INYBB Privacy Policy Updated 5th Jan 2025
The type of personal information we collect
We currently collect and process the following information:
Personal identifiers such as full name, date of birth, email address, postal address, phone number as well as information you provide in any communication with us. You will have given us some or all of this information through:
• Subscribing to our mailing list
• Attending a workshop or participating in a project
• Making a booking
• To pay for a product or service
• Making a donation
• Providing your consent for your personal information to be shared with us
For Participants, Staff and Volunteers
Further information is also gathered as outlined below. It’s Not Your Birthday But... upholds the data protection principles that are set out in the UK General Data Protection Regulations 2018 (UK GDPR) and listed in this policy.
Staff and Volunteers
The personal information we keep and process for staff and volunteers includes:
• Full name, date of birth, address, NI number, tax codes, contact details
• Emergency contact information
• Security clearance and enhanced DBS check records
• Right to work information where applicable
• Contractual details including attendance at work, absences and reason for absences
• Details about health needs at work, medical conditions, required reasonable adjustments, medication and vaccination information.
Participants
The personal information we keep and process for participants includes:
• Full name, date of birth, address, contact details
• Emergency contact information
• Details about health needs, medical conditions, required reasonable adjustments,
medication and vaccination information.
Participants within Secure Settings
We may gather further information for those participants within secure settings these include:
• Full name, date of birth, address, contact details
• Emergency contact information
• Details about health needs, medical conditions, required reasonable adjustments,
medication and vaccination information.
• Details of any previous criminal convictions and surrounding circumstances
• Current location of Probation or HMP/HMPYOI
• Risk of Harm
• Sentence expiry date
• Details of Probation Officer
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
• To provide a service you have requested
• To deliver activities and support
• To maintain our records
• To fundraise and promote the interests of It’s Not Your Birthday But...
• Process a payment or donation
• For feedback and monitoring purposes
• To inform you of news, events and activities
• To enable us to deliver a safe and productive experience for all involved
Trusted Partners and Suppliers
We use external companies such as Mailchimp to collect and process data on our behalf in relation to our communications. This data processor is used when you subscribe to our mailing list, to inform you of news or upcoming events and activities. You are able to change your preferences or unsubscribe at any time. For information about the Mailchimp's privacy policy please follow the link: https://mailchimp.com/legal/privacy/
Use of “Cookies”
We use “cookies” on most of our web pages. A cookie is a small file of letter and numbers that we place on your computer or mobile device if you agree. These cookies allow us to distinguish you from other users of our websites, which helps us to provide you with a good experience when you browse our websites and also allow us to improve our website.
Staff and Volunteers
For Staff and Volunteers personal information is provided to us directly by you for one of the
following reasons:
• To manage our recruitment process, employees, directors, freelancers and volunteers
• To maintain our accounts and records
Participants
For participants personal information is provided to us directly by you for one of the following
reasons:
• To participate in a project, event or activity
• For feedback and monitoring purposes
• To provide support and a safe and productive experience
• To maintain our records
Participants in Secure Settings
For Participants within secure settings further personal information is provided to us directly by you as a requirement of the establishment or setting. Where applicable we may share this information with HMP, HMPYOI and HMPPS.
We also receive personal information indirectly, from HMP, HMPYOI and HMPPS staff. Further measures are taken to protect the data of participants in secure settings within HMP, HMPYOI and HMPPS these include:
• We only share information via secure email with HMP, HMPYOI and HMPPS staff where applicable
• We do not keep paper copies of this information
• This secure information is limited to three It’s Not Your Birthday But... authorised users (It’s Not Your Birthday But... Directors only)
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely
on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting us by email at hello@itsnotyourbirthdaybut.com
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
How we store your personal information
Your information is securely stored. Different categories of data will be retained for different periods of time as appropriate. In accordance with UK GDPR, It’s Not Your Birthday But... does not store personal data indefinitely. For membership and mailing lists, we will retain your data until you tell us not to or until five years have passed with no activity on your account. Data is only stored for as long as is necessary to complete the task for which it was originally collected. Where paper copies of data have been collected this is safely stored and destroyed at the end of a project.
Your data protection rights
Under data protection law, you have rights including:
Your right of access- You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure- You have the right to ask us to erase your personal information incertain circumstances.
Your right to restriction of processing- You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing- You have the the right to object to the processing of your personal information in certain circumstances.
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, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we
have one month to respond to you.
Please contact us by emailing hello@itsnotyourbirthdaybut.com
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us by emailing hello@itsnotyourbirthdaybut.com
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Send something you’ve created to someone you appreciate today. When it’s not your birthday but just an ordinary day, it feels even more special to receive something unexpected that someone has made just for you.
Email us:
hello@itsnotyourbirthdaybut.com
Call us on:
020 8079 2938
Monday – Friday
9:30am – 5pm
Follow us on:
Instagram
LinkedIn
All Rights Reserved. We're a not-for-profit Community Interest Company, registered with Companies House (Registered Company Number 9784441).
Projects
Gallery
Shop
Donate
Privacy Policy
Safeguarding Policy
E.D.I Policy
Environmental Policy