Khalsa Foundation Privacy Policy
Our approach to privacy
Khalsa Foundation is a registered charity and a company registered in England and Wales. We take privacy very seriously and we want you to feel confident that your personal information is safe in our hands.
Data protection law requires us (‘us’ Khalsa Foundation to tell you how and why we use your personal data and our lawful basis for using your data.
In this document (our “privacy policy”), we explain how and why we use your personal information. We also provide you with information about your rights and how you can contact us.
Any additional privacy information should be read in alongside this privacy notice.
Introduction and Purpose
Khalsa Foundation (“the CIO” or “the Charity”) is a Charitable Incorporated Organisation (CIO) operating under a foundation constitution model, where its only voting members are its charity trustees. This means the committee of Trustees holds all voting power and is responsible for managing the charity’s affairs. As a Sikh religious charity, Khalsa Foundation is committed to advancing the teaching and understanding of the Sikh religion and relieving need and poverty through education, training, and welfare activities.
This privacy policy outlines how Khalsa Foundation handles any personal information collected, ensuring compliance with relevant legislation, including the Data Protection Act 2018 and the General Data Protection Regulation (GDPR). The charity aims to ensure consistency, transparency, and accountability in its activities and decisions, reflecting core Sikh values such as Sach (truthfulness) and Nimrata (humility). This policy will be reviewed annually by the trustees to ensure it remains up-to-date and effective, reflecting changes in legal requirements and best practices.
The Data Controller Khalsa Foundation is the data controller of the personal information you provide, meaning it is responsible for deciding how your information is used.
This privacy notice tells you what to expect us to do with your personal information.
● Contact details
● What information we collect, use, and why
● Lawful bases and data protection rights
● Where we get personal information from
● How long we keep information
● Who we share information with
● How to complain
Contact details
info@khalsafoundation.org
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery and third party referrals:
● Names and contact details
● Gender
● Addresses
● Date of birth
● Emergency contact details
● Next of kin details
● Photographs or video recordings
● Health information (including medical conditions, test results, allergies, medical requirements and medical history)
● Dietary information (including allergies and health conditions)
● Website user information (including user journeys and cookie tracking)
● Information relating to compliments or complaints
We also collect or use the following special category information to provide services and goods, including delivery and third party referrals. This information is subject to additional protection due to its sensitive nature:
● Religious or philosophical beliefs
● Health information
We collect or use the following information to receive donations or funding and organise fundraising activities:
● Names and contact details
● Addresses
● Payment or banking details
● Donation history
● Tax payer information (for Gift Aid purposes)
We collect or use the following personal information for service updates or marketing purposes:
● Names and contact details
● Addresses
● Marketing preferences
● Recorded images, such as photos or videos
● Purchase history
● Donation history
● IP addresses
● Website and app user journey information
● Records of consent, where appropriate
We collect or use the following personal information to comply with legal requirements:
● Name
● Contact information
● Identification documents
● Financial transaction information
● Any other personal information required to comply with legal obligations
● Safeguarding information
● Criminal offence data
We collect or use the following personal information for recruitment purposes:
● Contact details (eg name, address, telephone number or personal email address)
● Date of birth
● National Insurance number
● Copies of passports or other photo ID
● Right to work information
● Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
We collect or use the following personal information for dealing with queries, complaints or claims:
● Names and contact details
We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature.
Data relating to Social Media
Any social media posts or comments you send to us (for example on the Khalsa Foundation Facebook page) will be shared under the terms of the relevant social media platform (e.g. Facebook, X, Instagram, TikTok), on which they are written and could be shared publicly. These platforms are controlled by others, not by us. We are not responsible for this type of sharing. Therefore, before you make any comments about anything, you should read the terms and conditions and privacy policies of the social media platforms you use. That way, you will understand how they will use your information, what information relating to you will be available in the public domain, and how you can prevent them from doing so if you are unhappy about it.
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
● Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
● Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
● Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
● Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
● Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
● Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
● Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:
● Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
● Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
● Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
● Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for recruitment purposes are:
● Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
● Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Data Security
We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, alteration, or destruction.
Your Rights as a Data Subject Under data protection legislation (Data Protection Act 2018 and GDPR), you have certain rights in relation to your personal data. These include the rights to:
● Access your personal data (Subject Access Requests).
● Rectification of inaccurate personal data.
● Erasure of your personal data.
● Object to the processing of your personal data.
● Restrict the processing of your personal data.
● Data portability.
Please be aware that these rights are subject to certain exemptions and may not apply in all cases.
Where we get personal information from
● You
● Family members or carers
How long we keep information
In general the collected Personal Information is not stored by us for longer than three (3) years, unless you do a prior deletion request. However, in some circumstances, we may retain certain Personal Information for other periods of time, for instance where we are required to do so in accordance with legal, tax, and accounting requirements, or if required by a legal process, legal authority, or other governmental entity having authority to make the request, for so long as required. In specific circumstances, we may also retain certain Personal Information for longer periods of time corresponding to a statute of limitation, so that we have an accurate record of your dealings with us in the event of any complaints or challenges.
Who we share information with
When necessary we may share your personal data with trusted third parties for the following purposes:
● Service providers who assist us in delivering our services
● Event partners to facilitate your participation
● Legal or regulatory authorities when required by law
We ensure that third parties comply with data protection laws and maintain appropriate security measures.
We will not sell your personal information to third parties for marketing.
Data processors
ACUK Whitemoor Lakes
This data processor does the following activities for us: Service used for residential bookings. They are provided with names so they can allocate rooms at the venue owned by them when we visit. They are only provided with the names of people who have booked for that event.
We have not listed the names of all our service partners in this privacy notice, as we will deal with different providers from time to time. However, if you would like further information about our current service providers, please contact us using the details in this notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint