This privacy statement tells you how and why 1st Impressions may collect and use your data, and what to do if you have a question or concern.
 
The organisation
1st Impressions (‘us’ or ‘we’) is a community interest company (CIC) registered in England and Wales, under [charity/company] number 13508695.

 
We are a not-for-profit organisation focused on helping women in vulnerable groups get back into employment.

1st Impressions both controls and processes data, to enact these objectives.
 

For the purpose of this notice, 1st Impressions is a “data controller”. 
 
How we approach privacy
We need to collect information relevant to your connection and relationship with 1st Impressions to enable us to carry out our activities. This includes personal information.

 

We take your privacy seriously. We recognise the importance of, and are committed to, protecting your privacy and any information you share with us, whatever your relationship is with us. We aim to be transparent and not to do anything you might not reasonably expect. We will never sell or rent your data to third parties. 

 

This privacy policy gives you an understanding of what information 1st Impressions collects, why we need it, how we use it, and what protections are in place to keep it secure. It is published on our website, and copies are available on request from jane@1stimpressions.org.uk 

 

How we collect information from you
We collect and use different types of information about you and your organisation depending on your circumstances and your relationship with us. This may include personal information you share with us.

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There are a number of ways you might share your information with us, including:

1. By approaching 1st Impressions to apply for our services or through a referral to our services;

2. By approaching 1st Impressions in the interests of a donation or grant; 

3. If you contact us with enquiries, correspond with us or become involved with us in another way (including via social media outlets); 

4. By applying for a job or volunteering vacancy with 1st Impressions; 

5. If your details are passed to us by another organisation within the terms of their privacy policy, for example to make a referral or to obtain a reference; 

6. On occasion we may also collect information which is publicly available (such as your professional address, email address or telephone number), e.g. via your organisation’s website, professional profile, Company or Charity Commission record

 
What type of information we might collect and process about you
We will only collect information which is directly relevant to your particular relationship with 1st Impressions.

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The personal information we might collect includes:

1. The names, email addresses and other contact details of an individual, or key points of contact within your organisation, in relation to a particular application for or a referral to our services or a donation;

2. Records of your correspondence with us;

3. The full contents of your application(s), and the decision made;

4. Any details required to process and administer a donation or grant;

5. Any financial or payment details required to process grant receipts or payments;

6. The personal address of those willing to donate items, but require someone to collect;

7. Monitoring and evaluation reports, as well as ad-hoc updates on projects or donations.

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How we use your information
We will only use your data under one or more of the six lawful bases under the UK GDPR (UK General Data Protection Regulation). These are: consent, contract, legal obligation, vital interests, public task, and legitimate interests.

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For example, we may use your information to:

1. Administer your application or referral to use our services, including requesting further information from you in relation to your application;

2. Administer a donation or grant, including requesting further information from you in relation to your donation or grant;

3. Conduct due diligence on your organisation or project, for example through publicly available information, references, review of prior applications received from your organisation;

4. Produce internal documentation for Directors in the furtherance of decision-making on particular applications, and for the purposes of monitoring and evaluating our services;

5. Provide receipts and make payments as agreed in our agreement policies;

6. To obtain a reference about a particular organisation or individual;

7. To talk with you about sharing details of our collaboration or your project/organisation with other relevant organisations/individuals;

8. Where we have an obligation to share your information with Companies House or the Charity Commission. (Registered CIC Limited by Guarantee, Schedule 1, Small Membership, V1.1 3/7/20121)

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We do not engage in marketing activities, including profiling or producing mailing or circulation lists. 
 
How we protect and store your information
We take the protection of your data very seriously. All information you provide to us is stored securely and treated with care and respect. Appropriate controls are in place to store and protect data. We have security procedures in place to guard against unauthorised access, improper use, alteration, destruction or accidental loss of your information. Information is only accessible by authorised staff for the specific purpose of their work at 1st Impressions.

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All data that we collect from you is stored within the European Economic Area. 
 
Who has access to your data?
Our staff, Trustees, and consultants may access your data to enact a particular activity of 1st Impressions, for example as part of our service provision and administrative process.

 

Our Directors may access your payment details to provide a donation receipt or make a grant payment, or may access your organisation’s contact details to request or query a monitoring report.

How long we keep your information
We keep your data in line with legislation and statutory guidelines relevant to your relationship and connection with us. All records are destroyed confidentially once their retention period has been met, and 1st Impressions has made the decision that the records are no longer required.
 
Sharing your information
There are a number of reasons we may share your information and this can be due to: 

1. Our obligations to comply with current legislation; 

2. To enforce or apply any agreements, or to protect the rights, property or safety of 1st Impressions, for example in the event of a dispute;

3. Our duty to comply with a court order or legal obligation; 

4. Where we consider it appropriate, we will discuss with you and obtain your consent for us to share your personal story to help further our work, for example a testimonial, photographs or video footage.

 
We never sell or rent your data to third parties.
 
Your personal data
We aim to ensure that the information we have for you is accurate and up-to-date. You may: 

1. Request a copy of the personal information we hold about you (a ‘Subject Access Request’);

2. Update or amend the personal information we hold about you if it is wrong;

3. Ask us to remove your personal information from our records, under certain circumstances;

4. Raise a concern or complaint about the way in which your personal information is being used;

5. Request the transfer of your information to you or a third party in certain circumstances.

 

If you would like to request access to the personal information we hold about you, we encourage you to make a request in writing for efficiency reasons, outlining a description of the information you want to obtain. We may ask you for a proof of identity. 

 

Please address your request to:
Jane Ellis-Brush - Director
1st Impressions 

Registered address
 

We do not accept requests of this nature by email as we must ensure that we only provide personal data to the individual it relates to.

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If you wish to raise a complaint on how we have handled your personal information, you can ask us to investigate the matter by sending a written request to: 
Jane Ellis-Brush - Director
1st Impressions 
Registered address

Policy review
This Privacy Policy was reviewed in January 2022.