Data Protection Policy
Red Frogs (UK) uses personal data about living individuals for the purpose of general administration and communication.
Red Frogs (UK) is managed and run out of Hope City Church (www.hopecity.church) and is overseen by Red Frogs Australia (https://redfrogs.com.au/) and as such adheres to the GDPR guidelines of Hope City and to any associated legal and financial responsibilities.
Red Frogs (UK) recognises the importance of the correct and lawful treatment of personal data. All personal data, whether it is held on paper, on computer or other media, will be subject to the appropriate legal safeguards as specified in the General Data Protection Regulation (GDPR).
Red Frogs (UK) fully endorses and adheres to the eight principles of the GDPR. These principles specify the legal conditions that must be satisfied in relation to obtaining, handling, processing, transportation, and storage of personal data. Red Frogs (UK) has no employees. However, all volunteers and any others who obtain, handle, process, transport and store personal data for Red Frogs (UK) must adhere to these principles.
The Principles
The principles require that personal data shall:
Be processed fairly and lawfully and shall not be processed unless certain conditions are met.
Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose.
Be adequate, relevant, and not excessive for those purposes.
Be accurate and where necessary, kept up to date.
Not be kept for longer than is necessary for that purpose.
Be processed in accordance with the data subject’s rights.
Be kept secure from unauthorised or unlawful processing and protected against accidental loss, destruction, or damage by using the appropriate technical and organisational measures.
Not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.
Maintaining Confidentiality
Red Frogs (UK) will treat all your personal information as private and confidential and not disclose any data about you to anyone other than where appropriate to volunteers and coordinators of Red Frogs (UK) activities.
All Red Frogs (UK) volunteers who have access to Personal Data will be required to agree to sign a Confidentiality Policy and a Data Protection Policy.
Data will only be used accessible by the volunteers of Ref Frogs (UK) and only used for the activities of Red Frogs (UK). Any data will be stored separate from, and not accessible to staff or volunteers of partner or parent organisations.
There are four exceptional circumstances to the above permitted by law:
Where we are legally compelled to do so.
Where there is a duty to the public to disclose.
Where disclosure is required to protect your interest.
Where disclosure is made at your request or with your consent.
Use of Personal Information
Red Frogs (UK) will use your data for three main purposes:
Day-to-day administration, for example maintaining any financial records of donations or payments for audit and tax purposes.
Contacting you to keep you informed of Red Frogs (UK) activities and events and appropriate partner events.
Statistical analysis; gaining a better understanding of Red Frogs (UK) demographics for planning and reporting.
Collection of Data
Data is collected or passed through to Red Frogs (UK) in a variety of ways including:
Personal Data collected at one of our events
Through social media interaction
Through our website
Booking websites such as Eventbrite
Through your communication with us
For all these methods of data collection, the method of collection, storage and sharing will be subject to GDPR regulations.
Your Data
Information contained on you will not be used for any other purposes than set out in this section. It will be stored securely in electronic format. Any physical version of the data will be converted to digital format and the original will be securely destroyed. (If it is necessary to keep the original physical format, this will be secured and not readily available).
The data will be accessed through the ‘cloud’ and therefore, can be accessed through any computer or smart device with internet access.
Red Frogs (UK) utilises Microsoft Office 365 to store and retain data. This is a secure system; the data is stored in UK data centres and Microsoft have data assurances in place regarding the storage and access of all data. Please contact us if you require further information on these assurances.
The following principles apply to all Red Frogs (UK) data:
Access to the data is strictly controlled using name specific passwords, which are selected by the individual.
Those authorised to use the data only have access to specific relevant data. This is controlled by the Data Controller and other specified administrators. These are the only people who can access and set these security parameters. Requests for additional access are passed to the Data Controller.
People who will have secure and authorised access to the database include Red Frogs (UK) coordinators and volunteers, data in-putters, Department Heads and Data Controllers for Red Frogs (UK).
All volunteers with Red Frogs (UK) will undertake training on data handling before accessing any personal data.
The data will NOT be accessed by any authorised users outside of the EEA, in accordance with the Data Protection Act, unless prior consent has been obtained from the individual whose data is to be viewed.
All access and activity on the data is logged by Microsoft Office 365 and can be viewed by the Data Controller.
Subject Access - all individuals who are the subject of personal data held by Red Frogs (UK) are entitled to:
Ask what information Red Frogs (UK) holds about them and why.
Ask how to gain access to it.
Be informed how to keep it up to date.
Be informed what Red Frogs (UK) is doing to comply with its obligations under the 1988 Data Protection Act.
Personal information will not be passed onto any third parties outside of the Red Frogs (UK) environment (with regard to Section 1 – Maintaining Confidentiality)
Subject Consent - The need to process data for normal purposes has been communicated to all data subjects. In certain cases, depending on the sensitivity of the information being processed and the usage of the information, express consent is required to process data. This will be communicated individually.
Third Parties / Contractors. All contractors or third parties who may have access to the data, either physically or electronically must adhere to Red Frogs (UK) Data Protection Policy and must have signed a confidentiality policy before being given access to the data. They must adhere to best working practices regarding all data and their activities will be monitored.
Red Frogs (UK) may pass non personally identifiable data to Red Frogs Global for monitoring and recording purposes only. Examples of this may be total number of events, total numbers of individuals engaged with (this is not exhaustive).
Red Frogs (UK) may make use of other platforms for areas such as communication, mailing, event booking and planning. The platforms which will be used for this will be selected based on their data protection and data security rules, as much as for their functionality.
These platforms may include services such as EventBrite and MailChimp.
Rights to Access Information
Volunteers and other subjects of personal data held by Red Frogs (UK) have the right to request access for any personal data that is held on them.
This right is subject to certain exemptions.
Personal Information may be withheld if the information relates to another individual.
Information may be withheld if legally obliged as set out in GDPR legislation
Any person who wishes to exercise this right should make the request in writing to the Red Frogs (UK) data controller, using the standard letter which is available online from www.ico.gov.uk
If personal details are inaccurate, they can be amended upon request.
Red Frogs (UK) aims to comply with requests for access to personal information as quickly as possible but will ensure that it is provided within 30 days of receipt of a completed form unless there is good reason for delay. In such cases, the reason for delay will be explained in writing to the individual making the request.
Policy Declaration
This policy reflects the values and practice of Red Frogs (UK) and is underpinned by the appropriate procedures and training at every level. This policy is reviewed periodically or when there is a change in those nominated as lead individuals.
Changes to this Privacy Policy
Red Frogs may amend this Privacy Policy from time to time so that it reflects current law. Please check our website regularly to keep up to date with any changes.
Contacting Us
If you would like to contact us about any matter relating to this policy, or about the way we’ve handled your information or if you believe that Red Frogs has given away your personal information or has breached this Privacy Policy in any way, then we’d love you to let us know by the following means:
Addressing your enquiry or complaint to: Red Frogs UK
Email: uk@redfrogs.com.au
Phone: +44 (0)114 213 2032 or
Address: Red Frogs UK, The Megacentre, Sheffield, S2 5BQ, UK
If you are not satisfied with the response you receive from us, you may contact the Information Commissioners Office (UK) in one of the following ways:-
Helpline: 0303 123 1113
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Scope: All staff, volunteers and visitors to the Red Frogs UK website Commencement Date: 17 July 2014 Last approval date: 12 March 2021 |