Privacy & Cookies

Privacy Policy

Falkirk Foodbank SCIO is committed to protecting your privacy and handling your personal data responsibly. This policy explains what personal data we collect, why we collect it, who we share it with, and your rights under UK data protection law.

We are registered with the Information Commissioner’s Office (ICO) as a data controller under registration number ICOZA179588. If you have any questions about this policy, please contact us:
• Email: [email protected]
• Phone: 07340 809190
•  Contact:  Data Protection Lead, Falkirk Foodbank SCIO, Unit 1 Tamfourhill Industrial Estate, Tamfourhill Avenue, Falkirk FK1 4RT

Who this policy applies to

This policy applies to all people whose personal data we process, including:

  • People referred to us for food parcel support (clients)
  • Referral agency staff who refer clients to us
  • Volunteers and employees
  • Donors and supporters
  • Website visitors

How we collect personal data

We collect personal data:

  • From referral agencies when they refer a client to us for food parcel support
  • Directly from you when you contact us, donate, volunteer, or apply for a role
  • Automatically when you visit our website (see Cookies section below)

What personal data we collect and why

People referred for food parcel support

When a referral agency refers someone to us, we receive and record: name, address, year of birth, household composition (number of adults and children), reason for referral, and any dietary requirements or food allergies. We also record who issued the referral voucher.

 

We use this information to provide food parcel support, plan appropriate parcel contents, report on the demand for our services, and comply with our obligations as a Trussell-affiliated foodbank.

 

Our lawful basis for processing this data is Article 6(1)(f) UK GDPR – legitimate interests. We have a legitimate interest in processing this data to deliver emergency food support to people in crisis. The data collected is the minimum necessary for that purpose.

 

Referral agency staff

We process the name, job title, email address, and phone number of authorised referral agency staff. We use this to manage referrals and communicate with agencies about the people they refer. Our lawful basis is Article 6(1)(f) legitimate interests.

 

Volunteers and employees

We collect personal information to manage volunteer and employment relationships, including contact details, emergency contacts, role information, and where required, criminal records check information. Our lawful basis is Article 6(1)(b) (contract) and Article 6(1)(c) (legal obligation) as appropriate.

 

Donors and supporters

We collect contact details and donation information, including Gift Aid declarations where provided. Our lawful basis is Article 6(1)(f) legitimate interests and Article 6(1)(c) legal obligation (for Gift Aid).

 

Who we share personal data with

We share personal data with Trussell, which is a separate data controller registered with the ICO under number Z279027X. Referral data is entered into Trussell’s Data Collection System (DCS), a secure cloud-hosted database. Trussell uses this data for statistical, research, and advocacy purposes. For more information about how Trussell handles data, visit trussell.org.uk/privacy.

 

We will only share personal data with other third parties where we are required to do so by law, or where someone’s life is at risk.

 

How long we keep personal data

  • Client referral records (local paper and email copies): six months from the date of referral, then securely destroyed.
  • Client data in Trussell’s DCS: retained by Trussell as a separate data controller under their own retention policy.
  • Volunteer records: duration of volunteering plus six months.
  • Employee records: two years from end of employment.
  • Financial and accounting records: six years from end of the relevant financial year.

 

Your rights

Under UK data protection law, you have the right to:

  • Request a copy of the personal data we hold about you
  • Ask us to correct inaccurate or incomplete data
  • Ask us to delete your data where there is no compelling reason for us to keep it
  • Object to our processing of your data
  • Ask us to restrict processing of your data

 

To exercise any of these rights, contact us at [email protected] or 07340 809190. We will respond within 30 days.

 

Making a complaint

If you are not satisfied with how we have handled your personal data, you can complain to the Information Commissioner’s Office (ICO):

  • Website: ico.org.uk
  • Helpline: 0303 123 1113

 

Cookies

Our website uses cookies to improve your experience and help us understand how visitors use the site. Cookies are small files stored on your device when you visit a website.

 

We use the following types of cookies:

  • Essential cookies: required for the website to function. These cannot be disabled.
  • Analytics cookies: we use Google Analytics to understand how visitors use the site. This data is anonymised. You can opt out at tools.google.com/dlpage/gaoptout.

 

Most web browsers allow you to control cookies through their settings. For more information about cookies, visit www.allaboutcookies.org.