This Privacy Notice explains how Reset collects and uses your personal information. 

This notice applies to visitors to our website and social media platforms, subscribers, donors, funders, supporters, event attendees, volunteers, job applicants, people who request or receive advice, support or other services from us. 

For further information about our privacy practices please contact us: [email protected] 

How do we collect your information? 

We may collect your personal information when you interact with Reset. This could be when you tell us information on the phone, visit our website, correspond with us by email, complete a form or tell us information in person. Personal data also may be shared with us by our volunteers, partners or government departments as an essential part of the support we offer refugees and the people supporting them. 

What information do we process? 

The type of information we collect and how we use it depends upon why you are providing it and your relationship with us. We aim to be clear with you when we collect your information and will only use it fairly, lawfully and in a way that you would reasonably expect us to. 

We collect the following types of Personal Information: 

Contact details – including your postal address, telephone number(s), and email address 

Your full name, title, and (in some cases) date of birth 

Records of your correspondence, involvement and engagement with us, our groups, and families welcomed by our groups 

Donation history and Gift Aid details 

Photographs, video or audio recordings (that you have consented to) 

Your property details, if you are a landlord or prospective sponsor 

Other information you share with us or which is necessary for us to support you (if you are a refugee). 

We may process sensitive personal information, including information about your race, ethnic origin, political opinions, religious or philosophical beliefs, health, or sexual orientation.  We will ask you for your consent to process this information. 

Training, advice and support services 

When you access training, advice, and support services we will process your personal information and special category data to help us provide the most appropriate support to you and, if relevant, to your group and the family your group has welcomed. We will also use your data for statistical reports for monitoring purposes to see how our services are performing and how we can improve them. Statistics will not include any information that could be used to identify you. 

We may contact you to ask you for feedback or opinions about our services or your experiences with us. 

Website Visitors 

We use cookies on our website so that we can tailor the content to you, to ensure it’s working the way it should and to make improvements.  

Social Media 

We use social media to inform, educate and engage new potential supporters. We may focus ads using social media towards audiences that look like they have an interest in our work.  

If you have given us consent to use your image or become a case study to help promote our work we may post this on our social media outlets. 

Email and Newsletter Subscribers 

If you subscribe to our mailing list, you will be automatically be subscribed to receive email updates. You will only receive information that you have opted in to receive. 

You can change your email contact preferences at any time, by clicking ‘unsubscribe’ on any of our emails or by contacting: [email protected]. 

Donors, Funders and Supporters 

We collect and process information about you if you choose to support us. This could be when you make a donation, volunteer for us, register to fundraise for us, sign up for an event or sign up to receive a publication. 

We do not store sensitive personal information that you share with us unless there is a clear and valid reason for doing so. 

We will use your information to: 

Provide you with the services, products or information you asked for 

Administer your contact details  

Manage donations (including processing Gift Aid) 

Support fundraising activities 

Keep a record of your relationship with us (including your feedback) 

Ensure we know how you prefer to be contacted 

Understand how we can improve our services, products or information 

Analyse our supporters so that we can efficiently and cost-effectively fundraise 

Conduct surveys so that we can be sure our customer care and services are maintained to a high standard 

We may also use your personal information to detect and reduce fraud and credit risk, or for due diligence purposes. 

We need to keep the details of financial transactions for 7 years after the financial year of a donor’s last gift, in the event of a tax or banking enquiry. We will only contact you to thank you. If you say that you would like to hear from us, you will be added to our email subscriber list and may receive updates and fundraising suggestions. You can change your preferences on these updates at any time. 

Staff, Volunteers and Boards Members 

When you apply for a job, volunteering opportunity or work for us we collect personal and sensitive information about you. We do this to: 

Comply with legal requirements or industry standards, such as to carry out eligibility checks. 

Offer appropriate support or training you need to carry out your role. 

Administer your role, such as payroll or pension services. 

Contact you in relation to your role or organisational information. 

Monitor Equality, Diversity and Inclusion. 

Your information is stored on our computer system and in a staff file on our BrightHR system. 

If you are unsuccessful in your job application, we may hold your personal information for 6 months after we’ve finished recruiting the post you applied for. After this date we will destroy or delete your information.  

Once you stop working or volunteering for us, we will keep your information for 7 years. 

Refugees and refugee families 

If you are a refugee or refugee family we collect personal and sensitive information about you. We do this to: 

Assess your eligibility for our services. 

Communicate with you about our services. 

Support our groups in supporting you. 

Help you access support from third parties. 

Monitor, evaluate and improve our services. 

We may keep your information for up to 7 years after you have stopped receiving services to enable us to track long term outcomes. 

Targeting and remarketing 

We may target our communications to ensure they are relevant and timely, and to provide an improved experience for our supporters. We may use platforms like Facebook and Google Ads to reach individuals who have visited key areas of our website, such as the donation page. This helps us engage potential supporters who have shown an interest in our mission, improving the effectiveness of our campaigns and ensuring we reach the right people with relevant messaging. 

What legal basis do we rely on to process your data 

The law requires us to tell you the basis on which we process your data. We will process your personal data on the following basis: 

Consent: we may ask for your consent to process your information, such as to send you direct marketing. You can withdraw your consent at any time. 

Necessary in the performance of a contract: where we have a contract or an agreement with you. You will not be able to opt out of providing this information because without it we would be unable to meet our obligations. 

Legal Obligation: we may process your personal information to comply with legal requirements, such as for fraud prevention purposes when claiming Gift Aid. 

Legitimate interests: we may process your data if it is in our legitimate interests to do so, but only so long as it does not disproportionately affect your privacy rights, cause you any harm or is overly intrusive. 

Our legitimate interests are: 

Ensuring that our training, advice and support services meet the needs of our supporters, customers and clients. 

Communicating with supporters, customers and clients to meet our mission and business objectives. 

Ensuring that we make the most efficient use of our resources and we understand how we are performing. 

Ensuring we understand our supporters, customers and clients experiences and views. 

If you think that anything we do with your data affects you adversely, you can ask us to stop processing your data. 

How we store your information 

We ensure that there are appropriate technical controls in place to protect your personal details. We operate on Microsoft 365 and use Microsoft Dynamics to manage your data. 

Sharing your information 

Reset staff, volunteers and contractors are appropriately trained and may have access to your information in order to provide the services you have requested. 

We will only share your information when legally required to do so, including regulatory compliance; if we believe it is in your best interests because we have a concern about your safety; if it is necessary to arrange your attendance at training or an event; or if it is with your consent, such as when you have registered a property with us as a potential home for a family. With appropriate contracts and safeguards, our data processors, which carry out a service on our behalf, such as to process donations, may process your data on our behalf. 

Reset will not sell your data or share your information with any third party for commercial purposes. 

Transfers to other countries 

Some of the services we use, such as Microsoft or Zoom, may involve transferring and processing data in the EU and other regions, such as the USA.  If we transfer your personal information to recipients in other countries, we will take appropriate measures to protect that information. 

Links to other Websites 

The Reset websites contain links to and from other websites. This Privacy Notice only applies to our websites and does not cover any other websites that we link to. 

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 in brief set out 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. 

Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. 

Your right to erasure – You have the right to ask us to delete your personal information. 

Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. 

Your right to object to processing – You have the right to object to the processing of your personal data. 

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.  

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.  

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. 

Complaints 

If you are not satisfied with the way that we have dealt with your personal data, please let us know and we will try and resolve your concerns. If you are not satisfied with the outcome, you can make a formal complaint through our Complaints Policy. 

If you are still not happy with our response, you have the right to complain directly to the Information Commissioners’ Office. 

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 

Last updated: 03 February 2025