Smethwick Church Action Network Website Privacy Statement

This website is hosted by Squarespace. Squarespace collects personal data when you visit this website, including:

• Information about your browser, network and device
• Web pages you visited prior to coming to this website
• Your IP address

Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyses the data in a de-personalised form.

This information may also include details about your use of this website, including clicks, internal links, pages visited, scrolling, searches and timestamps. We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.

This website uses font files from Google Fonts and Adobe Fonts. To properly display this site to you, servers where the font files are stored may receive personal information about you, including:
• Information about your browser, network, or device
• Your IP address

This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit The cookies Squarespace uses.

• These functional and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you.

• These analytics and performance cookies are used on this site, as described below, only when you acknowledge our cookie banner. We use analytics cookies to view site traffic, activity, and other data.

This website contains an embedded map hosted by Google Maps, which may result in Google collecting analytics about your engagement with the map. For privacy related to Google Maps, please check their privacy statement HERE.

Moosend is the platform used to deliver our monthly mailings. When you sign up on our website to our monthly mailing list, your data will be collected by Moosend. The details of the data collected and handled by the Moosend platform can be found HERE in their privacy statement. If you submit an email via a button or contact form on this website, your name and email address may be stored in our Squarespace account and within our @smethwickcan.org email accounts which are hosted by Google (GMail). If you have any concerns about your data and our website, please email hello@smethwickcan.org.

GDPR Privacy Statement

Smethwick Church Action Network,
Holy Trinity Church, Church Hill Street, Smethwick B67 7AH 

Registered Charity Number: 1157993

ICO Registration Number: ZA285667

Explanation of jargon used in this document:

·        Personal data is information about a living individual which is capable of identifying that individual.

·        Processing is anything done with/to personal data, including storing it.

·        The data subject is the person about whom personal data are processed.

·        The data controller is the person or organisation who determines the how and what of data processing.

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.   The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).  

2. Who are we?

Smethwick Church Action Network (hereafter “Smethwick CAN”) is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

Smethwick CAN complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.  To process data lawfully and be guided correctly, Smethwick CAN is registered with the Information Commissioner’s Office (registration reference ZA285667).

We use your personal data for the following purposes: -

·                  To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution including users of Smethwick CAN and Smethwick Foodbank, and Your Local Pantry Smethwick (hereafter “associated projects”)

·                  To administer membership records of those who are part of Smethwick CAN and associated projects

·                  To fundraise and promote the interests of Smethwick CAN and associated projects

·                  To manage employees and volunteers of Smethwick CAN and associated projects

·                  To maintain the accounts and records (including the processing of gift aid applications) for Smethwick CAN and associated projects

·                  To carry out comprehensive safeguarding procedures to provide children and vulnerable adults with a safe environment in line with our safeguarding policy;

·                  To inform you of news, events, activities and services of Smethwick CAN and associated projects

·                  To communicate with anyone who hires any service or provision provided by Smethwick CAN and associated projects

4. What is the legal basis for processing your personal data?

Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party. An example of this would be our safeguarding work to protect children and adults at risk. We will always take into account your interests, rights and freedoms. Some processing is also necessary as a legal obligation.

·                  Legitimate interest of the organisation in providing care and support, keeping you informed about news, events, activities and services and keep you informed about events linked to Smethwick CAN and associated projects

·                  Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement

·                  Legitimate interest in holding details of volunteers who engage with Smethwick CAN and associated projects

·                  Legitimate interest in holding details for those who receive support from Smethwick CAN to set up their own social enterprises, community businesses and cooperatives.

·                  Legitimate interest so that we can supply referring agencies with vouchers for using Foodbank

·                  Legitimate interest so that we can hold membership records of those who belong to the Local Food Pantry

·                  Legitimate interest so that we can hold details of all those who hire out our ChangeSpaces co-working space

·                  Legal obligation so that we keep financial records and equivalent monetary value documentation going back 7 years.

·                  Legal obligation to inform the Charities commission, Companies House and other legal bodies about our trustees, directors and people with significant control

·                  Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: -

• the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and there is no disclosure to a third party without consent unless legally required.

5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with others in order to carry out a service or for purposes connected with Smethwick CAN and associated projects. We will only share your data with third parties with your consent.

6. How long do we keep your personal data?
In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.  All personal data kept electronically is kept under strict password administration rights, internet firewalls and virus protection.  Paper copies are stored and locked with strict access rights

7. Your rights and your personal data 

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

·        The right to request a copy of your personal data which Smethwick CAN and associated projects holds about you

·        The right to request that Smethwick CAN and associated projects corrects any personal data if it is found to be inaccurate or out of date

·        The right to request your personal data is erased where it is no longer necessary Smethwick CAN and associated projects to retain such data

·        The right to withdraw your consent to the processing at any time

·        The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, known as the right to data portability.  (Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means)

·        The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing

·        The right to object to the processing of personal data, (Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics)

·        The right to lodge a complaint with the Information Commissioners Office

For all subject access requests (requests for you to see and/or gain ownership of data we’ve collected on you) please contact us at hello@smethwickcan.org. We will respond to any request within 28 days. Please note that we may be entitled to refuse requests where exceptions apply, for example, if we have reason to believe that the personal data we hold is accurate, in the case of an amendment request, or if we can show our processing is necessary for a lawful purpose set out in this Privacy Policy.

If there is a data breach, we will inform you and the ICO as soon as feasibly possible. We will record and take action to remedy all data breaches.

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9. Updates

This policy is a living document and open to change and amendments.  Please check for any matters that may concern you.

10. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact Smethwick Church Action Network, Holy Trinity Church, Church Hill Street, Smethwick B67 7AH – Tel: 0121 417 0141   Email: hello@smethwickcan.org

You can contact the Information Commissioner’s Office on 0303 123 1113 or via email casework@ico.org.uk or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.