Our Privacy Policy

01908 270 670

Our Privacy Policy

Milton Keynes Bridgebuilder Trust Privacy Policy 2024

Our contact details

Name: MK Bridgebuilder Trust      Charity Number: 1008157

Address:1 Second Avenue, Denbigh West, Bletchley, Milton Keynes, MK1 1ED

Phone Number: 01908 270670

E-mail: office@mkbt.org.uk

The type of personal information we collect

We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Email addresses
  • Details of donations to the charity
  • Supporter contact details
  • Employee and recruitment data
  • Volunteer data
  • Trustee information
  • School contacts information
  • Church contacts information
  • Supplier contact information
  • Safeguarding data including DBS numbers
  • Safety information for events e.g. allergies, disabilities, emergency contacts
  • Religious affiliation for employees and volunteers

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • To join our list of donors or supporters
  • To work as an employee or a volunteer
  • To communicate with us about services or partnerships
  • To attend an event safely

We also receive personal information indirectly, from the following sources in the following scenarios:

  • From Stewardship in order to process Gift Aid claims
  • From referees as part of Safer Recruitment procedures

We use the information that you have given us in order to:

  • Communicate with supporters, donors, service users, suppliers, and partner organisations.
  • Provide services to schools.
  • Run events, both for young people and fundraising events.
  • Recruit staff and volunteers safely.
  • Adhere to our safeguarding policy and all relevant legislation.
  • Perform our function as a Christian schools’ work organisation.

We may share this information with HMRC, the Charity Commission, the Disclosure and Barring Service (DBS), or law enforcement, if required to for legal reasons.

We use Microsoft, Google, EngageBay, Mailchimp, and MyGiving products in our work, all of which comply with the UK GDPR.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting office@mkbt.org.uk

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

How we store your personal information

Your information is securely stored.

We keep personal information for the time period stated in the below retention schedule. We will then dispose your information by shredding, in the case of physical copies, and by deleting it from our databases and other IT equipment.

File Retention Period (source)
Board minutes and papers 10 years (Data Protection Act, Companies Act, Charities Act)
Trustee election schedule – dates of Trustee service 6 years from date of termination of trusteeship
Accident books Three years after last entry or end of investigation (The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995)
Job applications and interview records for unsuccessful applicants 6 months after notifying unsuccessful candidates

(Sex Discrimination and Race Relations Acts)

Training History 2 years after training
Statutory Maternity Records 6 years after the employment ceased
Sickness Records 6 years after employment ceases or death
Consultants’ agreements, communications, and payments 6 years after the end of the consultancy
All other HR documents 6 years after end of employment (Employment Relations Act, Sex Discrimination Act, Race Relations Act)
Complaints and grievance documents 6 years from resolution (Best practice)
Financial information – donations 6 years
Gift Aid forms 6 years after the last eligible donation was made
Bank and/or card details (regular payments only) Until cancellation request received
Supporter contact details 6 years after last active contact
Supplier information (name, contact details and contract) 6 years after contract ends
Events booking information 2 months after event in case of queries
Events registration information (Hope MK or other) 2 months after event in case of queries
Minutes of internal meetings For 6 years after the date of the meeting.

 

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 at office@mkbt.org.uk 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 at office@mkbt.org.uk

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