Privacy Notice

Sevenoaks Larder Privacy Notice

Effective from: 1st July 2025 | Reviewed annually
📧 Email: sevenoakslarder@gmail.com | ☎ 07747 133750

Our Commitment to You

At Sevenoaks Larder, we’re committed to protecting your personal information and treating it with care and respect. This privacy notice explains:

What information we collect
Why we collect it
How we use and protect it
Your rights

We follow the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Sevenoaks Larder is a registered independent charity and food bank supporting individuals and families across the local community.

Our stakeholders include:

Clients – people we provide food and support for.
Volunteers – individuals who help run our service.
Donors – individuals or organisations who support us.
Partner Organisations – schools, charities, businesses, and agencies we work with.

What Information We Collect and Why

Clients

We collect personal and household information so we can provide the best possible support. This may include:

Your name, address, and contact details
Family details (e.g. number and age of children)
Allergies or medical needs
Cooking or food storage facilities
Financial information (income, expenses, benefits)
Why you are seeking support

We use this information to:

Provide food that suits your needs
Understand your situation
Refer you to other helpful services if needed
Make sure our support goes to those who need it most

Volunteers

We may collect:

Name and contact details
Emergency contact (if appropriate)
Bank details if necessary
Photographs

We use this for operational reasons e.g. to manage shifts, reimburse expenses, to contact you when needed, keep you updated about other volunteering opportunities, and ensure business policies are adhered to e.g. to keep everyone safe. We may use photographs for promotional activities.

Donors

We collect:

Name and contact details
Donation history (if applicable)
Financial information in gift aid declarations
Photographs

We use this to manage donations, claim gift aid where appropriate, send thank-you messages, and (with your permission) keep you updated about our work.

When donations are made through Justgiving or Paypal, data is collected by these third parties and some data is shared with Sevenoaks Larder. Their privacy notices can be found on their donation links.

Partner Organisations

We collect:

Names, contact details and roles of contacts
Records of referrals or communications
Bank details for payments

This helps us coordinate support, work efficiently, and maintain partnerships.

Legal Basis for Using Your Information

We only collect and use your data when we have a legal reason to do so. These reasons include:

Legitimate interest – to run the food bank and support our clients
Consent – where we ask your permission (e.g. to send updates)
Legal obligation – when the law requires it (e.g. for financial records)

Sharing Your Information

We do not sell or trade your information. We may share information only when it’s necessary, respectful, and lawful.

We may share limited information with:

Trusted partner organisations (e.g. referral agencies, support services)
Third party providers for the provision of services (e.g. training providers or the bank to process payments)
Authorities (e.g. if required by law or for safeguarding reasons)

Sharing Your Information with Other Food Banks

If your time with us ends (usually after 6–12 months), and you still need food support, we may refer you to another local food bank.

In doing so, we may share your name and contact details with them to help ensure a smooth handover. We do not share your financial information.

From time to time, we also speak with other local food banks to coordinate support and check that resources are being used fairly. This may involve sharing basic identifying details (name, postcode, or contact info), but only where necessary.

We do this to:

Avoid duplication
Support those with the greatest need
Help you get the right support from the right place

We only ever share the minimum necessary and always handle this with care and sensitivity.

If you have concerns or prefer not to have your details shared in this way, please let us know.

How Long We Keep Your Information

We will usually keep your information for up to 3 years after your last contact with us, unless:

You ask us to delete it sooner
We are required to keep it for longer by law (e.g. financial records for 7 years)

How We Keep Your Information Safe

We take your privacy seriously and make sure your data is:

Stored securely (on paper or electronically)
Only accessible by authorised members of our team
Kept confidential at all times
Reviewed regularly to ensure it remains protected

Your Rights

You have the right to:

See the information we hold about you
Correct anything that is wrong or out of date
Delete your information (unless we must keep it by law)
Object or restrict how we use your information in certain situations
Withdraw consent at any time if we are using your data based on your permission
Complain if you’re unhappy with how we’re using your data

You can make a complaint to us directly or to the Information Commissioner’s Office (ICO):
🌐 www.ico.org.uk

Website and Cookies

If you visit our website, we may collect basic anonymised information (such as which pages you visited or how long you stayed). We may use cookies to help improve your experience. You can change your cookie settings in your web browser at any time.

Questions or Concerns?

Please get in touch if you:

Have questions about this policy
Want to update or delete your information
Would like a printed copy of this policy

Sevenoaks Larder
Hope Church, Mill Lane, Sevenoaks, TN14 5BX
📧 Email: sevenoakslarder@gmail.com
☎ Phone: 07747 133750

We’re here to help.