GDPR Statement of Intent

At Fareham Foodbank, we are committed to protecting the personal data of everyone we support and work with, including clients (known as ‘guests’), volunteers, donors, and partner organisations. We operate in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 and follow best practices consistent with our partnership with Trussell. Fareham Foodbank is part of the Waypoint Hub, a ministry of Waypoint Church and the full Waypoint Church GDPR Policy is available on request.

Our Purpose for Collecting Data

We collect and process personal information to:
• Provide emergency food and support to individuals and families in crisis
• Operate a referral and voucher-based system in partnership with local agencies
• Ensure safe and effective delivery of our services
• Manage volunteers and staff
• Communicate with donors and supporters
• Monitor usage and report on need (typically using anonymised data)

Referral Agencies and Voucher System

As part of our work, we collaborate with trusted referral partners such as local authorities, charities, schools, and healthcare providers.
• Referral agencies issue vouchers (physical or digital) to individuals in need
• These vouchers may include personal data such as name, household size, and reason for referral
• We use this information to prepare appropriate food parcels and provide support
We only collect and process the information necessary to fulfil each referral and ensure individuals receive the help they need.

Lawful Basis for Processing

We process personal data under appropriate lawful bases, including:
• Legitimate interests – to operate the foodbank and provide support
• Vital interests – where necessary to protect someone’s wellbeing
• Legal obligation – for safeguarding or regulatory requirements
• Consent – where required, particularly for communications or additional support services
Where we process special category data (such as health or financial hardship information), we do so in accordance with GDPR provisions and with appropriate safeguards.

What Data We Collect

Depending on the service provided, we may collect:
• Contact details (name, address, phone number)
• Household information (number of adults/children, dietary needs)
• Referral details (issuing agency, reason for referral)
• Information relevant to additional support needs
• Volunteer and donor information
• Records of visits to monitor demand and stock
• Safeguarding concerns
We always aim to collect the minimum amount of data necessary.

How We Use Personal Data

We use personal data to:
• Fulfil food voucher referrals and distribute food parcels
• Signpost or refer individuals to other support services (e.g. Citizens Advice)
• Maintain safe and efficient operations
• Communicate with volunteers, donors, and partners
• Produce anonymised reports for monitoring demand and improving services

Data Sharing

We may share personal data where necessary:
• With referral agencies (to manage and validate vouchers)
• With partner organisations providing additional support
• With Trussell for reporting and system management (where applicable)
• Where required by law or for safeguarding purposes
We do not sell personal data and ensure all sharing is secure and appropriate.

Data Security and Retention

We are committed to keeping personal data safe:
• Data is stored securely (both digitally and in paper form)
• Access is limited to authorised volunteers and staff
• We retain data only for as long as necessary and in line with retention policies

Your Rights

Individuals have rights under GDPR, including:
• The right to access their personal data
• The right to correct inaccurate information
• The right to request deletion (where applicable)
• The right to restrict or object to processing
• The right to complain to the Information Commissioner’s Office (ICO)
We will respond to all requests in accordance with legal requirements.

Safeguarding

In certain circumstances, we may share information without consent if we believe there is a risk of harm or where safeguarding concerns arise. This is done in line with legal obligations and best practice according to Waypoint Church’s Safeguarding Policy.

Accountability

Fareham Foodbank will:
• Maintain clear records of data processing
• Provide GDPR training to volunteers and staff
• Regularly review our data protection practices
• Appoint a responsible person for data protection oversight

Contact

If you have any questions about this statement or how your data is used, please contact:
Catherine Clarkson (Waypoint Hub Coordinator)
[email protected]
07857 811962
Peter Wilkinson (Waypoint Church Trustee, GDPR)
[email protected]