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Privacy notice

Introduction

At Sanctuary Trust, we take the privacy and security of your personal information seriously.

This notice explains how we collect, use, and store personal information about you while you are connected with us, and afterwards, in line with the Data Protection (Jersey) Law 2018 (DPJL).

Sanctuary Trust is a Data Controller, which means we decide how your information is handled. We are registered with the Jersey Office of the Information Commissioner (JOIC), Registration No. 19873.

We are committed to handling your personal information responsibly, following these principles:

  • We use your information lawfully, fairly, and transparently
  • We only collect what we need for clearly explained purposes
  • We keep your information accurate and up to date
  • We retain information only as long as necessary
  • We keep it safe and secure
  • We only share it when necessary and when your information is equally protected

We are accountable to you and regulators for making sure these standards are met.

Data protection contact

If you have any questions about how we handle your information, please get in touch with our Data Protection Contact:
info@1774679771sanct1774679771uaryt1774679771rust.1774679771org.j1774679771e1774679771

You can also complain at any time to the Jersey Office of the Information Commissioner (contact details at the end).

What information we collect

We collect personal information that can identify you. This includes information provided:

  • When you contact us about our services or make an enquiry
  • When you are referred to us
  • When we carry out an assessment
  • When you use our services, such as accommodation, counselling, outreach, or support
  • When you donate or provide feedback
  • When you visit our premises (including CCTV and sign-in/out records)
  • When you submit information via our website forms

Personal information may include:

  • Name, title, contact details, and date of birth
  • Identification documents and next of kin/family details
  • Health information and GP details
  • Criminal conviction history
  • Support worker contacts
  • Financial information (e.g., CCJs or bankruptcy)
  • Relationship status, country of birth/residence, and religious or philosophical beliefs
  • Notes from support sessions or assessments
  • Signature and CV (if provided)

Special category data

This includes sensitive information such as health, gender, race, sexual orientation, or biometric data.

We only process this when we have:

For example, during an initial assessment or referral, we may need to collect sensitive information about your health or criminal history. We are legally required to store this safely.

Data collected via website and CRM

When you interact with us online, we may collect personal information through contact forms, donation forms, and other online submissions. This can include your name, email address, message, and other information you provide.

If you sign up to receive updates from us, we will use your email address to send you information about our work. We use Mailchimp to manage our email communications. Mailchimp stores and processes your data on our behalf so that we can send these emails. You can unsubscribe at any time by clicking the link in any email we send from Mailchimp, or contacting info@1774679771sanct1774679771uaryt1774679771rust.1774679771org.j1774679771e1774679771.

Storage and access

  • Contact form submissions are stored securely in our website database (WordPress). Only site administrators can access this information.
  • Donor data is collated and stored in our Customer Relationship Management (CRM) system. Access is limited to staff who need it for fundraising, donor relations, and related administrative purposes.

Purpose of processing

We use this information to:

  • Respond to enquiries
  • Process donations and manage supporter relationships
  • Keep records for administrative and legal purposes

Legal basis

We process this information under either:

  • Your consent, when you provide it through forms, or
  • Our legitimate interest, where necessary to respond to enquiries and manage supporter records

Retention period

  • Contact form submissions are retained for 1 year from the date of submission.
  • Donor data is kept for as long as necessary to maintain supporter relationships, comply with legal obligations, and manage records appropriately.

Sharing with third parties

We do not share your information with third parties except when necessary to process donations, provide services, or comply with legal obligations. For example, donor payments may be processed by payment providers, and form submissions may be delivered via secure email or integrated systems.

How we use your information

We only use personal information when lawful, for example:

  • Contract: When you have entered into a contract with us to provide a service, such as becoming a resident and completing a rental pack.
  • Legitimate interests: Where necessary for our legitimate interests or those of a third party, and your rights do not override those interests. Example: sharing relevant information with another voluntary agency or government body to ensure urgent support.
  • Legal obligation: Where we must comply with legal requirements, such as providing information to the Police under lawful authority.
  • Consent: Where you have given specific consent for a particular purpose.
  • Vital interests: In an emergency where sharing information may be necessary to protect your life.

Changing purpose

We will only use your information for the reason it was collected unless a compatible purpose arises. If we ever need to use it for something new, we will let you know and explain why.

Data sharing

We may pass your information to organisations outside Sanctuary Trust solely to process it on our behalf. They must process it according to our instructions and this Privacy Notice.

We only share your information when required by law or where it is reasonable to do so to support your care.

Your information may sometimes be transferred outside the European Economic Area (EEA), but we ensure the same privacy protections apply.

We share information with voluntary and government agencies where appropriate and where you would reasonably expect this. A list of partner agencies is available on our website.

Data security

Your information is protected by secure systems, and only people who need access for legitimate reasons can see it. They are bound by confidentiality obligations.

We have procedures to handle any data breaches and will notify you and regulators if required.

Data retention

We keep your information only as long as necessary for the purposes we collected it, including to satisfy legal, accounting, or reporting requirements.

We consider the amount, nature, and sensitivity of the data, the risk of harm, and legal requirements when determining retention periods.

You can request our Data Retention Schedule at any time.

We may anonymise personal information so it can no longer be associated with you. Anonymised information may be used without further notice.

Your rights

You have the right to:

  • Access your personal information
  • Correct inaccurate or incomplete information
  • Request erasure of your data
  • Object to processing based on legitimate interests
  • Restrict processing of your information
  • Request data portability

To exercise these rights, contact: info@1774679771sanct1774679771uaryt1774679771rust.1774679771org.j1774679771e1774679771

Requesting your information

If you would like to make a Data Subject Access Request, contact info@1774679771sanct1774679771uaryt1774679771rust.1774679771org.j1774679771e1774679771. Proof of identity may be required. We will respond within 1 month of verifying your identity.

Withdrawal of consent

If you have given consent for us to process your personal information, you may withdraw it at any time by contacting info@1774679771sanct1774679771uaryt1774679771rust.1774679771org.j1774679771e1774679771. We will stop processing your information for that purpose unless another lawful basis applies.

Changes to this Privacy Notice

We may update this Privacy Notice from time to time. When substantial updates are made, we will provide a new notice and may notify you in other ways as appropriate.

Complaints

If you have concerns about how we process your information, we want the opportunity to resolve them. You also have the right to complain to the Jersey Office of the Information Commissioner.

The details for each of these contacts are:

Sanctuary Trust – Data Protection Contact

Address: Sanctuary House, La Rue du Crocquet, St Aubin, Jersey JE3 8BZ
Telephone: +44 (0) 1534 743732
Email: info@1774679771sanct1774679771uaryt1774679771rust.1774679771org.j1774679771e1774679771

Jersey Office of the Information Commissioner

Address: 2nd Floor, 5 Castle Street, St Helier, Jersey JE2 3BT
Telephone: +44 (0) 1534 716530
Email: enqui1774679771ries@1774679771jerse1774679771yoic.1774679771org1774679771