The Trussell Trust is a data controller registered with the UK Information Commissioner’s Office registration number Z279027X.
Keeping your personal information safe is very important to us. We are committed to complying with privacy and data protection laws and being transparent about how we use personal data.
We have policies, procedures, and training in place to help our team understand their data protection responsibilities and follow the principles of data protection.
→ How and when we collect personal information
→ The personal information that we collect
→ Our legal basis for processing personal information
→ Why we collect personal information
→ Sharing personal information
→ International transfers of personal data
→ Cookies and aggregate information collected from our website
→ Your rights
→ How long we keep your personal information
→ Changes to this policy
→ Making a complaint to the Information Commissioner’s Office
How and when we collect personal information
We may collect your personal information from you directly when you:
1. Communicate with us for any reason, by post, telephone, text, email, social media, or via our website
2. Fundraise for, or donate to the Trussell Trust or one of our shops
3. Donate food to a food bank or are referred to a food bank for support
4. Take campaign actions on our behalf
5. Participate in a survey or research
6. Work or make an application to work or volunteer with us
7. Agree to help us promote our cause
8. Take part in our participation work as an expert by experience to advocate for change
9. Interact with us as a supplier, contractor, consultant, or in any other capacity.
We may also collect personal information about you from other organisations. For example, this might be from a food bank within the Foodbank Network, a referral agency like a doctor’s surgery, occupational health, or from your current or past employer.
The personal information that we collect
We only collect personal information that we genuinely need.
This may include:
- Contact details such as name, address, email address, and phone numbers
- Date of birth
- Any information that you give us or a food bank within the Foodbank Network relating to your circumstances and why you used a food bank
- Information that you provide when you donate food at a food bank
- Information you provide when you correspond with us
- Financial information that you provide to us
- Other information about you from publicly available sources, like the electoral roll
- For job and volunteer applicants:
- your bank account details and tax and residency status
- references from previous employers or educational institutions
- contact details for you, and any next of kin
- information concerning your health and medical conditions
- information about your race, ethnicity, and sexual orientation
- details of unspent criminal convictions.
Our legal basis for processing personal information
Our legal basis for processing personal information is usually for our legitimate interests, if we have your consent, for the performance of a contract or to meet our legal obligations.
We may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced, and does not unduly impact your rights.
We will ask for your consent to send you marketing emails and text messages. You can withdraw consent for this at any time.
Usually, we will only process sensitive personal data if we have your explicit consent. In extreme situations, we may share your personal details if we believe someone’s life is at risk.
We may process personal information because it is necessary for the performance of a contract to which you are a party (or to take steps at your request prior to entering a contract), or because we are legally obliged to do so (for example to meet employment or charity laws).
Why we collect personal information
We collect and use personal information about people who use food banks, people who support the Trussell Trust and/or food banks in the network, job applicants, and volunteers for a number of reasons.
Supporting the Foodbank Network
Food banks in our network operate as separate organisations under franchise. We collect personal information from staff, trustees, and volunteers at food banks to be able to support them in their day-to-day operations. Our legal basis for this is performance of a contract (meeting obligations under franchise), and legitimate interest.
Assisting people that use food banks
We collect personal information about you if you visit a food bank, or via an organisation that refers you to a food bank. Our legal basis for using this information is our legitimate interest, and where appropriate your explicit consent. We use this information to respond to your need for help, and ensure that we are providing help when and where it is most needed. We work with food banks within our network to use anonymised statistical data (information that cannot be used to identify you) to campaign at a regional and national level to challenge the structural issues that lock people into poverty.
Developing relationships with supporters
The Trussell Trust’s work is made possible by the generosity of our supporters. We need a good understanding of our supporters so that we can communicate with them effectively and appropriately.
We may research our supporters to develop a better understanding of their interests and actions in support of our work. Sometimes we use specialist agencies who act on our behalf to enable us to tailor and target our events and communications effectively to people most likely to be interested. We may also use the research to wealth screen our financial supporters in order to make appropriate requests to people who have the means and the desire to give more.
We may use third-party agencies to undertake research for us to identify companies and individuals within them with whom we might build corporate partnerships. We may obtain information about a person’s professional credentials, like their job title and email address in order to contact them.
We use the services of third parties to:
- Cleanse and match data using databases (such as the Gone Away Suppression File, GAS Reactive and The Bereavement Register) to ensure our personal data is as accurate and up to date as possible
- Analyse the personal data we hold in order to segment our supporters and enable us to communicate more effectively with them based on a person’s interests and previous interactions with us.
- Undertake research using publicly available data sources (such as the Electoral Register, Companies House, public social media accounts such as LinkedIn, company websites, political and property registers, and news archives) to supplement the personal data we already have and enable us to better understand our supporters’ interests
You have the right to opt-out from this activity at any time. If you would prefer us not to use your personal information in this way, please email us at [email protected].
If you kindly make a food donation to a food bank, a financial donation to us, or donate goods to one of our shops, we will use your personal information to collect your donation and maintain a record of our supporters. Our legal basis for using your personal information for this purpose is to fulfil our legal obligations, and our legitimate interest in meeting our fundraising objectives. We are legally required by HMRC to collect some personal information if you choose to gift aid your donation.
Dealing with complaints and appeals
If a complaint is raised with us, we will process any personal information provided to manage and resolve the complaint or appeal. This may include sharing relevant information (including contact information) with the food bank, third-party agency, or person that the complaint has been made about. Our legal basis for using personal information for this purpose is legitimate interest.
If you make a complaint about an individual and this forms part of their personal data and the individual requests access to it, we will seek to remove personal information identifying you first. In some situations, we may be obliged to provide your personal data. We will seek your consent before providing the information but may be required to provide this even if you do not consent.
Promoting our cause
We work alongside people who have lived experience of poverty and destitution to raise the profile of our cause. We will use personal information that you share with us if you agree to help us promote our cause. This might include photographs and videos. For example, we may use your information in case studies and stories that we publish or share with the media. We will seek to anonymise your information wherever possible and will only use your information for this purpose if you have given your consent for us to do so.
Campaigning for change
If you choose to take part in one of our campaign actions and share personal information with us, we may use that information to support the campaign and make our collective voices heard. We may invite you to take part in future activities based upon your location and previous actions that you have taken. If you sign up to a campaign which involves targeting MPs, we may forward your email, including your contact information to an MP.
Our legal basis for using your personal information for this purpose is for our legitimate interests and where appropriate your consent.
Carrying out surveys and research
If you choose to take part in one of our surveys, we will use the personal information that you provide to process the results of the survey and undertake analysis. We may use a university or other academic institution or organisation to undertake an analysis of survey responses. Survey results are anonymised before being shared or published. Our legal basis for using your personal information for this purpose is for our legitimate interests, or where appropriate your consent.
Youth Participation project
Stand for Change is a two-year partnership project with BBC Children in Need, to support young people with experience of poverty to influence decision makers and create a programme of youth engagement to increase understanding of the impact of poverty and why people are forced to use food banks.
Stand for Change involves collecting and using personal information of young people who act as ambassadors for change, influence decision makers, increase understanding about why people are forced to need food banks and the actions people can take to change this. Personal information may be collected directly from the young person participating in the project, or from schools, food banks, parents and guardians, or other professionals working with young people.
The type of personal information we may collect includes:
- Contact information
- Additional support needs
- Media including photos and videos
Our legal basis for processing personal information for this project is consent (including where appropriate explicit consent), our legitimate interest, or our legal obligation. A young person (over the age of 13) is considered able to provide their informed consent under UK law, but we will always seek consent from their parent or guardian wherever appropriate.
Please see our youth participation page for more information about how we collect and use personal data for our Youth Participation Project.
Employee administration and development
We will process personal information of our employees to fulfil our contract with them and to meet our legal obligations as an employer. This includes payroll processing and the provision of training. We are required by law to share some financial information with the HMRC. We may also need to share some personal information with other organisations (for example solicitors or pension providers). A full privacy statement for employees is available from our Intranet or by contacting [email protected]
We may collect your information in a variety of ways. For example, data might be contained in application forms, CVs or résumés, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online assessments. The organisation may also collect personal data about you from third parties, such as recruitment services, references supplied by former employers, information from employment background check providers and information from criminal records checks when applicable to the role.
We need to process your data prior to entering into a contract with you, to meet our legal obligations, or for our legitimate interests. We will not use your data for any purpose other than recruitment. A full privacy statement for job applicants is included in the recruitment pack.
If you apply to be a volunteer with the Trussell Trust your personal information will be used to process your volunteering application. Where you apply to volunteer at a food bank in our network, for example via our website, your data will be passed to the appropriate charities within the Foodbank Network.
Your personal information is held by that charity as a separate data controller in line with their own data protection and privacy policies. For more information about how the charity you volunteer with looks after your information, or to exercise your rights, you should speak with your team leader or supervisor. You can also contact [email protected] and we will pass on your enquiry.
The Trussell Trust and some of the charities within the Foodbank Network use volunteer management systems provided by our third-party processors, Duty Sheet (Assemble), and Workday (Peakon) who provide administration and technical support.
Where you access an account linked to your charity within our volunteer management systems, the Trussell Trust will keep you up to date on opportunities across the Trussell Trust and the Foodbank Network, as well as giving you chance to share your feedback and tell us more about your experience of volunteering. Our legal basis for using your personal information in this way is our legitimate interest, where appropriate your consent, or because we have a legal responsibility to keep it.
The Trussell Trust uses statistical and aggregate information about volunteers in the Foodbank Network to help develop and improve people’s experiences of volunteering, for equalities monitoring purposes, and to evidence the impact of volunteering across the Foodbank Network.
Undertaking safeguarding activities including DBS checks
When necessary, we process relevant personal information about employees and volunteers for safeguarding purposes. This might include undertaking DBS and other checks to identify any criminal and other activity we need to be aware of. It may be necessary to share some personal information with relevant authorities such as the police. Our legal basis for this processing is to meet our legal obligations.
We will use your personal information including your bank account details to process expense claims. Our legal basis for using your information for this is for the performance of a contract.
We process relevant personal information about existing and potential trustee members for governance purposes. This might include checks to identify any criminal and other activity we need to be aware of to ensure that we select appropriate trustees. Our legal basis for this processing is to meet our legal obligations with the Charity Commission and Companies House.
Sharing personal information
We will only share your personal information where we need to, where someone’s life is at risk or we are required to do so by law.
We may share your personal information with third-party organisations who will process it on our behalf (for example a mailing house, our website administrator, or a printing supplier). We select these organisations carefully and put in place data processing agreements which require that they comply with data protection legislation.
We may also share your information with our bank to process a payment; our professional advisers (such as our legal advisers) where it is necessary to obtain their advice; and our IT service providers and data storage providers.
We may also share your personal data with other food banks in the Foodbank Network, who will use the personal data for the purposes described in this privacy notice.
Where required, we will process personal information to comply with our legal obligations. In this respect we may share your personal data to comply with subject access requests; tax legislation; for the prevention and detection of crime; and to assist the police and other competent authorities with investigations including criminal and safeguarding investigations.
We might share your information across different parts of Trussell Trust for research, analysis and marketing.
International transfers of personal data
We may need to transfer some personal data to the third parties described above who are located outside of the UK. In such cases, we will take appropriate measures to ensure your personal data remains protected. If the organisation is based outside of the UK and in a country that is not protected by an adequacy decision (providing an adequate level of data protection) we will take appropriate safeguards such as implementing the ICOs International Data Transfer Agreement (IDTA).
If you have any questions or need more information regarding international transfers of your personal data, please contact us at [email protected]
Cookies and aggregate information collected from our website
Aggregate information is collected from users using our own web tracker. This information includes users’ Anonymised Internet Protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time of visit, number of clicks, error pages, and number of unique visits. This information is not linked to personal profiles or to personally identifiable information provided by users. We use it to analyse visitor trends and use of our website, administer the website and to gather broad demographic information of our website users.
If you no longer wish to receive communications about the Trussell Trust, the work that we do and how you can help us, please contact [email protected] or click on the link within emails to unsubscribe to further emails .
You also have the right to:
- Ask us for a copy of your personal information. There are some exemptions, which mean you may not always receive all the information we process.
- Tell us to change or correct your personal information if it is incomplete or inaccurate.
- Ask us to restrict our processing of your personal data or to delete your personal data if there is no compelling reason for us to continue using or holding this information.
- Receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, so that you can send it to another organisation.
- Object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a negative and disproportionate impact on you.
For all requests please contact us at [email protected]. We will respond to any request within 28 days.
How long we keep your personal information
We will hold your personal information only for as long as is necessary. We will not retain your personal information if it is no longer required. In some circumstances, we may legally be required to retain your personal information, for example for finance, employment, or audit purposes.
A summary of our retention periods is available below.
|People who need help from a food bank||Your personal information is stored in a secure database for six years from the date you last accessed support.|
|People who donate food at a food bank||Where you provide personal information alongside your food donation, your personal information is stored in a secure database for three years.|
|People signing up to a campaign||Your personal information is stored in a secure database for up to two years.|
|Financial donors||Your personal information is stored in a secure database for seven years.|
|Volunteers (inc. people engaged in our participation projects)||If your application is unsuccessful, or if you stop volunteering, your information will be held for twelve months unless we’re obliged to keep it longer. In which case, we only keep necessary information.|
|Survey and research participants||Twelve months after survey is completed. Then results are anonymised.|
|Promoting our work through sharing stories and photographic imaging||Three years after consent was obtained.|
|Representatives of referral agency partners||Two years after the date of the last referral made.|
|Representatives of food banks in the network||Twelve months after a person ceases to be connected to a food bank.|
|Complainants||Six years if the complaint is upheld, three years if the complaint is not upheld.|
|Employees||Seven years after employment ceases.|
Changes to this policy
This policy was last updated on 21 November 2022.
Making a complaint to the Information Commissioner’s Office
If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way that is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is: 0303 123 1113.