and other information that the survey owner requires for a poll/quiz/survey response, like an e-mail address.
Other Information Entered on the Site
Automattic may also collect other information that a visitor enters on our website– such as a contact form submission, a search query, or site registration.
Technical data
Automattic collects information that web browsers, mobile devices, and servers typically make available about visitors to websites, such as the IP address, browser type, unique device identifiers, language preference, referring site, the date and time of access, operating system, and mobile network information.
Visitor Interactions
Automattic collect information about a visitor’s interactions with our site, including the “likes” and “ratings” left by visitors.
Location Information
Automattic may determine the approximate location of a visitor’s device from the IP address.
Automattic collect and use this information to, for example, tally for us how many people visit our website from certain geographic regions. If you’d like, you can read more about Automattic’s Site Stats feature.
Akismet Commenter Information
Automattic collects information about visitors who comment on our website. The information they collect typically includes the commenter’s IP address, user agent, referrer, and Site URL (along with other information directly provided by the commenter such as their name, username, email address…oh, and the comment itself, of course).
This information is used to help prevent spam in the comment sections on our website.
Crowdsignal Response Information
Automattic collects information about visitors who respond to a Crowdsignal survey. The information that Automattic collects typically includes IP address, browser type, operating system, user agent, and the web page last visited.
Jetpack Site Activity
Automattic collect visitor activities related to the management of the website, such as login attempts/actions and comment submission and management actions. For more information, please see the Jetpack Privacy Center.
Information from Cookies and Other Technologies
A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the Site each time the visitor returns.

Pixel tags (also called web beacons) are small blocks of code placed on websites.

Automattic uses cookies and other technologies like pixel tags to help identify and track visitors and site usage. For more information about Automattic’s use of cookies and other technologies for tracking, including how visitors can control the use of cookies, please read their Cookie Policy.

Other information we collect

Advertising, marketing and public relations

When you interact with us on the web such as with ads we run, with results on search engines related to us or with us on social media platforms like Facebook, Twitter, Instagram or LinkedIn we may also obtain some personal information about you.

The information we receive will depend on the privacy preferences you have set and the privacy policies of each platform. To change your settings on social media platforms, please refer to their privacy policies. 

You should be aware that the charity has no control over how social media platforms or search engines may process your data for their own purposes if you choose to use them.

Accounts and records

As a charity registered in England and Wales we have certain obligations to regulators such as the Charity Commission to prepare accounts and make them available on request.

As such we collect and keep any and all information relating to financial dealings to comply with this obligation.

Not-for-profit purpose (Responding to queries)

When you get in touch with us via email, telephone, by post or in person. We may use any personal information you provide us to be able to help answer and respond to your question or query.

Not-for-profit purpose (Information we collect from the people who benefit from the charity’s work)

As a charity we provide backpacks filled with essentials and comforts to children and young people entering emergency foster care and expectant mothers arriving at hospital with no belongings. We define these people as those who benefit most from the charity’s work and it is this group of people we refer to in this section.

As outlined on our Safeguarding page, we do not directly distribute kits and instead rely on the hospitals we work with to distribute the kits to those who need them the most on our behalf.

As a result of this buffer between the charity and those who benefit most from its work, the only information we have is inferred.

Children and young people entering emergency foster care
For example the charity is able to infer that from the 11th of November 2000 up until the 14th December 2000 which is when hospital x last put in an order for more kits; Two teenagers, one female, one male, aged 15-16 years old entered emergency foster care via hospital x.1

Expectant mothers arriving at hospital with no belongings
For example the charity is able to infer that from the 11th of November 2000 up until the 14th December 2000 which is when hospital x last put in an order for more kits; Two expectant mothers arrived at hospital x with no belongings.1

How we collect information about you

How we get personal informationWhy we have this information
Directly – when you fill out an online form created by the charity.To be able to process your request.
Directly – when you get in touch with us via email, telephone, by post or in person.To be able to help answer your question or query.
From JustGiving – when you make a donationTo track where donations are coming from, to claim GiftAid on donations.
From Amazon in relation to AmazonSmile – when you use AmazonSmile to donate a percentage of your eligible purchase to usTo track the amount of donations we receive from Amazon Smile purchases.

Sharing your information

Sometimes sharing your personal information with third parties is necessary in order for us to carry out our not-for-profit work, run the charity efficiently or to comply with laws or obligations we have to regulatory bodies.

Examples of third parties we might share your personal information with include:

  • Our IT system providers and consultants – who assist us with providing and maintaining the charity’s IT systems and online presence.
  • Our suppliers of audit and regulatory compliance support services who may review our records containing your personal information in order to audit and report to us on our compliance with applicable laws and regulatory requirements.
  • Our accountants, solicitors, insurer(s) and any other provider of professional services to us.

Sharing your information in an emergency

In the event of an emergency we may share whatever information is necessary and proportionate to protect someone’s life.

Data protection law allows organisations such as Caring Kits for Kids to share personal data in an urgent or emergency situation, including to help them prevent loss of life or serious physical, emotional or mental harm.

Changes to this policy

We change this Privacy Policy from time to time. We will always indicate the date the last changes were published. If changes are significant, we’ll provide a more prominent notice such as an email summarising the changes.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us.

You can also complain to the ICO if you are unhappy with how we have used your data.


The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

1. Data is not accurate and is only intended to represent the kind of information that the charity is able to infer.