1. What is "Personal Information"


    1.1 “Personal Information” means information or an opinion (including information or an opinion forming part of a database), whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.

  2. When do we collect Personal Information and for what reasons?


    2.1 RRT collects Personal Information from its volunteers, clients and potential clients in a variety of ways.  RRT may collect Personal Information such as your name, contact details and occupation when you visit or register on our website, use products or services, engage with our volunteers or contact us by telephone.  We maintain registers of approved volunteers including details of qualifications, suitability for various events and results of DBS checks.  From time to time, RRT conducts surveys that may include questions relating to your Personal Information.  Any Personal Information you agree to provide in response to these surveys will also be collected by RRT and may be held, used and disclosed in accordance with this Privacy Policy.  RRT may also retain information about our donors, this is to allow us to keep donors informed about the charities activities and also to maintain appropriate records of gifts and legacies.

    2.2 The legal basis for retention are as follows:

    • To enable the charity to contact volunteers.
    • To enable the charity to maintain a database of persons and their qualifications/suitability for various activities
    • To enable the charity to meet it’s legal obligations to protect children and vulnerable persons from persons with convictions and records that would exclude them from certain charity activities.
    • To enable the charity to meet it’s legal obligations to maintain accurate accounts and financial records to satisfy HMRC and charity regulators.
    • To facilitate any of legitimate interests of the charity.
  3. Information collected via our website


    3.1 RRT will not collect any Personal Information about visitors to our website except when they knowingly provide it or as otherwise described below. For example, RRT will collect Personal Information from users to its website when they register to use the website, receive e-mail updates from RRT, or enter promotions or sweepstakes.

    Click Stream Data

    3.2 When you visit and browse this website, RRT’s website host will collect Personal Information for statistical, reporting and maintenance purposes.

    3.3 This information will not be used to identify you and may include:

    • the number of users visiting this website and the number of pages viewed;
    • the date, time and duration of a visit; or
    • the path taken through this website.


    3.4 RRT’s website host uses this information to administer and improve the performance of this website.


    3.5 Cookies are small text files that are transferred to a user’s computer hard drive by a website for the purpose of storing information about a user’s identity, browser type or website visiting patterns.

    3.6 If you access this website, a cookie is downloaded onto your computer’s hard drive when you first log onto this website and it is automatically deleted from your hard drive after a period of thirty days.

    Web Beacons

    3.7 Web beacons are images that originate from a third-party site to track visitor activities. RRT currently uses web beacons to track the visiting patterns of individuals accessing this website.

  4. How RRT uses the Personal Information it collects about you


    4.1 RRT uses the information it collects about you to:  

    • Provide you with products or services you have requested;
    • Personalise and customise your experiences with our websites;
    • Help RRT research the needs of its users and to market its products and services with a better understanding of your needs and the needs of users generally;
    • Communicate with you;
    • Provide you with ongoing information about RRT in which RRT believes you may be interested;
    • Give you the opportunity from time to time to receive e-mail and ‘e-newsletters’ from RRT.
    • Other Personal Information provided voluntarily by you is used to maintain a database of suitably qualified and vetted personnel to undertake activities for the RRT.


    RRT will only collect and use your Personal Information in accordance with this Privacy Policy or otherwise with your prior express written consent.

    4.2   If you choose not to provide your Personal Information to RRT for the purposes set out in this Privacy Policy, the only consequence for you will be that we will not be able to provide you with the requested service or access to the site.

  5. Who we disclose your Personal Information to


    5.1 RRT discloses the information about its clients and potential clients if or when RRT:

    • has your consent to share the information;
    • or someone acting on RRT’s behalf provides the product or service you have requested; or
    • reasonably believes that your actions on the website violates RRT’s Terms of Use.


    5.2 RRT may disclose Personal Information to third parties but only to the extent necessary to fulfil the purposes for which the Personal Information was collected.  For example, RRT may disclose Personal Information to RRT’s officers and employees and its professional advisers and consultants to help improve the services offered by RRT, but only on a confidential and need-to-know basis.

    5.3 RRT may also disclose your Personal Information to our website host in certain limited circumstances, for example ensuring that if the website experiences a technical problem it is able to operate in an effective and secure manner.

    5.4 RRT may disclose your Personal Information to RRT operations in foreign countries.  RRT will not disclose your data to any organisation outside of the EEA unless that organisation is an RRT organisation.

  6. Marketing


    6.1 RRT may use your Personal Information to provide you with promotional material about RRT or the services and products offered by RRT.  If you do not wish to receive promotional information, you can contact our Privacy Officer by emailing [email protected] at any time so that your name can be removed from its marketing lists.

    6.2 Otherwise, RRT will not disclose any of your Personal Information to any other organisation unless the disclosure is required by law or is otherwise permitted by the Data Protection Directives.

  7. Finding out what Personal Information RRT holds about you


    7.1 You are entitled to access Personal Information that RRT holds about you.  If you request access to your Personal Information, we will grant your request unless providing you with access would unreasonably impact upon the privacy of others or is not otherwise permitted under the applicable data protection law.

    7.2 Where you feel any data is erroneous you have the right to request that rectification or erasure of such data is made.

    7.3 A request for access, rectification or erasure can be done in any of the following ways:

    • phone:  +44 (0)208 391 7625
    • email:  [email protected]
    • write to: Rapid Relief Team, Pivot House, 24 Little End Road, Eaton Socon, St Neots, PE19 8JH.


    7.4 RRT is registered with the ICO and any person who feels their data is not being handled correctly can has the right to lodge a complaint with ICO as the regulator.  Details can be found at ico.co.uk

  8. Updating, storage and security of Personal Information held by RRT


    8.1   RRT aims to keep your Personal Information secure and up to date.  Any Personal Information that is collected via our websites or which is held on RRT’s computer systems is protected by SSL encryptions for data transmission.

    8.2   Personal Information that is held by RRT in hard copy is stored securely on its premises and is only disclosed or used for the purposes described in this Privacy Policy.

    8.3   You can update your contact and profile information at any time by contacting our Privacy Officer on the number above or you may edit your RRT account information and preferences.  If we find that we have no further need for your Personal Information we will permanently de-identify it or remove it from our system and destroy all record of it.  RRT welcomes any changes to your details so as to keep our records up to date.

  9. What to do if you have a question, problem or complaint about our use of your Personal Information


    9.1    If you feel that your privacy has not been respected or that RRT has conducted itself inconsistently with this Privacy Policy or the Data Protection Directives in respect of your Personal Information, please contact our Privacy Officer in any of the following ways:

    • phone:  +44 (0)208 391 7625
    • email:  [email protected]
    • write to: Rapid Relief Team, Pivot House, 24 Little End Road, Eaton Socon, St Neots, PE19 8JH, UK.


    REV D January 2024

Community | Compassion | Support

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