Privacy Policy

We take data protection seriously at Batley Food Bank. We are committed to protecting personal data shared with us, whether directly or through third parties such as referring agencies. We aim for our data protection practices to be fully compliant with General Data Protection Regulation (GDPR).

This notice explains why and how we collect, store and use personal data and the steps you should take if you want to find out more about our practices.

If you have any questions, please email them to

When and why do we collect personal information?

• If you, or someone acting on your behalf, request food, to ensure that we have the correct details to meet the request and to ensure fair and appropriate use of our service.
• If you give us a donation of food or money, to keep a record of your gift, which may be needed for accounting purposes.
• If you apply to volunteer with us, we need to know who you are, and to have emergency contact details for you.
• During the Covid-19 pandemic, we may be required to pass on your details for the purposes of contact tracing.

How do we collect personal information?

• In person
• By phone
• By email, including referral forms
• By post
• On line for example via Facebook direct message

All the information we collect is provided to us directly by you or shared by a third party with your consent.

How we store personal information
Personal data is stored securely all times. We have introduced physical, technological and organisational measures to protect electronic and paper-based data from loss, theft and misuses.

Can you see the personal information we hold on you?

You have a right to access the personal information we hold on you and to ask us to correct or remove any inaccurate information.

To request a copy of the personal information we hold on you, please contact our Data Protection Officer using the details below:
Post: Batley Food Bank, Town Hall Annexe, Brunswick Street, Batley, WF17 5DT
Phone: 01924 474999

How do we use the personal information that we hold?

This depends on why we hold it.

For donors, we hold a minimum of information. Many donations are made anonymously. We may hold name, address, telephone number, email address. This will be held for a period of not more than one year, after which it will be securely destroyed, to enable us to thank donors and to monitor sources of help. It will be anonymised in any analysis of food bank donations. Where donors pay by cheque, a record is kept in our paying in book of the donor name and amount. Donations made by bank transfer will normally show only a name and any reference provided. It is our policy to only thank donors identifiably publicly e.g. on social media with their consent. Donors who provide their name and address, an email address or other contact details may be contacted to thank them for their donation, but this information will not be used to solicit further donations, and it will be stored and then securely destroyed as above.

For people requesting food, referral details as supplied on referral forms are held for a period of up to one year since the last referral or emergency food request, after which the details will be securely destroyed. Data will be anonymised in any analysis of general food bank use.

For volunteers, we will hold your information for a period of one year after you have last volunteered. After this time, it will be securely destroyed.

Who can see my data?

Data is only shared with members of the food bank team who need to see it, for example to fulfil a request for food. Data may be analysed to identify patterns for example in requests for food. Unless it is essential to identify an individual all data is anonymised.

We do not share your data with third parties unless required to by law.

Information held on volunteers is only accessed for specific purposes for example to contact in the event of unexpected absence.

Date of last update: September 2020

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