One25 is a women’s charity in Bristol which reaches out to some of the city’s most marginalised women, helping them to move from crisis and trauma towards a place where they are safe, feel loved and can thrive independently in the community.

Our registered charity number is 1062391 in England and Wales. We are also registered as a company in England and Wales under registration 3362644. Our registered office is at the address below.

Any questions you have in relation to this policy or how we use your personal data should be emailed to dataprotection@one25.org.uk or sent to:

The Data Protection Officer, One25, The Grosvenor Centre, 138A Grosvenor Road, St Pauls, Bristol, BS2 8YA

If you would like to speak to someone, please call us on 0117 909 8832.

You can find further information on data protection and privacy at www.ico.org.uk

One25 collects and processes a range of information about you. This includes: your name, address and contact details, including email address, telephone number, postal address, relationships with other organisations and our interactions with you.

For fundraisers we also collect fundraising information including: the event that you’re taking part in, your online fundraising page name and URL, your fundraising target and the amount of money that you raise.

For donors we also collect information about your donation including: the amount of money or items that you’ve given, the timing of your gift, and if it is a financial gift whether or not we can claim gift aid on it. If you give us a completed standing order form then we will have your bank details but we will only store this for the purpose of sending it on to your bank and will then destroy this information.

For both fundraisers and donors we also collect information about any influences on your gift or decision to fundraise, e.g. if you are responding to an appeal.

For email communications, we will also collect your communications preferences as well as information about which One25 communications you read.

For volunteers, we collect information to complete a DBS check (including your ID documents e.g. passport); references from referees who can comment on your suitability to volunteer with us; the details of the roles that you support us with so that we may complete references for you should you request for employers; and your bank details so that we may reimburse you for expenses via expense claims. We also collect information about your volunteering role so that we can ensure we support you effectively in the role (e.g. one-to-one supervision meetings, informal interviews, correspondence) and monitor volunteer satisfaction (e.g. reviewing length of volunteering time and reasons for exiting volunteer roles).

For supporters who provide demographic information we will collect your gender, year of birth and faith/religion as you choose to share them with us.

For website users One25’s website uses cookies to help it work well and to track information about how people are using them. More information on cookies can be found in our cookies policy.

One25 may collect this information in a variety of ways:

1. Information that you give us. For example, data might be collected through an online sign-up form for a One25 event, fundraising campaign or to receive our email communications, through correspondence with you (by phone, email or letter), or by meeting with you face-to-face. It may also be collected through a donation or standing order form, sign-up sheet at events, sponsorship form, volunteer application form, or through a One25 survey.

2. Information we collect from your use of our website and services. For example, we collect information about the webpages that you view, the videos that you watch on our YouTube channel, and how you read our email communications.

3. Information from third parties. In some cases, One25 may collect personal data about you from third parties, such as online fundraising platforms including: CAF, JustGiving, Virgin Money Giving and BT MyDonate, Stewardship, LocalGiving, Charities Trust, Charitable Giving, GiveAsYouLive, Neighbourly and EasyFundraising; or DBS check info from providers such as You Check and People Checking. We may receive this information only if you’ve given your permission to the third party. In other cases, we may use specialist agencies and/or trusted third-party partners to gather and cross-reference information about you from publicly available sources. E.g. census data, housing registry, electoral register etc and other similar sources.

Data Protection law recognises that certain categories of personal information are more sensitive. This is known as special category data and covers health information, race, religious beliefs and political opinions. We do not usually collect ‘special category data’ about our supporters unless there is a clear reason for doing so, such as participation in a skydive or similar fundraising event or where we need this information to ensure that we provide appropriate facilities or support to enable you to participate in an event. We may also collect special category data if you make the information public or if you tell us about your links to church groups or religious beliefs.

Where we process special category data (as mentioned above), we will make sure that we only do so in accordance with one of the additional lawful grounds for processing such as where we have your explicit consent or you have made that information manifestly public. When we do this, we will tell you what sensitive personal data we are collecting and why.

One25 will hold your personal data for up to five years after your last interaction with the charity.

One25 needs to process data about supporters in order to contact you and provide advice and support in relation to your specific circumstances. We also carry out large-scale data analysis in order to understand what works and shape future strategy. We make sure that our data processing is only done in accordance with at least one of the lawful bases available under GDPR law.

One25 will only process data with your consent to:

• Send you marketing emails to give you updates on our work and opportunities to support. In doing so, we may customise our messages based upon your previous interactions with us (e.g. volunteering, donations made, events attended etc.) and other personal information we hold.
• Process sensitive demographic information such as religious beliefs.
• Record if you have used One25’s services in the past with your explicit consent.

One25 has a legitimate interest to process personal data about volunteers, event attendees, speaking engagement organisers, potential supporters and postal communications. This allows One25 to:

• Make sure we support volunteers to fulfil their roles at One25 and to gain feedback about volunteering.
• Make sure event attendees have all the information they need about One25 events including to inform you if there are last minute changes, thank you for attending events and get your feedback.
• Arrange speaking engagements with groups and visits with individuals who have requested this to raise awareness about One25’s work and give people opportunities to support.
• Provide postal updates on One25’s work to existing supporters.
• Help us to understand more about potential supporters so that we provide you with an experience as a potential donor which is appropriate for you.
• Understand what works in these areas and shape future strategy.

One25 also has a legitimate interest to process personal data about fundraisers and donors. This allows One25 to:

• Make sure that you have all the information that you need when fundraising for One25, this may include information about the event that you are taking part in, as well as to thank you for supporting the women at One25.
• Process donations, claim gift aid and keep our charity accounts.
• Help us to understand more about you as an individual so we can focus conversations we have with you about fundraising and volunteering in the most effective way, and ensure that we provide you with an experience as a donor or potential donor which is appropriate for you.
• Thank you for your donations to One25 and fundraising for us.
• Use the information about individual’s fundraising and donations to understand what works and shape future fundraising strategy.

In all cases, we balance our legitimate interests against your rights as an individual and make sure we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this Policy and that does not intrude on your privacy or previously expressed marketing preferences.

Your information may be shared internally, including with staff and volunteers.

One25 will not share your data with any third parties other than in the following instances:

• Where you provide us with a standing order form containing your bank details we will pass this on to your bank for processing.
• From time to time, we may engage specialist and trusted third-party partners to undertake research and gather information about supporters from publicly available sources, for example, Companies House, the Electoral Register, company websites, ‘rich lists’, social networks such as LinkedIn, political and property registers and news archives. You will always have the right to opt out of this processing.
• There may be very rare occasions when a volunteer’s contact details may be shared with a statutory service (e.g. the Police) in cases of reporting serious incidents that occur during a volunteer shift. One25 would always discuss this with volunteers and offer support around this.

We will never share, sell or swap your details with any third parties for the purposes of their own marketing or the monetising of your data.

It is possible that your data may be transferred, stored and processed in countries outside of your country of residence, which may have data protection rules that are different to those of your country of residence. However, personal data will only be transferred out of the UK or European Economic Area to countries whose data protection rules are considered adequate under the EU General Data Protection Regulation, in the case the organisation subscribes to a certification scheme, or under contract, subject to EU model contract clauses for personal data transfer and accompanying UK addendum.

One25 takes the security of your data seriously. One25 has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees and volunteers in the performance of their duties. Only trained staff and volunteers have access to One25’s supporter database.

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• require One25 to change incorrect or incomplete data;
• where One25 relies on consent to process your data, you can withdraw your consent at any time;
• require One25 to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
• object to the processing of your data where One25 is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact us on dataprotection@one25.org.uk or 0117 909 4387.

If you believe that One25 has not complied with your data protection rights, you can complain to the Information Commissioner.

You can read more about your rights on the ICO website here and you can telephone the ICO on 0303 123 1113.

If you do not provide your personal data then One25 may not be able to give you all of the information and support that you may need. For example, if you wish to volunteer at One25 then we will need you to provide information to support the required DBS check and liability checks, or if you wish to receive email communications then we will need your email address.

One25 does not use automated decision-making or profiling in ways that will either produce legal effects or significantly affect an individual. We may make automated decisions about communications as described in “Why does One25 process personal data?”