Nations Trust  Privacy Policy and Cookies

  General Data Protection Regulation  


1 General principles

  1. Nations Trust is registered with the Information Commissioners Office (ICO) for Data Protection purposes, registration number Z4589777.
  2. Nations complies fully with its obligations under current Data Protection Legislation relating to the safe handling, use, storage, retention and disposal of personal information.
  3. Within this document, the term data subject refers to an individual whose personal data is held by Nations in the ways and for the purposes described below.
  4. Where this Policy refers to ‘personnel’ it covers UK staff and visitors, and also those invited by the Trust from overseas on any visa category for which Nations has a licence, Visitors, and also any dependants of these visa holders.
  5. Nations is a small charitable organisation staffed entirely by volunteer personnel. Accordingly, data subjects are advised that some procedures and processes may take time to be achieved satisfactorily.
  6. Personal data will be kept secure, with access only for those with authorisation. These will be trusted personnel who work with Nations, and who may be British citizens or sponsored personnel from other countries.
  7. However, Nations may be legally required at times to provide personal information to government agencies such as the Police or the UK Visas & Immigration service.
  8. Any questions should be referred, in the first instance, to Nations' Data Protection Compliance Managers who are (as of November 2024) :
    1. Llanelli – Hyunil Joo and Steve Coupe,
    2. Wellingborough – Rob Chirgwin

2 Personal information

  1. The personal information which Nations keeps relates to :
    1. name / address / email address(es) / contact phone number(s)
    2. information that may be required by Home Office and/or other government departments
    3. where relevant, details of other family members may also be recorded
    4. organisation(s) to which that data subject belongs (if relevant), such as church, mission agency, business, etc
    5. Nations’ newsletters requested by the data subject
    6. any other information which the data subject may wish to provide
  1. Nations may also keep notes as to how contact was first made with the data subject and by whom, what Nations events the data subject has attended, and similar information.
  2. Nations will not share personal information with any other organisation except, on rare occasions, with a trusted and like-minded organisation (such as another mission organisation), and only when the reasons for the request are understood and approved, and where that other organisation has sufficiently robust Data Protection principles. 
  3. In other circumstances, Nations will seek the consent of the data subject before passing on any details.
  4. Nations will never buy or sell or otherwise trade personal data.

3 Main use(s) of personal information

  1. Communicating with data subjects and groups regarding events either organised by or recommended by Nations.
  2. Distributing newsletters to data subjects on various (e)mailing lists.
  3. Informing data subjects and groups about donor opportunities – whether for Nations itself or for projects or organisations recommended by Nations.
  4. Occasionally seeking contacts in specific areas of the UK or other countries as and when the work being undertaken requires this.
  5. Where the data subject is a contractor – eg a plumber or electrician – the information held is to allow contact with them when their services may be needed.

4 Legitimate interest

  1. This is a technical term contained within the Data Protection Regulations.
  2. It covers those circumstances where Nations might use data subjects' data in ways they would reasonably expect and which have a minimal privacy impact, or where there is a compelling justification for the processing.
  3. This might include the circumstance where a contact has had a relationship with Nations – or one or more of its personnel – prior to the current Data Protection Regulations but who has omitted to return their consent form.
  4. Nations may, from time-to-time, contact data subjects on matters other than those outlined above, but where it is believed that the data subjects would have a legitimate interest in receiving such information, or where they may have information which could facilitate or further the ministry of Nations.
  5. The ICO guidance on 'legitimate interests' states that if Nations can reasonably achieve the same result in another less intrusive way, then 'legitimate interests' will not apply.

5 Specific legal circumstances

  1. Since Nations Trust is registered with UKVI as a Sponsor of overseas workers, there are specific requirements laid upon the sponsor by immigration law.
  2. In these circumstance, information other than that given above (Para 2(a)) is also retained, often in the form of photocopies :
    1. Date of birth
    2. Passport-type photograph
    3. Certificate of Sponsorship, passport and visa numbers
    4. All information required by UKVI to be kept
    5. Police check certificates (when required)
    6. British driving licence details
    7. National ID and employment numbers
    8. English language test certificates (when required)
    9. Any relevant health or dietary issues
    10. Bank information (occasionally)
    11. Copies of any in-house and other course completion certificates
    12. Other information arising from the personal circumstances of an individual
    13. Similar information for any dependants who accompany the individual

6 Data storage and duration of retention

  1. Personal data may be stored by Nations personnel in filing cabinets, on desktop or laptop computers, on tablets or on mobile phones. Personnel are required to have secure locks or login procedures for these devices, in order to avoid unauthorised access to the data contained.
  2. There are matters which arise occasionally where Nations would need to contact a data subject, even after some interval has elapsed since the previous communication. Therefore Nations will retain personal data for as long as it may be relevant, but subject to Paras 7(b) & (c) of this Policy.
  3. There is no detriment to a data subject arising from this data retention principle since Nations has a benevolent and caring attitude towards all its personnel and data subjects.

7 Right of access and data deletion

  1. Any data subject who has concerns about the way Nations may be holding or using their information should contact their Data Protection Compliance Manager on the matter. This manager will :
    1. record the details of the complaint
    2. consider whether the Data Protection Regulations have been breached, and if so take appropriate action
    3. inform the complainant of the progress and outcome of the investigation
    4. recommend and implement any necessary improvements to Nations systems or procedures
  1. Every data subject whose personal data is held by Nations has the legal right to request a copy of all such data, which Nations must provide within 30 days.
  2. Also, every data subject has the right to request that some or all of their personal data which is held by Nations be amended or deleted. This will normally be undertaken within a week of receiving the request.
  3. Such requests should be addressed to the Data Protection Compliance Manager.

8 Changes to this Policy

  1. Nations reserves the right to amend this Policy at any time.
  2. Where appropriate and necessary, data subjects will be notified of the changes by mail or email.

 

 

  

  Cookie Policy  

This Cookie Policy explains how Nations Trust ("we", "us", and “our") uses cookies and similar technologies to recognise you when you visit our website at www.nations.org.uk and www.cftn.org.uk ("Website"). It explains what these technologies are and why we use them, as well as your rights to control our use of them.

1. What are cookies?

Cookies are small data files that are placed on your computer or mobile device when you visit a website. Cookies are widely used by website owners in order to make their websites work, or to work more efficiently, as well as to provide reporting information.

2. Why do we use cookies?

We use first-party and third-party cookies for several reasons. Some cookies are required for technical reasons in order for our Website to operate, and we refer to these as "essential" or "strictly necessary" cookies. Other cookies enable us to track and target the interests of our users to enhance the experience on our Website.

3. Types of cookies we use

  • Essential Cookies: These cookies are strictly necessary to provide you with services available through our Website and to use some of its features, such as access to secure areas.
  • Performance and Analytics Cookies (Google Analytics): These cookies collect information that is used either in aggregate form to help us understand how our Website is being used or how effective our marketing campaigns are. We use  Google Analytics (GA4) to analyse website traffic and improve user experience. The data collected is anonymised and helps us see patterns rather than individual behaviours.
  • Third-Party Media and Functionality Cookies (Google & YouTube): Our Website embeds videos from YouTube and forms from Google Forms. When you interact with these features, Google may place cookies on your device to remember your preferences, track video view statistics, prevent fraud, and deliver personalised advertisements. We do not control these cookies.
  • Targeting/Advertising Cookies: These cookies are used to make advertising messages more relevant to you. They prevent the same ad from continuously reappearing and ensure that ads are properly displayed for advertisers.

4. How can I control cookies?

You have the right to decide whether to accept or reject cookies. You can set or amend your web browser controls to accept or refuse cookies. If you choose to reject cookies, you may still use our website, though your access to some functionality and areas of our website may be restricted.

To learn more about how to manage cookies on popular browsers, please visit:

5. Third-Party Privacy Policies

Since we use services provided by Google (Google Analytics, YouTube, and Google Forms), we highly recommend reviewing their privacy practices. To learn more about how Google manages and protects data, please visit the Google Privacy & Terms page at https://policies.google.com/privacy.

6. Updates to this Cookie Policy

We may update this Cookie Policy from time to time to reflect, for example, changes to the cookies we use or for other operational, legal, or regulatory reasons. Please therefore revisit this Cookie Policy regularly to stay informed about our use of cookies and related technologies.