Privacy Statement

We are committed to protecting the personal data that you provide to us and recognise the importance of being clear about how we intend to use it.

All personal data provided by you will be held by Hessle and Anlaby Food Bank.

This privacy policy relates specifically to personal data that you provide to us through the Hessle and Anlaby Food Bank website, electronic and paper formats.

Information we may collect from you

When you receive a service from Hessle and Anlaby Food Bank or our website, supply goods/services, donate, refer clients. volunteer for us or submit feedback, we may ask you for personal data and other information to allow us to provide you with the services or information that you require. This could include the following:

  • Full Name
  • Date of Birth
  • Disabilities
  • Health and Wellbeing information to help us tailor our service and communications
  • Gender
  • Address
  • Email address
  • Telephone number
  • Details of your enquiry
  • The make-up of your household (clients)
  • Name of your organisation
  • Role in that organisation
  • Curriculum vitae details (for those enquiring about volunteer roles)
  • Passport, driving licence or other data required to undertake identification checks on our volunteers
  • Photograph (volunteer id cards)

The internet is not completely secure. We cannot guarantee the security of your personal data transmitted through our website or by email. Any transmission is at your own risk. Some of the information you provide to us may be considered sensitive personal data as defined under the General Data Protection Regulation (GDPR). This includes information about your ethnic or racial origin, political opinions, religious beliefs, trade union membership, physical or mental health, sexual life or criminal record. We would advise users of this website to send such information by a more secure system such as encrypted email, paper format, via the telephone or fax.  Sensitive personal data will only be processed following your explicit consent.

How do we intend to use your personal data?

To provide a service: We may contact you for reasons relating to the service you have made a request for. The information we collect and keep is in order to refer you to the correct services within our organisation, volunteer brokerage, consultation exercises, monitoring, evaluation and reporting to relevant funders and to provide statistical data to help us to continue drawing down relevant funding. We would use your contact details to manage this and may retain them for marketing purposes.

When applying to volunteer: If you are interested in volunteering for us we will only use your personal data to process your application, monitor recruitment and provide statistics. Personal data about unsuccessful candidates will be retained for six months after the recruitment process is completed, at which point it will be disposed of securely.

Will my personal data be shared with other organisations?

Your personal data provided by you to Hessle and Anlaby Food Bank will only be used by Hessle and Anlaby Food Bank. Everyone who works at Hessle and Anlaby Food Bank has to keep the information about you confidential.  Only those involved in your data processing within Hessle and Anlaby Food Bank will have access to the information, we won’t share it with anyone else unless;

  • You ask us to share it.
  • We ask you and you say we can share it.
  • The law says we have to report some things, such as people being perceived to be at risk or harm, including children or vulnerable adults who may be at risk. This may also include our legal obligations to report to HMRC.

We may also use a third party service for the distribution of our email newsletters. If you sign up to receive this, we will store your email address with this service.

In exceptional circumstances such as dealing with fraud, credit risk, dealing with abusive online behaviour, to enforce rights, to protect property, to protect human safety or if the law requires it. We will not otherwise disclose your personal data to anyone outside Hessle and Anlaby Food Bank to use for their own purpose without obtaining your consent.



How long will Hessle and Anlaby Food Bank retain my personal data?

We will retain your personal data for as long as is necessary for the required service to be provided to you and will dispose of your personal data 12 months after work has been completed. All personal data is subject to the controls of our data protection policy.

Where will my personal data be kept?

Once we have received your personal data we will use recognised industry standard procedures and security features to try to prevent unauthorised access.

Your personal data will be under the control of Hessle and Anlaby Food Bank It will be held on our password protected computer system. Parts of our computer system, including our website and email are provided by our UK suppliers of computer systems, and are provided for Hessle and Anlaby Food Bank’s sole use. When we print your personal data this will be in the possession and control of our volunteers, kept in lockable cabinets and will be securely disposed of when it is considered to be of no further use, should this be the case prior to the 12 month cut off point.

Your rights

The General Data Protection Regulation provides the following rights for individuals:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling.

Further Information

If you have a question about our policy or use of your data please contact:

Policy Date:

Review Date:

Adopted by:


11 March 2021


March 2022


Trustee Meeting 11/3/2021


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