Newham Community Project is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, store and share personal information when you use our website, contact us, make a donation, volunteer with us, take part in our programmes, attend our activities, or receive support from us.

This Privacy Policy applies to Newham Community Project, including our community support services, foodbank support, employability and life skills programmes, youth and family activities, research and community engagement projects, volunteering, donations, events, and other services we provide.

Newham Community Project is a UK registered charity, Registered Charity No. 1128596, and is Ofsted registered.

Our website is: www.newhamcommunityproject.org
Email: admin@newhamcommunityproject.org
Phone: 020 7646 2712

1. Who we are

Newham Community Project supports communities in Newham through practical support, community services, inclusion work, research, volunteering, and partnership projects.

For data protection purposes, Newham Community Project is usually the data controller for the personal information we collect and use. This means we decide why and how your personal information is used.

Newham Community Project does not currently have a formally appointed Data Protection Officer. Data protection matters are handled by the organisation’s management/trustees.

For any privacy or data protection query, please contact us using the details below and write “Data Protection Request” in the subject line.

Contact details:
Newham Community Project
259 Katherine Road, London E7 8PP
Ascot Community Centre, Star Lane, London E16 4PR
Email: admin@newhamcommunityproject.org
Phone: 020 7646 2712

2. What personal information we collect

Depending on how you interact with us, we may collect the following information.

Personal and contact details

We may collect your name, address, phone number, email address, date of birth, emergency contact details, household details, and preferred language.

Service and support information

We may collect information about the support you request or receive from us, including foodbank support, referral details, assessment information, appointment notes, attendance records, and communication history.

Equality and community information

We may collect information such as age, gender, ethnicity, language, disability, household situation, immigration-related support needs, or other background information where this helps us provide appropriate support, report to funders, improve services, or meet equality monitoring requirements.

Sensitive information

In some cases, we may collect sensitive personal information, also called special category data. This may include health information, mental health or wellbeing information, disability information, religious or cultural needs, safeguarding concerns, or information about financial hardship.

We only collect this information where it is necessary and where we have a lawful reason to do so.

Children and young people’s information

Where we provide activities or support involving children or young people, we may collect information about the child, parent or carer details, emergency contacts, consent forms, medical needs, attendance, and safeguarding information.

Volunteer, staff and applicant information

If you apply to volunteer, work, or take part in placements with us, we may collect application details, references, right to work information, DBS or safeguarding information where required, training records, attendance, payment or expense details, and supervision notes.

Donation and payment information

If you donate to us, we may collect your name, contact details, donation amount, Gift Aid information where applicable, and payment confirmation.

Payment card details are normally processed securely by third-party payment providers, such as Stripe. Newham Community Project does not normally store full card or payment details.

Website and technical information

When you use our website, we may collect basic technical information such as IP address, browser type, device information, pages visited, website usage information, and cookie information.

Photos, videos and testimonials

We may collect photos, videos, case studies, feedback, or quotes from events, activities, training, or community work. We will normally ask for your consent before using identifiable photos, videos, or personal stories for publicity, reports, social media, or website content.

3. How we collect your information

We may collect information directly from you when you:

• complete a form;

• contact us by phone, email, website, WhatsApp, social media, or in person;

• attend an event, programme, training, or activity;

• request foodbank or community support;

• volunteer or apply for a role;

• donate to us;

• take part in research, consultation, feedback, or community engagement.

We may also receive information from third parties where appropriate, such as:

• Newham Council or other local authorities;

• schools, colleges, community groups or referral partners;

• NHS, health, social care or mental health services;

• funders, research partners, or project partners;

• safeguarding agencies;

• parents, carers, family members, or representatives;

• other organisations involved in supporting you.

Where we receive information from someone else, we will only use it where we have a lawful reason to do so.

4. Why we use your personal information

We may use your personal information to:

• provide support, advice, activities, and community services;

• assess eligibility for services such as foodbank support or project participation;

• manage referrals, appointments, attendance, and follow-up support;

• communicate with you about services, events, volunteering, or support;

• protect children, young people, adults at risk, volunteers, staff, and the wider community;

• meet safeguarding, health and safety, Ofsted, charity, legal, and funder requirements;

• manage volunteers, staff, placements, DBS checks, training, and supervision;

• process donations, Gift Aid, invoices, expenses, or payments;

• monitor and improve our services;

• prepare anonymised reports, statistics, case studies, or funding reports;

• carry out community research, consultation, evaluation, and impact measurement;

• respond to complaints, requests, incidents, or legal claims;

• maintain the security and proper running of our website and systems.

5. Our lawful basis for using your information

Under UK data protection law, we must have a lawful reason to use your personal information.

Depending on the situation, we may rely on one or more of the following lawful bases:

Consent

We may use your information where you have given us clear consent. For example, this may apply to photos, videos, testimonials, newsletters, or certain project activities.

You can withdraw your consent at any time by contacting us.

Contract

We may use your information where it is necessary for a contract or agreement, for example employment, volunteering, placements, service arrangements, or paid work.

Legal obligation

We may use your information where we need to meet a legal duty, for example safeguarding, finance, accounting, employment, charity, Ofsted, or health and safety requirements.

Legitimate interests

We may use your information where it is necessary for the legitimate interests of Newham Community Project, as long as your rights and freedoms are protected. This may include managing our services, responding to enquiries, keeping records, improving services, preventing misuse, and running the charity effectively.

Vital interests

We may use or share your information where it is necessary to protect someone’s life or safety, for example in an emergency.

Public task or substantial public interest

In some cases, especially where we are working with public bodies, safeguarding concerns, equality monitoring, or vulnerable people, we may use information where it is necessary for a public task or substantial public interest.

6. Sensitive personal information

Some information needs extra protection under data protection law. This includes information about health, disability, ethnicity, religion, political opinions, trade union membership, sexual orientation, biometric data, and criminal offence information.

We may use this information only where necessary, for example to:

• provide suitable support;

• meet safeguarding duties;

• support people with health, disability, language, cultural or access needs;

• monitor equality and inclusion;

• carry out community research or project evaluation;

• meet legal, Ofsted, safeguarding, charity, or funder requirements.

We will only collect the minimum information needed and will keep it secure.

7. Children and young people

Where we work with children and young people, we take extra care with their personal information.

We may collect information from parents, carers, schools, referral partners, or the child or young person directly, depending on the activity.

We use this information to provide safe activities, manage attendance, respond to medical or emergency needs, and meet safeguarding responsibilities.

Where consent is needed, we will usually ask a parent or carer, unless the young person is old enough and able to give informed consent themselves.

8. Safeguarding and serious concerns

If we believe someone is at risk of harm, we may need to share relevant information with appropriate organisations, even without consent.

This may include local authority safeguarding teams, police, health services, social care, schools, or emergency services.

We will only share information that is necessary and proportionate for the concern.

9. Who we share information with

We do not sell your personal information.

We may share information with:

• local authorities, including Newham Council;

• schools, colleges, children’s services, adult social care, or safeguarding teams;

• NHS, health, wellbeing, mental health, or social care partners;

• foodbank, advice, housing, welfare, immigration support, or community referral partners;

• funders, auditors, evaluators, or researchers, usually using anonymised or aggregated data where possible;

• payment processors and donation platforms;

• IT, website, email, cloud storage, and database providers;

• DBS, payroll, accounting, legal, insurance, or professional advisers;

• police, courts, regulators, or government bodies where legally required or necessary.

Where we use external service providers, we expect them to protect personal information and only use it for the purpose we have agreed with them.

10. Systems and platforms we use

We use trusted third-party systems to help us run our charity, website, communications, services, payments, records, and digital systems.

These may include:

• Wix for our website;

• Google Workspace for email, documents, forms, storage, and administration;

• Microsoft 365 for email, documents, storage, administration, and internal work;

• Stripe for online payments and donation processing;

• DigitalOcean for hosting, server, database, or application-related services.

These providers may process personal information on our behalf. We only use them where necessary and expect them to keep personal information secure and use it only for the agreed purpose.

Some of these providers may process or store information outside the UK. Where this happens, we will take reasonable steps to make sure appropriate safeguards are in place.

11. Research, evaluation and impact reporting

Newham Community Project may take part in research, evaluation, community consultation, and impact reporting to improve services and influence positive change.

Where possible, we use anonymised or aggregated information so individuals cannot be identified.

If we want to use your identifiable story, quote, photo, video, or case study, we will normally ask for your consent first.

Taking part in research or evaluation is usually voluntary, and you will be told how your information will be used.

12. Photos, videos and social media

We may take photos or videos at events, activities, training sessions, or community programmes.

We will normally ask for consent before using identifiable images or videos for publicity, reports, website content, newsletters, or social media.

You can withdraw consent for future use by contacting us. Please note that if content has already been published or shared, it may not always be possible to fully remove it from all places, especially from social media or printed materials.

13. Donations and payment processing

If you make a donation, your payment may be processed by a third-party payment provider such as Stripe.

Newham Community Project does not normally store your full payment card details.

We may keep records of donations for finance, accounting, Gift Aid, audit, charity reporting, and legal compliance.

14. Website links and third-party websites

Our website may include links to external websites, including partner organisations, donation platforms, social media pages, or other useful services.

We are not responsible for the privacy practices or content of external websites.

You should read their privacy policies before providing personal information to them.

15. Cookies and website analytics

Our website may use cookies and similar technologies.

Cookies are small files placed on your device when you visit a website. They help the website work properly, improve user experience, understand how visitors use the website, and support security.

Some cookies are essential for the website to function. Other cookies, such as analytics or marketing cookies, will only be used where consent is required.

You can manage your cookie choices through our website cookie banner, where available, or through your browser settings.

By continuing to use our website, you understand that some essential cookies may be used to make the website work properly.

16. How long we keep your information

We only keep personal information for as long as necessary.

As a general approach, Newham Community Project keeps most service, volunteer, foodbank, project, and general support records for up to 5 years after the last meaningful contact, unless a longer or shorter period is required.

Some records may be kept for longer where necessary, including:

• safeguarding records;

• children and young people’s records;

• finance, donation, Gift Aid, payroll, and accounting records;

• legal, complaint, insurance, audit, or investigation records;

• funder reporting records;

• records required by law or regulation.

Some information may be deleted sooner if it is no longer needed.

Where we use anonymised information for reporting, research, evaluation, or impact monitoring, we may keep it for longer because it no longer identifies individuals.

17. How we keep your information safe

We use appropriate security measures to protect personal information.

These may include password protection, restricted access, secure storage, staff and volunteer guidance, safeguarding procedures, secure email or cloud systems, and limiting access to people who need the information for their role.

However, no system is completely risk-free. If we become aware of a serious data breach, we will take steps to respond appropriately and, where required, notify affected individuals and the Information Commissioner’s Office.

18. International transfers

Most personal information is stored and used in the UK or within systems that meet appropriate data protection standards.

Some service providers, such as Wix, Google, Microsoft, Stripe, DigitalOcean or other digital platforms, may store or process information outside the UK.

Where this happens, we will take reasonable steps to make sure appropriate safeguards are in place.

19. Your data protection rights

Depending on the situation, you may have the right to:

• ask for a copy of the personal information we hold about you;

• ask us to correct inaccurate information;

• ask us to delete information in certain circumstances;

• ask us to restrict how we use your information;

• object to how we use your information;

• withdraw consent where we rely on consent;

• ask for information to be transferred to another organisation in certain circumstances;

• complain to the Information Commissioner’s Office.

To make a request, please contact:

Email: admin@newhamcommunityproject.org
Subject: Data Protection Request

We may need to confirm your identity before responding.

20. Complaints

If you are unhappy with how we use your personal information, please contact us first so we can try to resolve the issue.

You can also complain to the Information Commissioner’s Office, which is the UK regulator for data protection.

ICO website: www.ico.org.uk

21. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

When we make changes, we will update the “Last updated” date at the top of this page.

22. Contact us

For questions about this Privacy Policy or how we use personal information, please contact:

Newham Community Project
Email: admin@newhamcommunityproject.org
Phone: 020 7646 2712
Website: www.newhamcommunityproject.org