The Filling Station Trust
Data Privacy Policy

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 (GDPR).

2. Who are we?

The Filling Station Trust is the data controller (contact details below), which means it decides how your personal data is processed and for what purposes. The Filling Station Trust is a registered charity in the United Kingdom (charity number 1131753). It is registered with the Fundraising Regulators and is a member of the Evangelical Alliance.

3. How do we process your personal data?

The Filling Station Trust 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. We use your personal data for the following purposes: –

• To enable us to provide a voluntary service for the benefit of the public
• To administer records of Filling Station Trust Teams and Team Members
• To fundraise and promote the interests of the charity
• To manage our employees and volunteers
• To maintain our own accounts and records (including the processing of gift aid applications)
• To inform interested parties of news, events and activities

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

The Filling Station Trust holds and processes data either with explicit consent or under legitimate interest. Data is held:

• To keep people informed about news, events, activities and services as well as processing Gift Aid donations
• For carrying out obligations under employment, social security or social protection law
• Data processing relates only to contacts or former contacts of the Filling Station Trust (or those who have regular contact with it in connection with those purposes)

5. Sharing your personal data

Your personal data will be treated as strictly confidential and may only be shared with local Filling Station Teams for purposes connected to the Filling Station. We will only share your data with third parties with your consent.

6. How long do we keep your personal data ?

We will keep your records until you choose to unsubscribe unless there is a legal requirement to hold them. Specifically, we retain employment data, Trustee data and Gift Aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.

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 the Filling Station Trust holds about you
• The right to request that the Filling Station Trust 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 for the Filling Station Trust 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)
• 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
• The right to lodge a complaint with the Information Commissioners Office

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. Contact Details

To exercise all relevant rights, queries or complaints please contact our Data Protection Officer: james@thefillingstation.org.

If it has not been possible to resolve a problem or if an issue has not been dealt with in a timely manner you are welcome to contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF

Registered Office: The Filling Station Trust, Copper Jon, Town Head, Troutbeck, Cumbria, LA23 1PP

Updated: 02/2022