This page sets out Hope For Families' framework for compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. For full details on how we use your personal data, please read our Privacy Policy.
1. Our Approach
Hope For Families processes personal data only where there is a lawful basis to do so and only to the extent necessary for the purpose. We are committed to the following data protection principles:
- Lawfulness, fairness and transparency — we are open about what we collect and why.
- Purpose limitation — data collected for one purpose is not reused for an incompatible purpose.
- Data minimisation — we collect only what is necessary.
- Accuracy — we keep records up to date and correct errors promptly.
- Storage limitation — data is not kept longer than necessary.
- Integrity and confidentiality — data is held securely and protected from unauthorised access.
- Accountability — we are responsible for compliance and can demonstrate it.
2. Data Controller
Hope For Families (Scottish Charity SC053715) is the data controller for all personal data processed in connection with our charitable activities. We are registered with the Information Commissioner's Office (ICO).
Contact: kelechioliora@gmail.com
3. Lawful Bases We Rely On
- Consent — for newsletter sign-ups, photography, and optional programme communications.
- Contract — when someone registers to participate in a programme.
- Legal obligation — for Gift Aid, financial record-keeping, and safeguarding reporting requirements.
- Legitimate interests — for volunteer management, programme planning and service improvement, balanced against individuals' rights.
- Vital interests — where necessary to protect someone's life (e.g., medical emergencies during activities).
4. Special Category Data
We may process special category data (such as health information) only where strictly necessary — for example, to ensure a child's medical needs are known during programme activities. We rely on explicit consent or the 'substantial public interest' basis (for safeguarding) when doing so.
5. Your Rights Under UK GDPR
Individuals have the right to:
- Be informed about how their data is used (this policy fulfils part of that obligation).
- Access personal data we hold about them (Subject Access Request).
- Correct inaccurate data.
- Erase data in certain circumstances.
- Restrict processing while a complaint is resolved.
- Object to processing based on legitimate interests.
- Not be subject to automated decision-making (we do not use automated decision-making).
To submit a Subject Access Request or exercise any right, email us atkelechioliora@gmail.com. We will respond within one calendar month, free of charge.
6. Data Breaches
In the event of a personal data breach, Hope For Families will:
- Assess the risk to individuals without undue delay.
- Report breaches posing a risk to individuals to the ICO within 72 hours.
- Notify affected individuals where the breach is likely to result in a high risk to their rights and freedoms.
- Record all breaches, regardless of severity, in our internal breach log.
7. Third Parties
Where we use third-party services that process personal data on our behalf (e.g., email marketing platforms, website hosting), we ensure those processors meet UK GDPR standards via appropriate data processing agreements.
8. Complaints
If you are unhappy with how we have handled your personal data, please contact us first so we can try to resolve the matter. If you remain unsatisfied, you can complain to theInformation Commissioner's Office at ico.org.uk/make-a-complaintor by calling 0303 123 1113.