Last updated: 1st January 2025​

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At Freshefied CIC ("we," "us," "our"), we are committed to protecting your privacy and ensuring that your personal data is handled in a secure and transparent manner. This privacy policy explains how we collect, use, store, and protect your personal data in compliance with the General Data Protection Regulation (GDPR) and other relevant UK data protection laws. By using our website, services, or engaging with us in any other way, you agree to the terms outlined in this policy.

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1. Information We Collect

We collect various types of personal data to provide you with our services, manage our operations, and communicate effectively with you. The data we collect may include, but is not limited to:

• Personal Identifiable Information (PII): Name, email address, telephone number, postal address, gender, date of birth, etc.

• Account and Registration Information: Username, password, account preferences, and any profile information you provide when signing up or creating an account with us.

• Payment Information: Credit card or other payment details (processed securely by third-party payment processors).

• Usage Data: IP address, browser type, operating system, referring/exit pages, and clickstream data.

• Cookies and Tracking Information: Data collected through cookies and other tracking technologies.

• Social Media Information: If you interact with our social media accounts or integrate your social media accounts with our platform, we may collect related data.

• Volunteering and Event Information: Information you provide when participating in volunteering activities, events, or surveys, such as dietary preferences, emergency contact details, etc.

• Volunteer Profile Data (for those who sign up to volunteer with us): This includes your availability, interests, skills, preferred volunteering locations, and any feedback you provide after volunteering.

• Sensitive Data: We may collect sensitive personal data, such as health-related information (e.g., dietary requirements for events), only with your explicit consent and for specific purposes.

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2. How We Collect Your Information

We collect personal data in the following ways:

• Directly from You: When you fill out forms, sign up for our newsletter, make a donation, register for events, become a volunteer, or engage with us through other means (e.g., contact forms, surveys).

• Automatically: Through the use of cookies, web beacons, and server logs when you interact with our website. This includes details like your browsing habits, IP address, and device information.

• Third-Party Integrations: When you sign up or engage with third-party platforms (e.g., social media accounts or external donation platforms), we may receive your personal data from these third parties.

• From Public and Other Sources: We may collect personal data from publicly available sources or third-party organisations for specific purposes, such as event invitations or partnerships.

• From Volunteer Applications and Communications: We collect information you provide through volunteer registration forms, training sessions, and correspondence with our team regarding volunteering roles and responsibilities.

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3. Why We Collect Your Information

We use the personal data we collect for the following purposes:

• To Provide Our Services: To deliver the services offered by Freshefied CIC, including educational support, volunteering opportunities, and event organisation.

• To Communicate with You: To provide updates on our initiatives, news, and information about events, partnerships, and other activities relevant to your interests.

• To Process Payments and Donations: To manage donations, event registration fees, or other financial transactions.

• To Improve Our Services: To analyse and improve our website, programs, and user experience through data analytics.

• To Engage in Marketing and Promotional Activities: To send newsletters, marketing communications, event invitations, and other promotional content (with your consent).

• To Comply with Legal Obligations: To fulfil our legal obligations, including financial reporting, compliance with data protection laws, and responding to lawful requests from authorities.

• To Maintain Security: To ensure the safety and security of our website, systems, and data against cyber threats and unauthorised access.

• To Coordinate Volunteer Programs: We collect and process volunteer data to schedule shifts, match volunteers with appropriate roles, communicate updates, and ensure the health, safety, and wellbeing of our volunteers and beneficiaries.

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4. How We Store, Use, Share, and Disclose Your Information

• Storage of Personal Data: Your personal data is securely stored on our servers or through third-party providers that comply with UK GDPR standards. We use encryption and other security measures to protect your data from unauthorised access or breaches.

• Third-Party Sharing: We may share your personal data with trusted third parties for the purposes of:

  • Payment processing (e.g., through secure payment gateways like PayPal or Stripe).

  • Event management and logistics (e.g., ticketing services, event partners).

  • Communication and marketing (e.g., email marketing platforms such as Mailchimp).

  • Data analysis and website optimisation (e.g., Google Analytics).

  • Legal or regulatory compliance, such as responding to court orders or government requests.

  • Service providers that assist in the operation of our CIC, such as hosting services, IT support, and customer service.

  • Volunteer coordination platforms and event planning software, where necessary, to manage volunteer communications and schedules.

  • We will not sell, rent, or trade your personal information to third parties without your consent, except as outlined in this privacy policy.

• International Data Transfers: If we transfer your personal data outside the European Economic Area (EEA), we will ensure that adequate protection is in place, in compliance with GDPR requirements.

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5. How We Communicate with You

We may contact you through the following channels:

• Email: To send important updates, newsletters, event invitations, and marketing communications.

• Phone: To provide customer support or contact you regarding specific matters related to our services.

• SMS/Mobile Messages: For time-sensitive updates or urgent communications related to events or your participation.

• Postal Mail: For formal communications or specific documents that require physical delivery.

• Social Media: If you interact with us via social media platforms, we may send you direct messages or engage with you in public posts.

• Volunteer-Specific Updates: If you have signed up to volunteer, we may contact you directly via email, phone, or messaging apps to coordinate logistics, share resources, or check in after your participation.

You may opt-out of receiving marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly.

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6. Cookies and Tracking Technologies

We use cookies and other tracking technologies to enhance your experience on our website. These tools help us understand how users navigate our site and improve functionality.

• Essential Cookies: Necessary for website functionality, such as session management and user preferences.

• Analytics Cookies: Used to track visitor interactions with the site for analytics purposes (e.g., Google Analytics).

• Marketing Cookies: Used for targeted advertising and communication (e.g., Google AdWords, Facebook ads).

You can control your cookie preferences via your browser settings or through our cookie consent management tool. By continuing to use our website, you consent to our use of cookies in accordance with this privacy policy.

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7. How You Can Withdraw Your Consent

You have the right to withdraw your consent for the collection and processing of your personal data at any time. To do so:

• You may contact us directly at info@freshefied.com

• You may update or delete your personal data through your account settings (if applicable).

• You may unsubscribe from marketing communications via the links provided in our emails.

Please note that withdrawing your consent may affect our ability to provide certain services to you.

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8. Privacy Policy Updates

We may update this privacy policy from time to time. Any changes will be posted on this page, with the date of the last revision noted at the top. We recommend that you review this policy periodically to stay informed about how we protect your personal data.

If we make significant changes to this policy, we will notify you through a prominent notice on our website or via email.

 

9. Your Data Protection Rights Under UK GDPR

You have the following rights regarding your personal data:

• Access: You have the right to request copies of your personal data.

• Correction: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.

• Deletion: You have the right to request that we delete your personal data under certain conditions.

• Restriction: You have the right to request that we restrict the processing of your personal data under certain conditions.

• Portability: You have the right to request the transfer of your data to another organisation or directly to you, in a structured, commonly used, and machine-readable format.

• Objection: You have the right to object to the processing of your personal data, particularly when we rely on legitimate interests as the legal basis for processing.

• Automated Decisions: You have the right not to be subject to decisions based solely on automated processing, including profiling, that significantly affect you.

To exercise any of these rights, please contact us.​

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10. Contacting Us

If you have any questions, concerns, or requests regarding this privacy policy, or if you wish to exercise your data protection rights, please contact us on any of our social media platforms or email us at info@freshefied.com ​