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DATA Privacy Statement

Fusion UK is a company limited by guarantee registered in England and Wales No. 3679369 and a registered charity No. 1073572

Data Controller: Fusion UK (Registered Charity No. 1073572), known as Fusion

Data Protection Lead: Mark Huskisson, Head of Operations

Date of Policy: May 1st, 2018 [Reviewed May 1st, 2020]

This is the Privacy Statement and Data Protection Policy for Fusion UK. It covers how we will process (use and store) your data, what data we hold, your individual rights and how you can interact with us about your data.

This policy covers our use of Personal Data, which is any information about a living individual which allows them to be identified from that data. Identification can be by the information alone or in conjunction with any other information.

Our processing of personal data is governed by the Data Protection Bill/Act 2017-2019 and the General Data Protection Regulation 2016/679 [the ‘GDPR’ and other legislation relating to personal data and rights such as the Human Rights Act 1998].

Who are we?

This Privacy Notice is provided to you by Fusion UK (Charity No. 1073572), which is the Data Controller for your data. Fusion has appointed a number of responsible people for the control and processing of personal data that we hold. These post-holders have been trained in GDPR requirements and a list of the individuals can be found in the List of Appointed Persons that can be inspected at the Fusion Office or sent on request. For clarity, the term Data Controller covers all employed staff members, officeholders and trustees for Fusion.

How is your data used and processed?

Fusion processes data containing:

  • names, titles, and aliases, photographs, video and audio content;
  • contact information including telephone numbers, postal and residential addresses, and email addresses;
  • where there is a legitimate interest to facilitate our charitable aims and activities, or where you have provided them to us, we may process demographic information such as gender, age, date of birth, marital status, nationality, education/work histories, academic/professional qualifications, hobbies, and dependants;
  • where you give financially in support of Fusion or pay for events or activities (e.g. bookings etc.) financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;
  • as a charitable organisation the data we process is likely to constitute sensitive personal data because the very fact that we process your data at all may be suggestive of your religious belief;
  • when you partner with an individual team member in Fusion, either in prayer or financially, that team member may keep a copy of your name, postal address, email address, telephone number and donation amount on their own electronic device as long as that device is encrypted or the file is password protected. If you wish to be added or removed from a team member’s device you should contact them directly.

As a Data Controller, all our appointed persons will comply with their legal obligations to keep personal data up to date; to store and destroy it securely; not to collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data. If you have any concerns about how your data is being used, please speak with our Data Protection Lead.

What are we doing with your data?

We only hold data that either we are legally obliged to or that helps us fulfil our missional and charitable aims as a Christian organisation committed to championing a worldwide student movement, working through partnership with local church to make sure we connect people in a global move of God across our universities. Good communication with our partners and stakeholders is an essential part of what being a movement is about, to bring about God’s work on earth through the millions of students studying in the UK and across Europe.

Therefore, we will hold and process data to:

  • Enable us to meet all legal and statutory obligations;
  • Comply with and facilitate our safeguarding procedures in accordance with best practice with the aim of ensuring that all stakeholders are provided with safe environments (please see our Safeguarding Procedure);
  • Deliver Fusion’s mission to the church and student community, and to carry out any other voluntary or charitable activities for the benefit of the public as provided for in the constitution and statutory framework of our charitable organisation;
  • Administer our records of financial and prayer partners;
  • Enable us to follow up partnership, course, training and event enquiries;
  • Fundraise and promote the interests of the charity;
  • Information that you provide to us for the purpose of registering with us;
  • Maintain our own accounts and records;
  • Process and record financial donations that you have made (including Gift Aid information);
  • Communicate with you about comments you have made to us;
  • Update you about changes to our services, products, courses, training, events and any matters of interest related to you as part of the Fusion Movement community;
  • Send you communications that you have requested and that may be of interest;
  • Process an application for a role on the team, an office or event volunteer, an internship or trustee position.
  • Our processing includes the use of CCTV systems to prevent and prosecute crime.

What is our legal basis for processing your personal data?

  • Most of our data is processed because it is necessary for our legitimate interests to enable our charitable and missional aims. For example, maintaining partner records, safeguarding our stakeholders, recording our financial donations and operating team and volunteer rotas for the effective function of Fusion events.
  • Some of our processing is necessary for compliance with a legal obligation. Retaining safeguarding records and gift aid declarations are examples of this.
  • We may also process data if it is necessary for the performance of a contract with you, or to provide a direct service to you. For example, if you engage in Fusion training, a course, purchase Fusion products or buy tickets for an event.
  • As a religious organisation, we are permitted to process information about your religious beliefs to administer membership or contact details.
  • Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.

Will we share your data?

You can be reassured that we will treat your personal data as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your explicit prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary):

  • Our agents, servants and contractors. For example, we utilise commercial providers to print and post publications;
  • On occasion, churches, organisations or partners with which we are carrying out events or activities - who we will ensure are compliant with data protection laws.

As Fusion grows as a worldwide movement with legally independent Fusion affiliates across the globe, information which Fusion UK receives will be shared with Fusion in your nation so that you are able to access the services which Fusion provides in your location.

How long will we keep your personal data?

Our general rule is to keep data no longer than necessary. Where you continue to actively engage with Fusion services, activities and events we will retain the appropriate data for you so that we can best serve your involvement. We operate to an annual process of review, by which we assess who is actively engaging in with Fusion, and where this is not the case we will remove your data.

Additionally;

  • We will keep some records permanently if we are legally required to do so. For example, this covers some services and some safeguarding records.
  • We may keep some other records for an extended period of time. For example, it is the current best practice to keep financial records for a minimum period of seven years to support HMRC audits.

What are your rights in regards to your personal data?

You have the following rights with respect to your personal data. When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases, we will need you to respond with proof of your identity before you can exercise these rights.

The right to access the information we hold on you. At any point, you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month. There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.

The right to correct and update the information we hold on you. If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

The right to have your information erased. If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold. When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).

The right to object to the processing of your data. You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.

The right to data portability. You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.

The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought. You can withdraw your consent easily by telephone, email or by post.

The right to lodge a complaint with the Information Commissioner’s Office (ICO). You can contact the ICO on 0303 1231113, via email (ico.org.uk/global/contact-us/email/) or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Transfer of Data Abroad

Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a blog) may be accessed from overseas, however it is our general practice not to publish any personal data on our website or in print.

Further processing

If we wish to use your personal data for a new purpose, not covered by this 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.

You are very welcome to get in contact with us…

If you have any queries or concerns about how we use your data, please do get in contact with us.

Our Data Protection lead is our Head of Operations and they can be contacted at:

Address: Unit 7, 30 Meadow Lane, Loughborough, Leicestershire, LE11 1JY

Email: hello@fusionmovement.org

Telephone: 01509 268505