Data Privacy Policy Notice
Introduction
In line with The Openwork Partnership’s Fair Processing Notices, key personal data is
shared with the Openwork Foundation for the purposes of raising funds and brokering
volunteering.
The Openwork Foundation promises to respect any personal data shared with us and use
the data only for the purpose of maximising donations and volunteering to improve the
quality of life for vulnerable people.
What is my personal data?
Your personal data is information that identifies you, such as your name and address, date
of birth and email address. Occasionally, if you volunteer with us, more sensitive data may
be processed, such as information about your health to enable us to ensure your health and
safety.
What personal data we collect if you are a member of The Openwork Partnership and
how we use it.
The data we collect will depend on your level of engagement with programmes of the
Openwork Foundation but will always include your name, business and home address, date
of birth and national insurance number (the latter is stored for identity purposes and
encrypted on our system) as well as your role and where you work in the respective
business area.
We also collect data on whether you donate to us through a regular or payroll giving
scheme, buy monthly tickets in our charity lotteries, donate the pennies from your salary
each month in the round pound scheme as well as any ad hoc donations you may make
from time to time.
Data is also collected on your volunteering activity through our programmes and where we
make a matching grant to another charity you have fundraised for.
If you volunteer for any physical volunteering or take part in physical fundraising events, we,
or a volunteer or an event organiser, acting on our behalf, may collect more sensitive data
on your state of health in order to manage risk and ensure your positive health and safety
and we will collect your consent to do this, at the time. Where we may broker a volunteering
opportunity for you which involves working with children or vulnerable adults you may be
required to complete a Disclosure and Barring Service (DBS) check by the charity. If we
help with this process such data is treated with the upmost care and sensitivity and is not
retained by us.
We use your data to:
• Say thank you
• Share news and information and run campaigns
• Comply with the law, health and safety requirements and fundraising regulations
• Claim Gift Aid from HMRC
• Determine fundraising trends and demographics
• Match charity requests to available volunteers and skills
• Support our purpose of improving the quality of life for vulnerable people.
We may share your name and home address and donation information with HMRC for the
purposes of reclaiming Gift Aid on donations you make to us.
What personal data do we collect if you are a charity applying for funds and how we
use it?
It’s unlikely that we will collect any personal data other than perhaps an email address if it’s
not clear whether this is a business or personal address. We will safely store and
communicate with you on the email address you supply to use when applying for funds.
What personal data do we collect if you are external to Openwork but are taking part
in one of our fundraising or volunteering events or donating to us and how we use it?
If you take part in a fundraising or volunteering event we may collect personal data including
your name, phone number and personal email address and ‘in case of emergency data’ to
manage health and safety, this may include health data if the activity requires it for health
and safety reasons.
This data will be stored securely and used only for this purpose.
How we keep your data safe and who has access to it.
Your personal data including donation and volunteering information is available to members
of the Openwork Foundation team with restricted access to a small number of authorised
The Openwork Partnership IT colleagues who provide ongoing support and maintenance to
the Openwork Foundation database system. The system is password protected. All the
desktop and laptop computers used by the Foundation team are protected with privacy
screens so that data is only visible to the direct user. We may also share your personal data
with The Openwork Partnership’s Health and Safety officer for the purpose of ensuring your
safety when engaging in fundraising or volunteering activity.
The Openwork Foundation is a registered charity. Registered Charity Number: 1184592
Registered Office: Auckland House, Lydiard Fields, Swindon, SN5 8UB
How long we keep your data.
If you are a member of The Openwork Partnership we will retain your personal, donation and
volunteering data for so long as you continue to work for The Openwork Partnership. Once
you’ve left The Openwork Partnership we are required by HMRC to retain charity donation
data for up to 7 years.
For grant applicants we will retain your contact email address indefinitely.
For supporters external to The Openwork Partnership who fundraise or volunteer for us, we
will retain any donation data for up to seven years to comply with HMRC or if not, your
contact data for two years following the activity.
Can I find out what personal data you have about me?
The General Data Protection Regulation introduced from 25th May 2018 gives you the right
to request access to personal data about you which is processed by the Openwork
Foundation. If you wish to exercise this right, please send us proof of your identification
along with details of your request to Foundation@theopenworkpartnership.uk.com.
Opting out of contact from us if you are a member of The Openwork Partnership.
We will only write to your business address or business email address unless you have
supplied and provided consent to us or The Openwork Partnership to use a personal email
address. Most of our direct marketing is delivered indirectly through the internal business
intranets and portals alongside other business related communication.
We may use your business email address to send e-newsletters and to promote major
campaigns. You can opt out of receiving marketing material sent to your business email
address, when sent directly from us directly by emailing
Foundation@theopenworkpartnership.uk.com to confirm this.
Opting out of contact from us if you are external to The Openwork Partnership.
We would not normally contact to you other than to manage a grant application or to say
thank you for fundraising or volunteering for us. However, if you have transacted with us
before and specifically do not want us to contact you in the future please let us know by
emailing Foundation@theopenworkpartnership.uk.com to confirm this.