Our Privacy Policy and Promise

Our promise to you

Paces Sheffield (Paces) are committed to looking after the information you provide to us and ensuring you are always informed of your rights. This privacy policy will be regularly updated in the future we recommend that you return to this website often to check for updates. If you have any questions regarding the use of your information, please contact us using the details found below.

The types of information we collect

Depending on how you have interacted with us, we may collect the following types of information:

  • Name
  • Contact information such as your email address and phone number
  • Information about your website visit
  • Donation information
  • Employment Information
  • CVs
  • Pre-employment vetting
  • Demographic information such as postcode, preferences and interests
  • Next of kin information
  • Technical information such as website usage data and cookie storage
  • We don’t collect special category data through this website

How do we collect and use your data?

Paces Sheffield only collects your information where necessary to provide our services to you and where we have a legal basis to do so. Depending on how you use our website, we will process your information in different ways.

Provided below is a chart explaining why we use your information and the lawful basis that we meet.

Use of information Type of information Lawful basis for processing Legitimate Interests (if applicable)
Managing donations and other financial transactions with us. E.g. Gift Aid ·         Name

·         Contact information

·         Transaction data

·         Demographic information


·         Contract

·         Legitimate Interests

·         To process your donation and send you a thank you note if you wish to receive one
When you make a donation, we may send you a message of thanks ·         Name

·         Contact information

·         Donation information

·         Legitimate Interests ·         To manage and thank you for a donation
Receiving and processing employment applications ·         Name

·         Contact information

·         Employment information

·         Your CV

·         Reference information

·         Employment vetting information

·         Contract

·         Legal obligation

When you leave us a Legacy ·         Name

·         Contact information

·         Next of kin information

·         Contract

·         Legitimate Interests


·         We want to share your act of kindness with all of our charity supporters
To analyse and adminster marketing and funraising information ·         Name

·         Contact information

·         Demographic information

·         Technical data

·         Consent

·         Legitimate interests


·         To manage our fundraising and events.

·         To ensure we maximise our fundriaing potential by analysing website use and fundraising information

To receive fundraising and sponsership proposals ·         Name

·         Contact information


·         Legitimate Interests ·         To explore ways we can collaborate to fundraise


Where you have provided us with your consent, you can withdraw this consent at any time using the contact details provided in this privacy policy.

Your rights

At Paces, we do our upmost to uphold your data protection and privacy rights These rights include:

  • The right to be informed– you have the right to be told about how we look after your information;
  • The right of access– You have the right to ask for a copy of the personal data we process that relates to you;
  • The right of erasure– you have the right to ask to have your data erased from our records in the following situations:
    • Where the information is no longer necessary in relation to the purpose for which it was originally collected or processed
    • When you withdraw consent
    • When you object to the processing and there is no overriding legitimate interest for continuing the processing
    • When the information was unlawfully processed
    • When the information has to be erased in order to comply with a legal obligation
  • The right to object– you have the right to object to personal data being processed in the following circumstances:
    • You no longer wish to receive fundraising or marketing information
    • Our processing of you personal data is based on our ‘Legitimate Interests’
  • The right to rectification– We want to make sure that the personal data we hold about you is accurate and up to date. If any of your details are incorrect, please let us know and we will amend them.
  • Right to data portability: You may ask us to transfer your personal data to a third party. This right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • The right to restrict processing– you have the right to ask us to limit the processing of your personal data.

If you would like to ask us to action one of these rights, please use the contact details in this privacy policy.

How long do we keep your information?

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected. When assessing what retention period is appropriate for your personal data, we take into consideration:

  • The requirements of our organisation and the services provided;
  • Any statutory or legal obligations;
  • The purposes for which we originally collected the personal data;
  • The lawful grounds on which we based our processing;
  • The types of personal data we have collected;
  • The amount and categories of your personal data; and
  • Whether the purpose of the processing could reasonably be fulfilled by other means.
  • After such time, we will securely delete or destroy your personal data.

How do we share your information?

In order to provide you with our services and meet our legal obligations, we only share your data with third parties in the following circumstances:

  • To fulfil the services, we have been engaged to perform;
  • To authorise debit/credit card payments and any other transactions authorised by the supporter/donor;
  • To manage and maintain the accuracy of your records;
  • To maintain and improve our fundraising record keeping; and
  • To meet legal obligations, for example, for the purposes of national security, taxation and criminal investigations.

Third party links

Our website may include links to third party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you.  We do not control these third-party websites and are not responsible for their privacy statements.  When you leave our website, we encourage you to read the privacy notice or policy of every website you visit.

How do we look after your information?

We have put in place appropriate security measures to prevent your information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a legitimate need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator (including the ICO) of a breach where we are legally required to do so.

Contact us

If you have any questions or complaint regarding the information provided within this privacy policy, please contact our Data Protection Officer by using the following contact details:

  •             Phone us:  0114 284 4488
  •             Email our Data Protection Officer: dpo@paces-school.org.uk

Write to us:

Paces Sheffield, Paces Campus, Pack Horse Lane, High Green, Sheffield S35 3HY

You also have the right to complain to the Information Commissioner’s Office.  You can find their contact details at www.ico.org.uk.  We would be grateful for the chance to deal with your concerns before you approach the ICO so please contact the Data Protection Officer in the first instance.


This policy was last updated: 11/06/2020