Privacy Policy

1.         Amplifying Voices

This policy relates only to Amplifying Voices, a charity registered in England and Wales (1152631) and in Scotland (SC052271).  Amplifying Voices has no parent organisation and is the data controller for all areas of their charitable work in the UK and overseas. Amplifying Voices is a member of the HCR network. Each member organisation of the HCR Network is autonymously constituted and responsible for their own governance. 

2.         Our Principles

Our relationship with all our contacts is really important to us, and we will do all that we can to give you confidence about the way in which we look after and use your personal data and other information you provide to us. We undertake to:

  • Do everything we can to make sure that personal data is up to date and accurate;
  • Only use personal information in the ways we need to, and the ways in which we have been asked to;
  • Make it easy for donors, supporters and beneficiaries to contact us, and to change their preferences about how we get in touch with them, and the information which we send to them;
  • Always do everything we can to make sure that information about donors, supporters, beneficiaries and staff is stored securely, and can only be accessed by those who are authorised to see it as part of their work for us;
  • Never share personal information with anyone else, unless we are legally required to do so.

Any concerns or questions should be addressed to Amplifying Voices’ Business Manager, who serves as the organisation’s Data Protection Officer. He can be contacted by email or by writing to Amplifying Voices, Pilgrim House, 51-63 St Dunstans Road, Worthing, West Sussex, BN13 1AA.

3.         Our Policy

We collect data from individuals and organisations with whom we come into contact for any reason, but only if we have a good reason to do so. For example, we maintain simple records of our donors and supporters so that we are able to keep in touch with them and deliver the information they have asked for. We also collect detailed personal data from our volunteers, staff, trustees, and partners, so that we can support them in their relationship with us. In some circumstances, where there is a specific need, we will retain health information. An example of this would be when a volunteer or trustee travels abroad on business on behalf of Amplifying Voices.

4.         The information we collect

Generally, the information we collect will include an individual’s name, date of birth, address, telephone number or email address, plus any other information they choose to provide to us. Health data may be collected, but only when there is a specific need for it. An example of this would be when a volunteer or trustee travels abroad on business on behalf of Amplifying Voices.

5.         Our use of cookies

A ‘cookie’ is a small file which contains letters and numbers which, when a website is visited, is downloaded onto a computer or mobile device. The cookie file helps a computer to recognise a computer or mobile device and gathers information about how the user has used the web site. Amplifying Voices may use this information from cookies to help us improve the site. A website user may opt to restrict the use of cookies on their computer. Information on how to do this included in our full cookie policy.

6.         How we use the information we collect

We use personal information to:

  • Provide donors, supporters and beneficiaries with the information, news, support and services they have requested;
  • Ensure that attendance at any events and activities is properly planned and that patrons receive all the information they need;
  • Provide donors, supporters and beneficiaries with news and information about our plans.

We will only disclose any information that is held about a donor, supporter, beneficiary or staff member if we are legally required to do so. This would only apply if disclosure were necessary to ensure their personal safety or the safety of another person, or if we needed to comply with a valid response from a competent authority.

7.         Registration under the data protection act

Following completion of the ICO registration self-assessment questionnaire, it was deemed that Amplifying Voices is not required to be registered under the Data Protection Act with the Information Commissioners Office. Consequently, the trustees are aware that data we hold can only be used:

  • To establish or maintain membership or support
  • To provide or administer activities for people who are members of, or in regular contact with, Amplifying Voices.
  • Between people and organisations necessary to carry out Amplifying Voices activities

8.         Who can access data?

The personal information provided by donors, supporters, partners, beneficiaries, staff, and trustees will be accessible only to staff who are authorised to access it for the sole purpose of carrying out the business of Amplifying Voices. Limited information will also be available to our trustees and volunteers, if they have a specific need to access that information to fulfil their role for Amplifying Voices. We will not pass any information to any other agency or organisation for marketing activities. We will not pass on any personal information about the use of our services, including our website or social media accounts.

9.         Information Security

We take security of the information we hold very seriously, and we take measures to ensure that it is secure, regardless of whether it is held as electronic data or in any other format. We have measures in place to ensure that it is safe from improper access, alteration and loss (see our Data Protection Procedural Notes for details.)

10.       How personal information can be accessed

We encourage donors, supporters, beneficiaries, staff and trustees to contact us if they wish to update their personal information or contact preferences via the following ways:

In writing to:

    Amplifying Voices UK
    Pilgrim House, 51-63 St Dunstans Road
    Worthing, West Sussex BN13 1AA

By email:

By telephone: 07712 132776

Donors, supporters, beneficiaries, partners, staff and trustees have the right to see any information that we hold on them.

11.       Updates to this Policy

This policy statement is ratified annually by Ampifying Voices’ board of trustees. It will be updated at that time, as legislation, guidelines and best practice changes. Updated versions of this policy will be made available as changes become necessary.

This policy statement supercedes and replaces the Privacy Policy, dated 25th November 2020.