PRIVACY POLICY

Privacy Policy

Food for Thought Heathfield CIC

Last updated: March 2026

1. Who We Are

Food for Thought Heathfield CIC is a community interest company based in Heathfield, Twickenham. We rescue surplus food and redistribute it to the community while supporting wellbeing, inclusion and sustainability.

We are the data controller for the personal data we collect.

Contact: fftheathfield@gmail.com

2. What Information We Collect

We may collect and process the following:

Volunteers

Name, contact details (phone, email, address)
Emergency contact details
Relevant experience/training
Availability and role preferences
Health information (only where relevant for safety)

Visitors / Community Members

We do not routinely collect personal data from visitors
Limited information may be recorded if a safeguarding concern arises

Partners / Donors

Names, emails, and contact details
Website / Communications

Messages sent via email or contact forms
Photos (only with consent)

3. How We Use Your Information

We use your data to:

Manage volunteers and communicate rotas
Ensure health, safety and safeguarding
Deliver our services safely and effectively
Maintain relationships with partners and donors
Comply with legal and regulatory obligations

We do not sell or share your data for marketing purposes.

4. Legal Basis for Processing

We process data under:

Consent (e.g. photos, volunteering)
Legitimate interests (running the CIC safely)
Legal obligation (safeguarding, health & safety)
Vital interests (in safeguarding situations)

5. Data Sharing

We may share data only when necessary with:

Local authorities or safeguarding teams
Emergency services
Partner organisations (for referrals only)

We never share data unnecessarily.

6. Data Storage & Security

Data is stored securely using restricted-access systems
Only authorised individuals can access sensitive information
Safeguarding records are handled with additional security
We take appropriate steps to prevent loss, misuse or unauthorised access

7. Data Retention

We retain data only as long as necessary:

Volunteer data: up to 12 months after leaving
Safeguarding records: up to 6 years
Financial records: up to 7 years

8. Your Rights

Under UK GDPR, you have the right to:

Access your data
Request correction
Request deletion
Restrict processing
Withdraw consent

You also have the right to complain to the Information Commissioner's Office (ICO).

9. Photos & Media

We only use photos of volunteers or visitors with consent.

You can withdraw consent at any time.

10. Updates to This Policy

We may update this policy periodically. The latest version will always be on our website.