Clothes Aid Privacy Notice

Introduction

We are Clothes Aid (Services) Ltd, also known as Clothes Aid, the social business you think of first when you have clothing to give away or donate to charity.

This privacy notice is to let you know how we will look after data. This notice explains how we do this and tells you about your privacy rights and how the law protects you. At times we may need to update this privacy policy as our operations and services change or for other matters. We will publish changes or updates on this page (www.clothesaid.co.uk/privacy) of our website.

Clothes Aid (Services) Ltd is a company registered in England, No. 6381220. Our registered address is c/o Stephenson & Co, Austin House, 43 Poole Road, Bournemouth, BH4 9DN but our head office address for mail and most queries is Unit 4NR Leroy House, 436 Essex Road, London, N1 3QP.
We can also be emailed at info@clothesaid.co.uk.

You can find out more about us on our websites. These are clothesaid.co.uk for the United Kingdom and Northern Ireland and clothesaid.ie in the Republic of Ireland.

If you have any questions or want more details about how we use your personal data, please let us know. See the contact us section on our website.

What personal information do we collect?

Only that which allows us to arrange collection of you used items if you contact us. Address and postcode predominantly but often a name and telephone number. For uncollected bags this data is automatically and securely deleted after 7 days.

Special types of data

The law and other regulations treat some types of personal data as special. We will only collect and use these types of data if the law allows us to do so:

  • Health data – for protecting vulnerable people from unnecessary approach.
  • Criminal convictions and offences – for fraud prevention, stopping bogus collectors, unlicensed collections and criminal proceedings
  • Consents – any permissions, consents or preferences that you give us
  • In customer surveys – if you take part in our competitions or promotions, or information you provide to us by filling in forms on our site.
  • Data from third parties we work with – We sometimes take data from our charity partners to enable us to handle customer service matters, complaints or to arrange collections. We never buy or sell data.

Who do we share your data with?

We may share your personal data with these organisations:

  • Regulators and other competent authorities
  • Fraud prevention agencies and the police
  • Our charity partners to comply with statutory monitoring of complaints handling and other regulations

How do we use your data?

Data Protection law says that we can use personal data only if we have a proper reason to do so. This includes sharing it outside Clothes Aid. The law says we must have one or more of these reasons:

  • To fulfil a contract we have with you
  • When it’s our legal duty
  • When it’s in our legitimate interest
  • When you consent to it.

A legitimate interest is when we have a legitimate business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.

Below is a list of all the ways that we may use your personal data, and which of the reasons we rely on to do so. Our legitimate interests are also below.

Serving our donors and charity partners

What we use your personal data for:

  • To deliver our services
  • To manage our relationship with you or your business

Our reasons:

  • Your consent
  • Fulfilling contracts
  • Our legitimate interests
  • Our legal duty

Our legitimate interests:

  • Keeping our records up to date
  • Working out which of our services may interest you and telling you about them
  • Seeking your consent when we need it to contact you
  • To provide you with information relating to how you can donate used goods
  • Being efficient about how we fulfil our legal and contractual duties

Reducing crime and operating in a safe and lawful manner

What we use your personal data for:

  • To detect, investigate, report, and seek to prevent crime
  • To manage risk for us and our charity partners
  • To obey laws and regulations that apply to us
  • To respond to complaints and seek to resolve them

Our reasons:

  • Fulfilling contracts
  • Our legitimate interests
  • Our legal duty

Our legitimate interests:

  • Developing and improving how we deal with bogus collectors and fraud, as well as doing our legal duties in this respect
  • Complying with regulations that apply to us
  • Being efficient about how we fulfil our legal and contractual duties

Operating our business effectively

What we use your personal data for:
To run our business in an efficient and proper way. This includes managing our business capability, financial position, communications, corporate governance, planning and audit.

Our reasons:

  • Our legitimate interests
  • Our legal duty

Our legitimate interests:

  • Complying with regulations that apply to us
  • Being efficient about how we fulfil our legal and contractual duties

What happens if we send your data outside of the EEA?

We will only send your data outside of the European Economic Area (‘EEA’) to:

  • Comply with a legal duty or provide our products and services

If we do transfer information outside of the EEA, we will make sure that it is protected in the same way as if it was being used in the EEA. If we do, we will of course treat the information under the guiding principles of this Privacy Notice.

What happens if you choose not to give us your personal data?

We may need to collect personal data by law, or under the terms of a contract we have with you or to resolve a complaint or query.

If you choose not to give us this personal data, it may delay or prevent us providing our products or services to you or resolving the complaint. For example, not providing a post code and address would prevent us from collecting donated goods, missed bags or suppressing your address for our ‘no post’ list.

How do we use your data for marketing?

We do not currently use personal data for marketing. If this changes in the future we will make clear our intentions in this policy.

How will we treat young people and children’s privacy?

We do not collect personal data from young people as it is almost always adults who we collect goods from or contract with. When we raise money from schools or nurseries, we always only work with the adults. We have robust safeguarding policies together with our charity partners that govern our interaction with young people and children.

How long will we keep your personal data?

We will keep your personal data for as long as there is a business need in regards to collecting goods, paying a royalty, if you have a contract with us, theft or fraud and handling complaints. The points below shows how long we keep which information, and our reasons why.

What data:

  • Personal data including relating to complaints

For how long:

  • Up to six years after last contact

Our reasons:

  • Keeping our records up to date
  • To respond to any questions, claims or complaints
  • Complying with regulations that apply to us
  • Being efficient about how we fulfil our legal and contractual duties

Is the personal data we have about you correct?

You have the right to check any information we have about you that you think is wrong or incomplete. Please contact us using the contact us section on our website if you wish to enquire what data we hold for you.

Do you want us to stop using your personal data?

You have the right to object to certain ways that we use your personal data, or to ask us to delete, remove, or stop using your personal data if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’. Please note such requests may not always be possible due to legal obligations we may have to keep such records.

In some cases, there will be legitimate, legal, or other official reasons for us to keep your data. But please tell us if you think that we should not be using it.

It may be possible for us to restrict the use of your data. This means that it would only be used for certain activities, such as legal claims or to exercise legal rights. If this was to happen, we would not use or share your information in other ways while it is restricted.

You can ask us to restrict the use of your personal data if:

  • It is not accurate
  • It has been used unlawfully but you don’t want us to delete it
  • It’s not relevant any more, but you want us to keep it for use in legal claims
  • You have already asked us to stop using your data but you are waiting for us to tell you if we can keep on using it

If you want to object to how we use your data, ask us to delete it or restrict how we use it, please contact us Please contact us using the contact us section on our website.

How to contact us

If you have any questions or want more details about how we use your personal data, please let us know using the contact us section on our website or
Telephone: 020 7288 8545
Email: info@clothesaid.co.uk
Address: Clothes Aid Data Protection Officer, Clothes Aid (Services) Ltd, Unit 4NR Leroy House, 436 Essex Road, London, N1 3QP.

You also have the right to complain to the Information Commissioner’s Office. You can use the relevant section of the Information Commissioner’s Office website to do this.

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Last updated: 25 May 2018