Privacy & cookies

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Last updated: 27 March 2023

HF Trust Limited (Hft) is committed to ensuring that your personal information is used properly and is kept securely. This Privacy Policy explains how we will collect and use your personal information.

We have aimed to be open and transparent about our processes throughout this policy, but if you would like further clarification on any aspect of the information that follows, please do get in touch.

All personal data you provide will be available to our internal and external auditors. We have contracts with them as data processors; they will not do anything with your data without our explicit instructions and will not share your data with any other person or organisation.

Contact details

Any personal information that you provide via this website is controlled by Hft. HF Trust Ltd (Hft) is registered as a data controller with the Information Commissioner under reference Z5498583.

Hft is a company registered in England and Wales with company number 734984.  Our registered office is at 5/6 Brooke Office Park, Folly Brook Road, Emersons Green, Bristol, BS16 7FL.

If you have any queries about the information we hold about you, please contact our Data Protection Manager at the address above or by email at dataprotection@hft.org.uk.

Our website

Hft’s website is built using WordPress, and hosted on servers located in the UK. The site has an SSL (Secure Sockets Layer) security certificate that helps ensure that information transferred between our website and the device you are using to access it is first encrypted to make it difficult for unauthorised people to view that information.

We use an external agency named Equimedia for website development, support and hosting. Equimedia do not have access to any personal data submitted via our website.

Search on our website

Our website search is powered by a popular plug-in named Relevanssi. Search queries are kept anonymously for 30 days to allow us to improve people’s ability to find content on our site. The IP addresses of people who use our search function are not collected.

Collection of your personal information

When you visit our website, register as a job applicant, or complete any forms on our website, you may be asked to provide information about yourself.

You may also provide personal information to us when you contact us by email, telephone or letter.  When you provide personal information to us, we will treat that information in accordance with this Privacy Policy.

Data transferred from you to us via the various forms on our website is protected by our SSL security certificate which first encrypts any data transmitted to reduce the likelihood of interception by a third party. We use a WordPress plugin named Gravityforms for our forms functionality, which has been configured not to save entries to a database on submission, avoiding any unnecessary data-saving duplication. Form data is not made available to Gravityforms.com.

We occasionally use forms processed using FormStack. Where this is the case, we will identify this on the form page.

As with Gravityforms, data transferred via the forms in use on these pages is protected by our SSL security certificate which first encrypts any data transmitted to reduce the likelihood of interception by a third party. FormStack is based in the US, and state that the data of users of their forms will never be sold or distributed to a 3rd party.

Their Privacy Policy can be found here.

Unless you use an encrypted email system, information sent to us via email may not be protected in transit. We cannot accept any responsibility for data lost while being transferred via insecure email.

Use and storage of your personal information

We will use personal information provided by you or gathered by Hft through use of this website for the following purposes:

• Contact us page/general enquiries – to process and respond to requests and enquiries and complaints received from you
• Housing and/or Care and Support service enquiries – to process and respond to enquiries related to housing and/ore care and support provision
• Compliments & Complaints – to log and respond to compliments or complaints
• Hft Job applications – to process job applications, assess suitability, and hire new recruits.
• FCSS and Family Newsletters – to communicate with you about any developments, news and updates that we think you may find interesting (using the contact information which you have provided to us) where you have opted in to receiving such information
• Donate page – to process donations
• Gift Aid page – to register you as a gift aid donor
• Membership enquiry form – to respond to expressions of interest in becoming a member of Hft
• Gifts in Wills enquiry form – to respond to expressions of interest in leaving Hft money in a Will
• London Marathon – to allow people to apply for a place with Hft, and to shortlist and respond to applicants interested in running the London Marathon on behalf of Hft
• Fundraising Surveys – to get to know our supporters better, to ensure that any data we hold is accurate and up-to-date and to enable us to better tailor our communications.
• Regular Giving Cancellation Survey – to allow us to find out the reasons for people choosing to cancel their regular giving.
• Other Surveys – to conduct market research and to get feedback on how we are doing as a charity or our plans
• Fundraising eNewsletter – to allow supporters to sign up to receive a monthly eNewsletter from Hft
• Walk & Talk – to allow people to sign up to hold an Hft Walk & Talk event, and access fundraising resources
• Sharing your stories – to collect stories from people in celebration of the ‘Hft 60’ – our 60th anniversary
• GEM Nomination form – to allow members of staff to nominate colleagues for GEM Awards.
• Hft 60 Awards Nomination forms – to allow staff, people we support and their family and friends to submit nominations for the Hft 60 Awards. 

Further information on each of these forms can be found below.

Contacting Hft

You can use the Contact us page on our website to contact us for any reason. The form in use on the page provides the option for you to supply your name, a contact telephone number, an email address and your location.  We ask for these details in order to allow you to provide us with a preferred method of response, though none of these details are required to submit the form.

Alternatively, you can also contact us with general enquiries via telephone, mail, or by email.

When you contact Hft, your enquiry – including any personal data you provide – will be passed to whichever department is best placed to help with your enquiry. For example, enquiries regarding job applications will be forwarded to our recruitment team for response, while enquiries relating to donations will be passed to our Fundraising department. This data will be kept and used only by Hft for the purposes of answering your enquiry. A record will be kept detailing what your enquiry is about, along with your contact details.

Your personal information will be held for a period of two years from when we first received your enquiry. If at this point our response to your enquiry has led to no further ongoing relationship with Hft, your data will be securely destroyed.

If, during our correspondence with you, an ongoing relationship is established, at this point we will provide further information about any personal information we will need to process, and the length of time for which it will be kept.

All data will be kept securely within the UK throughout this period.

Housing and/or Care and Support service enquiries

You can use the enquiry form on our website to contact us about our housing and/or care and support services. The form provides the option for you to supply your name, an email address, a contact telephone number and information on where in the country you’re interested in Hft housing and/or care and support.  We ask for these details in order to allow you to provide us with a preferred method of response, though none of these details are required to submit the form.

Alternatively, you can also contact us with general enquiries via telephone, mail, or by email.

When you contact Hft about housing and/or care and support, your enquiry – including any personal data you provide – will be passed to whichever of our services is best placed to help with your enquiry. This data will be kept and used only by Hft for the purposes of answering your enquiry. A record will be kept detailing what your enquiry is about, along with your contact details.

Your personal information will be held for a period of two years from when we first received your enquiry. If at this point our response to your enquiry has led to no further ongoing relationship with Hft, your data will be securely destroyed.

If, during our correspondence with you, an ongoing relationship is established, at this point we will provide further information about any personal information we will need to process, and the length of time for which it will be kept.

All data will be kept securely within the UK throughout this period.

Compliments & Complaints

You can make a complaint by completing our online form, by phone, letter, or in person to any member of staff.

You can make an anonymous complaint and we will record and review this in the same way as any other complaint, ie we will identify if mistakes have been made and make changes where necessary. But we will not be able to let you know what we have done.  Please note, making your complaint anonymously will also mean we have no way of seeking further background information from you that could help us in resolving your complaint.

We will record what your complaint is about and your contact details and acknowledge your complaint within five working days. This information will be held on our Complaints and Compliments system with access limited to Hft staff who are relevant to your complaint.

If we pass your complaint to another agency or organisation (because we are required by law or contract to do this) we will let you know. We will give you as much information as we can about who will be handling your complaint in the other agency or organisation.

We will tell you who will review and respond to your complaint and their contact details and the date that they will respond to you by. This should be within 28 days from the date of your complaint.

Your personal information will be held in a secure environment for a period of seven years, unless either you are a person we support, or your complaint is about a person we support, in which case the information will be held for the duration of your/the person’s support by Hft, plus eight years (Health & Social Care Act 2008 (Regulated Activities) Regulations 2014 (Part 3).

Job applicants

Hft is the data controller for the information you provide during the process. If you have any queries about the process or how we handle your information please contact us at jobs@hft.org.uk.

Use of data processors 

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

How we make decisions about recruitment

Final recruitment decisions are made by hiring managers and members of our recruitment team.  All of the information gathered during the application process is taken into account.

You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing jobs@hft.org.uk

Your rights include rights which are absolute, and these are to:

• access the data (ie to a copy)
• have your data corrected
• to have your personal data erased (the ‘right to be forgotten’)
• to restrict your personal data, this only applies to processing based solely on legitimate interests
• object to the processing of your personal data, this only applies to processing based solely on legitimate interests.

Please refer to the recruitment matrix for further details.

Our Family Carer Support Service Newsletter

All information that we hold concerning you as an individual will be held and processed by the charity strictly in accordance with the provisions of the General Data Protection Regulations. If you choose to join our Family Carer Support Service’s mailing list, your data will be processed in the following ways: –

• All your personal data will be kept securely and within the UK. These details will be saved on our emailing database only. They will not be stored anywhere else unless you have received support from us in the past or are currently receiving support.
• This data will only be used by Hft’s Family Carer Support Service to keep you updated with relevant information such as our monthly e-newsletter, updates about new resources that we produce, information about government consultations that are relevant to you, and the occasional newsflash.
• In our Emailing List Registration Form, we provide you with the opportunity to let us know your ethnicity. This is optional, and requested only so that we can gain an indication of whether we are reaching all parts of the community.  You do not have to provide this information to sign up to receive the FCSS Newsletter.
• We will not sell your information to third party organisations, and we will not share your personal information for other organisations to use in their marketing or fundraising.
• Details of people on our emailing list (email address and name if given) will be held indefinitely, or until we are no longer producing email communications.
• We may use selected reputable companies to provide you with services on our behalf, including delivering postal mail, sending emails and analysing data. We will only provide those companies with the information they need to deliver the relevant service, and we will make sure that your data is treated with the same level of care as if we were handling it directly ourselves, and deleted by such companies as soon as the relevant service is completed.
• Please tell us of any change regarding your contact details (address/ phone number/name).
• As an individual, you have the right, under the General Data Protection Regulations, to request a copy of the information we hold about you and to have it corrected or deleted as you wish.
• The Family Carer Support Service will give you the option to unsubscribe in every correspondence sent to you. Alternatively, you can call 0808 801 0448 or email familycarersupport@hft.org.uk to unsubscribe at any time, and your data will be deleted within one calendar month from when the request was received by the FCSS.

Family news & updates

If you sign-up to receive any of our Family news and updates via the Families section of our website, in order to be kept up to date with news, events and information about Hft, we will ask for your title, name, email address, postal address, telephone number, the name of the person we support to whom you are connected, your relationship to that person, and the region in which they are supported.

This information is required to allow us to confirm that you do have a connection to someone we support, and to allow us to complete the action of sending you news and updates in your preferred format (print or email). If you only wish to receive news and updates through the post, you do not need to provide your email address, though we will need it if you would like to receive e-updates.  The telephone number is optional, but allows us to contact you in the event that we experience any issues processing your information.

Your information will be held on a secure ‘family contact database’, accessed and controlled by select members of Hft’s Communications and Marketing team. Exports of local contact data will be shared with Regional Managers and Administrators so that letters and emails can be sent locally. Exports may also be sent to select staff in other departments through our ‘change data process’ to ensure any/all systems are updated simultaneously. Your postal address may also be shared with printing companies for the distribution of letters or newsletters

We will keep your information as long as your relative continues to be supported by Hft, or until you ask for data to be removed. However, we will contact you at least every six years, as a reminder to update your information.

Fundraising

We operate under the legal basis of legitimate interests to send you post which would include updates about the way your donations have been spent, newsletters, invites to events we think you may be interested in and Christmas catalogues. We also use this basis to perform analysis of our fundraising activity. We will always balance your rights to privacy against our legitimate interests and if there is an imbalance we will not proceed with the processing of your data.

We operate under the legal basis of consent to call you on the phone, to send you emails and text messages. You can withdraw this consent at any time.

Prospecting and Research (Fundraising)

At Hft we are extremely grateful for donations of any size; from bake sales, to participation in fundraising events, gifts to our appeals, or in memory of loved ones, gifts from companies or Trusts and Foundations, and gifts in Wills. All of this support enables us to support adults with learning disabilities across England and Wales.

Some people are in the fortunate position of being able to make large gifts and are kind enough to consider doing so. It is important for us to be able to identify which of our supporters might be able to help in this way and to develop a personal relationship with them in a way which suits the supporter.

We use publicly available information to identify individuals who may be interested in the work of Hft and have the capacity to give a major gift. Sometimes we use third parties to carry out this research for us. We always ensure that those third parties are compliant with data protection and fundraising legislation.

We operate under the legal basis of legitimate interests to carry out this research. This means we believe this research is necessary for Hft to function effectively as a fundraising organisation. We ensure that we always balance our interests with the impact on our supporters, whose data we are processing. We consider the reasonable expectations of our supporters based on their relationship with Hft.

One of the most effective ways of identifying people who may have the means to support us with larger donations, is to build a profile of supporters by using the information they have given us and adding publicly available information to this (such as information from Companies House or news sites), to help us make relevant tailored fundraising proposals to these individuals. We would then establish whether these supporters would like to meet with us. If so, thank them for their support and talk to them about their preferences for the ongoing relationship with Hft and opportunities to support our work which may interest them.

In order to identify which people might benefit from this personal approach, we may screen our fundraising database. This process would start with a large number of supporter records – including yours potentially – and would result in a few hundred people with whom we would try and arrange a meeting.

We believe that supporting Hft is rewarding for donors and that it is important that we make people aware of opportunities to help fund our work. Acknowledging the benefit to both supporters and Hft of such philanthropic relationships we are proud to ask for larger sums in the right way, and at the right time, from those who we identify and who then indicate that they may wish to help us with big gifts.

We review the data of new prospective donors we find during this process after six months and if there is no interest in our work we mark this on our database and ensure we do not make contact again. We only keep basic information to ensure that this happens, i.e. name and address.

We will always provide our privacy notice and ask for your permission for us to contact you via phone or email and also give you the option to opt out of mail from us, both within one month of first contact. We will always tell you where we got your information.

If you would rather we did not use your personal data in any profiling exercise we may undertake in the future, please email: hello@hft.org.uk

Email communication

Hft uses dotdigital’s email marketing tools for our fundraising communications. Dotdigital is EU based, though some of their internal and external subprocessors are based in other locations with robust agreements in place. You can read their Privacy Policy here.

We collect statistics around email opening and clicks using industry approved technologies to help us gather data and improve our newsletter and communications.

Donations

If you choose to make a donation to Hft via our website, the payment will be processed immediately either by Access Paysuite if you choose to make a regular donation, or by Paypal or Blackbaud (via Stripe) if you choose to make a one-off donation.

• View Access Paysuite’s privacy policy
• View Paypal’s privacy policy
• View Blackbaud’s privacy policy
• View Stripe’s privacy policy

Hft is satisfied that these third parties’ security and data protection measures are compliant with UK data protection law, and this status is reviewed regularly.

During the process of donating to Hft, you will be asked to provide your title, name, address, telephone number, gift aid status, email address and bank account information.  These details are required in order to allow our payment processors to process your donation(s), and send you a confirmation email (plus a copy of the direct debit guarantee if you choose to set up a regular payment to Hft). We will also use your address information to send you news and updates about Hft, plus information about Hft Trading Ltd, unless you opt out of receiving information in this way.

Providing your telephone number is optional, but will allow us to contact you about news, updates, and/or information about Hft Trading Ltd, if you opt into receiving communications in this way.

• For one-off donations, your data will only be kept by Paypal for as long as is reasonable and necessary for the act of processing your donation.
• For regular payments, your data will be kept by Rapidata for however long you choose to continue to donate regularly to Hft, plus six months. We will keep scanned copies of your direct debit instructions for as long as we are processing your donations plus six years, to fulfil our legal obligations.

Information provided to us by our donors will only be used for the purpose of processing donations, and providing information through communication channels that have been opted in to. We do not store credit card details, nor do we share the details of our donors with any third parties other than those listed above who are used for payment processing.

Donation refund policy

If you have made a donation in error please contact our Supporter Care department on 0117 906 1699 or email hello@hft.org.uk and they will be happy to refund this for you.

Gift Aid applications

If you have donated money to Hft during the past four years, or plan to in the future, completing a Gift Aid form via our website can make a big difference to the value of your donation, as every £1 will be worth £1.25 to Hft.

During completion of our Gift Aid form you will be asked to provide your title, name, telephone number, mobile number, and address, plus confirmation that you are a UK tax payer.

We need your title, name, address, and the confirmation that you are a UK taxpayer in order to match your form to your donor information, as well as advise the government that you have registered to add Gift Aid to your donations to Hft, as it will be HMRC that give Hft the additional 25p for every £1 you donate.

We will also use your address information to send you news and updates about Hft, plus information about Hft Trading Ltd, unless you opt out of receiving information in this way.

We provide the opportunity for you to let us know your telephone/mobile number(s) and/or email address so that if you opt into receiving communication from Hft via these methods, we are able to do so. We do not need these details in order to register your Gift Aid declaration; providing them is optional.

Information provided to us by donors completing the Gift Aid form on our website will only be used for the purpose of registering the donor as a Gift Aid donor, and providing information through communication channels that have been opted in to.

Personal data provided when registering for Gift Aid will be held by Hft for however long the donor continues to donate to Hft, plus seven years. After this point, it will be securely destroyed.

Membership enquiries

On our website we provide access to a form that allows people to register their interest in becoming members of Hft.

During completion of our Membership Enquiry form you will be asked to provide your title, name, telephone number, email address, and your postal address.

Other than the title and name fields, which we need in order to properly address you in our response, all other personal information fields are optional to allow you to choose the method by which you would like us to respond.

Information provided to us by people completing the Membership Enquiry form on our website will be used for the sole purpose of allowing us to respond to your enquiry.  During the process of becoming a member of Hft we will ask for further information to allow us to fully register you as a member and process your fee payment.  At this point we will provide more information about how this additional data will be processed.

If you complete the process of becoming a member of Hft, your personal data will be held by Hft for the duration of your membership, plus one year. After this point, the hard-copy of your membership form will be securely destroyed. We will keep information such as your membership number and dates you were a member on our database indefinitely, for the purpose of marketing suppression lists or to allow us to respond to queries from lapsed members.

If, after submitting your enquiry you choose not to become a member, your data will be held for three months before being securely destroyed.

Gifts in Wills enquiries

On our website we provide access to a form that allows people to register their interest in leaving Hft a gift in their Will, or advise us that they’ve arranged to do so.

During completion of Gifts in Wills enquiry form you will be asked to provide your title, name, telephone number, email address, and your postal address.

Other than the title and name fields, which we need in order to properly address you in our response, all other personal information fields are optional to allow you to choose the method by which you would like us to respond.

Information provided to us by people completing the Gifts in Wills enquiry form on our website will be used to keep informed about Hft news and updates, and to respond to any requests for information on leaving money in a Will. Your personal data will be held by Hft indefinitely, unless you ask us to delete it.

We will keep some personal data on our database indefinitely for the purpose of suppression lists to ensure that you don’t hear from us in the future if you have told us that you don’t want to.

London Marathon applications

If you complete the London Marathon ‘Apply for a place with Hft’ form on the Hft website, you will be asked to provide your title, name, telephone number, and address, plus information about your fundraising goals and experience.

We need your title, name, and contact information in order to liaise with you about the event and send you your welcome pack, running vest, and other event-specific materials.

We will also use your address information to send you news and updates about Hft, plus information about Hft Trading Ltd, unless you opt out of receiving information in this way.

We ask you to provide your date of birth, so we can provide services requested, analyse your personal characteristics,  identify and recommend appropriate events and evaluate our services through analytics and statistics. We use this information under legitimate interests to better our services and engage with you.

In addition, we provide the opportunity for you to let us know your telephone number and/or email address so that if you opt into receiving communication from Hft via these methods, we are able to do so.

Information provided to us by people completing the London Marathon ‘Apply for a place with Hft’ form on our website will only be used for the purpose of working with runners interested in running the London Marathon on behalf of Hft, and providing information through communication channels that have been opted in to.

Personal data provided when applying to run the London Marathon for Hft will be held by Hft until we have sent you a thank you for running on behalf of our charity. This is normally ten weeks after the completion of the event. After this point, if you have opted into receiving communications from Hft, your data will be held indefinitely, until you change your communication preferences. If you opt out of receiving updates from Hft we will keep some personal data on our database indefinitely for the purpose of suppression lists to ensure that you don’t hear from us in the future.

Fundraising Surveys

Other Events

If you sign up to an event via Hft’s Events page, your registration will be processed by trusted third parties such as Eventbrite, a platform designed to let organisations build and manage events. Registrations processed by these third parties are covered by the third party’s own Privacy Policy, which we recommend you read.

Hft is satisfied that these platform’s security and data protection measures are compliant with UK data protection law.  This status is reviewed regularly.

Sharing your stories

At Hft we are extremely grateful when people decide to share their stories with us. These stories support our PR, media, fundraising, public affairs and policy work to make an impact and create positive changes for people who have a learning disability.

During the process of sharing your story with Hft as part of our Hft 60 celebrations, you will be asked to provide your name, e-mail address, phone number, postal address, and details of your story. We also ask about your connection to Hft. You will also have the option of uploading photo or video files. All fields that request personal information are optional.

• Providing your name is optional, but will allow us to address you by name if we contact you and if we use your story publicly.
• Providing your e-mail address will ensure we can get in touch with you to let you know your story has been used and to get in touch with you if we need more details.
• If you don’t have an e-mail address or prefer to talk on the phone, providing this number will allow us to tell you that your story is being used or to get in touch if we need more details.
• We offer you the option of providing your address in case you would like us to keep you up to date by post, including information on events, volunteering and fundraising opportunities you might be interested in.
• Letting us know your link to Hft helps us understand more about your connection to our charity.

 If sharing your story, you will also be asked to give permission:

• For us to share your story and/or photo(s)/video(s) on our website, Padlet, and social media channels in promotion of our work.
• For us to use your story to raise awareness or money for our work
• For us to keep your details on file so we can keep you up to date about events, volunteering and fundraising opportunities you might be interested in. If you provide your information, but want to withdraw it later, you can do so by emailing hello@hft.org.uk 

 Information provided by those who share their story with us will be stored by Hft for three years, unless you have opted into receiving ongoing communications from Hft, in which case your data will be held indefinitely until you change your communication preferences. If you later opt out of receiving updates from Hft we will keep some personal data on our database indefinitely for the purpose of suppression lists to ensure that you don’t hear from us in the future.

GEM Nomination form

On our website we provide access to a form that allows staff to nominate colleagues for GEM awards.

During completion of the GEM nomination form you will be asked to provide both your name and the name of the person you’d like to nominate.

Information provided to us through completion of the GEM Award Nomination form on our website will be used only to process GEM Award nominations, and report against the number of awards being submitted across our organisation. Your personal data will already be held by Hft – for the purposes of the form though, information on nominations will be automatically and securely forwarded to either your Area Manager (for Operations colleagues) or your Portfolio Chief (for Central Support staff) for consideration and approval.

Please see the Privacy notices on our staff intranet, the Hub, for more information on how your data is processed.

Hft 60 Awards nomination forms

If you complete any of the Hft 60 Awards nomination forms in order to nominate a member of Hft staff, an Hft team, or a supporter (for example a fundraiser or volunteer) for an Hft 60 award, we will ask for your name, Hft location, address, email address and telephone number.

This information is required to allow us to confirm your connection, either to a member of Hft staff, someone we support, or both, and come back to you for further detail if necessary. Having this information also allows us to update you if your nominee is an award winner. Providing your address, telephone number and email address is optional, but if you do not provide any, we will not be able to let you know of any updates on your nomination. We have provided multiple options to allow you to select the communication channel you’d be most comfortable with.

In addition, we will also ask for the name(s) of the Hft staff member/team you are nominating, to allow us to consider their nomination and, if they are selected as the winner(s), present them with their award. We may also wish to use the detail in your nomination and the nominee’s name(s) as promotional content, shared on our staff intranet, website and social media channels, and in newsletters sent to family members and supporters. If we do want to do this, we will first seek the consent of anyone featured in the story before sharing any information that would make them identifiable.

The information you provide will be held on a secure server, accessed and controlled by select members of Hft’s Internal Communications team. Exports of your data will be shared with the award judging panel to allow them full access to information about each nomination. This will be transferred to them in a secure format to ensure that your data remains secure.

We will keep your information for 3 years.

Sharing of your personal information

Hft may share your personal information with third parties in the following ways:

• We sometimes use agents and service providers to process personal information on our behalf. For example, we use third parties to process credit card donations and to maintain our website. If you sign up to receive mailings from us, we may use a third party printer or mailing service.
• We will release your personal information when we are required to do so for legal or regulatory purposes or as part of legal proceedings.

We will only provide those companies with the information they need to deliver the relevant service, and we will make sure that your data is treated with the same level of care as if we were handling it directly ourselves, and deleted by such companies as soon as the relevant service is completed.

Your rights regarding your personal information

Current UK Data Protection law grants you a number of rights.

Among these are the right to request a copy of the personal information that we hold about you and to have any inaccuracies corrected.  We will ask for confirmation of identity before we disclose any personal information. You may also request that we delete data that we hold about you.

Please address requests to the Data Protection Manager at Hft, 5/6 Brook Office Park, Folly Brook Road, Emersons Green, Bristol, BS16 7FL.

Links to other websites

Hft’s website contains links to third party websites which are not covered by this Privacy Statement. These sites will have their own Privacy Statements, which we encourage you to read.

Use of Cookies

Our website uses cookies to help us provide a good on-site experience. A cookie is a piece of information held on the hard drive of your computer that records how you use a website. Cookies allow website operators to accumulate useful information which can be used to improve the site and the user experience.

Hft’s website does not capture or store personal information from cookies, rather we use them for things like: –

• Finding out how many people have accessed different pages on our website.
• Recognising whether people have permission to access secure areas of our website, so that the browser doesn’t repeatedly ask people to log in every time they move between secure pages.
• Measuring what kinds of content people like, as well as that which they don’t.

Some of these cookies are essential in ensuring that certain parts of our website function correctly.  Others are nonessential, but do help us understand what’s working, and what’s not working on our website, allowing us to continually improve it.

On visiting our website for the first time, a pop-up banner will ask you to confirm your cookie preferences.  At this point, you can choose to accept all cookies, or switch on/off those that you would prefer not to allow.  Please note that even if you choose to decline all cookies, we will actually need to set a cookie in your browser to ‘remember’ this choice, so that you aren’t repeatedly asked as you move throughout the site.

Alternatively, if you do not want cookies downloaded onto your computer/device, you can disable them by adjusting the settings on your browser. Please be aware though, that deleting or disabling all cookies may impact on your ability to use certain parts of our website.

Please also note that switching off all cookies may result in certain parts of the site not operating correctly.

Cookies on the Hft website

The table below provides more information on the various cookies in use across the Hft website.

Download information on cookies in place on Hft’s website

Use of Facebook Pixel on Hft website

We use Facebook’s Pixel on our website. If you are logged into Facebook, and you click through to our website from a Facebook advert, we will use the Pixel to track your behaviour. We may then use your data to create ‘lookalike’ audiences on Facebook and Instagram. This means that Facebook and Instagram will match interests, behaviour and demographics to create a new audience which closely matches our existing supporters. Using this method is the most efficient way for us to reach more people who are likely to take an interest in our work, meaning we use our funds most effectively.

Your visit to our website will be recorded in your Facebook user account. Data collected about you and your identity is anonymous for Hft. However, this data can be linked by Facebook with your user account there. Hft cannot influence the scope or further use of any data collected by Facebook through the Facebook Pixel. If you have a user account with Facebook and are registered, Facebook can log the visit to your user account. For more information on the purpose and scope of data collection and processing by Facebook, please visit: https://www.facebook.com/about/privacy.

We may allow trusted third parties access to our Facebook pixel for the sole purpose of allowing them to deliver a relevant service – such as supporting us with an advertising campaign – and we will make sure that any data is treated with the same level of care that we would if we were handling it ourselves. These activities will be carried out under a contract which imposes requirements on any supplier to keep information confidential and secure.

If you use Facebook/Instagram, but would prefer to be excluded from Facebook’s Pixel tracking, you can do so either by not agreeing to Third Party Plugins when visiting Hft’s website for the first time, or by deselecting Third Party Plugins via our Cookie Tool (see the cookie icon in the bottom left hand corner of the screen).

You can also object to data collection by the Facebook Pixel and the use of your data to display Facebook Ads, and can select settings regarding the types of advertisements that are displayed to you within Facebook at: https://www.facebook.com/settings?tab=ads.

Updates

We may update this Privacy Policy from time to time. Please ensure that you check the Privacy Policy regularly for updates.