Sheffield Futures is committed to protecting your privacy.
Your privacy means everything to us, whether you are accessing our services, volunteering, or working alongside our charity. The information that you share with us is vital and helps us to run our services, understand our achievements and celebrate our successes.
We also understand that the information that you share with us is personal and should be treated with care. Therefore, we would like to offer our privacy statement that sets out how we use, store, and protect the personal information that you give us.
Do you know what Data Processing means?
We will often ask you to share some information when we work with you. Your personal data is processed whenever we collect, store, use this information again or when we delete it. We usually process your information when we ask you to complete a form, complete a questionnaire or even when we send you an email. We may also capture records when you engage with us using online media such as our website or social media accounts.
Did you know that your personal data is special?
Personal data is any information that can be linked to you. It can be a form, another document with your details on it or even a picture of you. Some examples of personal data include your name, address, and contact information. Some other information is ‘special’ and needs more protection due to its sensitivity. It is often information you would not want others to be aware of and is very personal to you. This might be information about support that you are receiving or the services that you are accessing.
Sheffield Futures will always keep this information highly confidential and not do anything with it that may break the law.
What is Consent?
When you access our services then you are giving your consent for us to collect information about you. Without records we cannot provide the services that you access. When you give us your consent then you are giving us permission to contact you, but only if it relates to the service and support that we are offering you.
Sheffield Futures does not have the right to use your information in whichever way it wants to, and nor does any other charity or business that you deal with. We can only communicate with you if it links with the service that we are providing you with, or in some rare cases, if there is a link to another relative service. We will never ask you to share personal information unless it is necessary for us to offer the service or work with you.
What do I need to know about my data?
You have several rights, by law regarding personal data. If you share your information with us, then you can expect 7 things to happen:
- We must inform you that we are creating records about you.
- We must give you access to your information if you ask for it.
- We must keep the information up to date.
- We may need to erase the information if you ask us.
- We must restrict the access to the information.
- We must make the information portable if you work with another charity.
- We must respect your right to object.
If you want to view your data then you have the right to ask the person that you are working with or you can write to us, using the following contact information:
By Post to: Data Officer, Sheffield Futures, Star House, 43 Division Street, Sheffield S1 4GE or by Email to: [email protected]
How do we collect your data?
There are quite a few different ways that Sheffield Futures will collect personal data relating to the people that we work with. We may collect your data by asking you to complete a registration form or in other cases we may collect your data by some other means.
The following section lists most of the ways that we collect personal data:
Our online forms
You may complete a referral form to access one of our services. You might want to receive copies of our electronic messages and postal mail outs, which will help you to stay up to date about events, activities, or services that we run at Sheffield Futures. Alternatively, you may wish to raise a question or send us your comments about our services.
Where we ask you to raise a comment or register for our services using an online form, this means you will enter some of your personal data on a form that is available on our website. The form is then encrypted and sent to us and will be directed to the relevant person in Sheffield Futures. No one else will see this form or have access to your information.
If you are registering to receive information from us through email or the post, then we will store your information on an internal database called Mailchimp. Mailchimp is a database that we rent from another supplier, but they also have a privacy statement which you can access on their website.
Our website and Google Analytics
Like any other website, Sheffield Futures uses ‘cookies.’ These cookies are used to store information including visitors’ preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimize the users’ experience by customizing our web page content based on visitors’ browser type and/or other information.
For more general information on cookies, please read “What Are Cookies.”
In some cases, we also commission other companies to process information on our behalf. We always have strict agreements in place to limit the way that our partners or suppliers use or process personal data.
When you donate you will be redirected to the Give as You Live website. This is an external site that we use to receive the funds.
We advise our donors to familiarize themselves with the terms and conditions of the Virgin Money website available here.
We may also need to communicate your details to HMRC (HM Revenue & Customs) if you wish to apply Gift Aid. Gift Aid is a scheme that allows charities to reclaim tax on a donation made by a UK (United Kingdom) taxpayer. Your donations will be worth 25% more to charities at no extra cost to you.
Careers and job applications
If you would like to pursue a career with Sheffield Futures, then we will ask you to submit a job application. Applications can be sent to us by email to an email account that we host.
Our email server is managed internally by the Sheffield Futures team. To ensure that we keep this information secure we will limit the access to your application. We also have suitable firewalls and other security practices in place to ensure that your personal data is kept secure.
The email will be sent to a specific address that can only be accessed by the HR team.
Do you share my data with other companies?
Sheffield Futures will never share your personal data with marketing companies or other organizations that will try to contact you for sales.
In some cases, Sheffield Futures is commissioned to work on the behalf of the City Council or other public bodies. In these cases, we are known as the Data Processor. As the Data Processor we may need to share information about you, if you are accessing a service that links with other wider services across the city. We may also need to share your information to protect you and ensure that you are safe. In some cases, we also commission other companies to process information on our behalf. We always have strict agreements in place to limit the way that our partners or suppliers use or process personal data.
But how secure is my data at Sheffield Futures?
Sheffield Futures takes your security and the security of your data very seriously. We have appointed a Data Officer who works across the charity to ensure that we handle personal data sensitively and securely. We also have other security measures in place to ensure that data is restricted to specific people within Sheffield Futures – who only access information on a ‘need to know’ basis.
The following highlights some, but not all, of the things that we have in place to ensure that your data remains secure:
- Our facilities are completely locked, and team members need passes to access parts of our building.
- You can only access our electronic files if you have a specific Sheffield Futures User account and password.
- We keep sensitive data on specific databases that require further password information.
- We have practices in place to ensure that we encrypt or secure information we are sending to other locations.
- We have specific policies and practices in place regarding data security.
- We ensure that all our staff are trained to ensure that they are compliant with data security.
- We use and update our technology whenever we can to ensure that data is kept secure.
How do we dispose of your data?
We only keep data for the minimum amount of time that we need to. This will vary depending on the service that you are accessing. We must keep certain records for a lengthy period by law. You can find out how long we keep your information for by asking the person or persons that you are speaking to at Sheffield Futures or by emailing the [email protected].
We regularly dispose of data that we do not need to keep anymore. We can dispose of this information in two ways:
- Confidential paperwork is shredded
- Electronic data is deleted
In some cases, we can delete information beforehand if you ask the person or persons that you are speaking to at Sheffield Futures or by emailing the [email protected], and if so, we would dispose of your personal data in the same way.
I have questions about my personal data or would like to see a copy. What should I do?
You can ask for copies of your personal data at any time by law. Requests are usually free but if particularly excessive or further copies are requested, we may charge a reasonable fee to cover the administrative costs of providing this service.
When you ask us to provide you with copies of your personal data then we will confirm the way that you want to receive it (either by email or post). We will then provide the information within 10 days (but it may take 28 days (about 4 weeks) if your request is complex). Request for personal data should be addressed to the contact shown below.
You can also ask us questions at any time if you have a concern or question about your personal data. Initially you can ask the person or persons that you are working with at Sheffield Futures. You can also send written questions into us by post or email at the following addresses:
By Post to: Data Officer, Sheffield Futures, Star House, 43 Division Street, Sheffield S1 4GE or Email to: [email protected]