Privacy Policy

Introduction

At Citizens Advice Doncaster Borough, we are committed to protecting your personal information and ensuring transparency in how we collect, use, and store your data. This privacy notice outlines how we process your personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

How We Use Your Information

1. Advice, Information, and Guidance

We process personal data to provide advice, support, and case management services. This is done under:

  • Legitimate Interests (Article 6(f)) – Where we provide advice outside of statutory functions.
  • Public Task (Article 6(e)) – Where we perform a function laid down by law.
  • Legal Claims (Article 9(2)(f)) – Where advice relates to legal rights (e.g., benefits, debt, housing, and energy issues).
  • Substantial Public Interest (Article 9(2)(g)) – Where advice is linked to statutory functions or confidential support services.

2. Witness Support

We process personal data under Legitimate Interests (Article 6(f)) and rely on Substantial Public Interest (Article 9(2)(g)) where required for justice administration or emotional/wellbeing support.

3. Research, Feedback, and Statistics

We may collect feedback and anonymised data to improve our services under:

  • Legitimate Interests (Article 6(f)) – To assess service impact.
  • Archiving, Research, and Statistics (Article 9(2)(j)) – For anonymised research.

Data used for research and statistics is anonymised before sharing with external bodies.

4. Fundraising and Donations

We process donation and fundraising data under:

  • Legitimate Interests (Article 6(f)) – To manage donations.
  • Legal Obligation (Article 6(c)) – For processing Gift Aid.
  • Consent (Article 6(a)) – For marketing communications.

We never sell or trade your data for fundraising purposes.

5. Recruitment (Staff and Volunteers)

We process personal data as part of recruitment under:

  • Legitimate Interests (Article 6(f)) – To assess applications.
  • Legal Obligation (Article 6(c)) – For DBS checks and right-to-work verification.
  • Substantial Public Interest (Article 9(2)(g)) – For safeguarding and equality monitoring.

6. Website and Cookies

We collect limited website user data through cookies and analytics under:

  • Legitimate Interests (Article 6(f)) – To monitor website usage.
  • Legal Obligation (Article 6(c)) – For security and fraud prevention.
  • Consent (Article 6(a)) – For non-essential cookies.

You can manage your cookie preferences via your browser settings.

Who We Share Your Information With

We may share your data with:

  • Regulatory bodies and funders (e.g., Citizens Advice national office, local authorities).
  • Partner organisations (for service referrals and collaboration).
  • DBS, HMRC, and legal representatives (for compliance and recruitment).
  • Website and IT providers (for secure data hosting).

All data sharing is carried out in compliance with UK GDPR, with strict agreements in place to protect your privacy.

How Long We Keep Your Data

We retain data only for as long as necessary. Retention periods include:

  • Case records – Up to 6 years (managed under National Citizens Advice policy).
  • Debt advice records – 6 years (to meet regulatory requirements).
  • Safeguarding records – 7 years or longer if required.
  • Website analytics and feedback data – Up to 2 years (anonymised after this).

After retention periods expire, your data is securely deleted or anonymised.

Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction or deletion of inaccurate data
  • Withdraw consent where applicable
  • Object to certain types of processing
  • Restrict processing in specific circumstances

If you need to get in touch

To exercise your rights or for any concerns, contact us at:

📧 ceo@citizensadvice-doncasterborough.org
📍 The Hope Centre, Stainforth Methodist Church, Church Road, Stainforth, Doncaster, DN7 5NS

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