​Last updated: 21 June 2025

​

1. Introduction

Filipinos in Care CIO is committed to full compliance with the UK General Data Protection Regulation (UK GDPR)and the Data Protection Act 2018. We are legally registered with the Information Commissioner's Office (ICO) as a data controller.

🔐 Our ICO registration number is: ZB901313
🔗 You can verify our registration at: https://ico.org.uk/ESDWebPages/Entry/ZB901313

​

This policy outlines how we handle personal data across our operations, website, services, and programmes.

​

2. Who We Are

Filipinos in Care
Registered Charity in England & Wales
Registered Data Controller: ICO No. ZB901313
Email: info@filipinosincare.org.uk

​

3. What Data We Collect

We collect and process personal data that may include:

• Contact details: name, email address, phone number

• Demographic data: ethnicity, gender, country of origin (where relevant and consented)

• Application details: when applying for programmes, volunteering, or funding

• Communication preferences

• Website usage data (IP address, browser type, cookies)

​

We do not collect or process special category data unless necessary and only with explicit consent (e.g. health or ethnicity data for diversity monitoring).

​

4. Lawful Basis for Processing

In line with Article 6 of the UK GDPR, we only process data when one or more lawful bases apply:

• Consent – when you give us clear permission (e.g. subscribing to emails)

• Contractual necessity – to deliver services or process applications

• Legal obligation – e.g. to comply with HMRC or safeguarding duties

• Legitimate interests – e.g. monitoring engagement, improving our services (we always balance this with your rights)

​

For sensitive (special category) data, we rely on Article 9 conditions such as explicit consent, safeguarding obligations, or substantial public interest under Schedule 1 of the DPA 2018.

​

5. How We Store and Protect Your Data

• Data is stored on secure platforms using password protection and encryption.

• Access is limited to authorised staff, trustees, or partners on a need-to-know basis.

• We regularly audit our systems and provide data protection training to our team.

​

We only keep data for as long as needed for the purpose it was collected. For example:

• Enquiries: up to 12 months

• Programme records: up to 6 years (for funding or legal compliance)

• Mailing lists: until you unsubscribe

​

6. Sharing Your Data

We will never sell your data.

We may share data with:

• Programme funders (anonymised where possible)

• Cloud-based service providers (e.g. email, survey tools, registration forms)

• Legal or regulatory authorities, if required by law

​

We ensure all third-party processors comply with GDPR through data processing agreements.

​

7. Your Rights Under UK GDPR

You have the right to:

• Access – request a copy of your data

• Rectification – ask us to fix incorrect or incomplete data

• Erasure – request your data be deleted, where legally appropriate

• Restrict processing – ask us to limit how your data is used

• Object – to processing based on legitimate interests

• Data portability – request transfer of your data to another provider

• Withdraw consent – at any time, where we rely on your consent

​

To make a request, contact info@filipinosincare.org.uk. We aim to respond within one calendar month.

​

8. Data Breaches

If a data breach occurs, we will:

• Assess the severity and scope

• Inform the ICO within 72 hours (if risk to individuals is likely)

• Notify affected individuals where required

• Record the incident and outcomes in our breach log

​

9. Complaints

If you're unhappy with how we handle your data, please contact us directly. If you're not satisfied with our response, you have the right to complain to the Information Commissioner’s Office:

📍 ICO Website: https://ico.org.uk/make-a-complaint/
📞 Helpline: 0303 123 1113

​

10. Policy Review

This policy is reviewed annually, or sooner if regulations change. Last reviewed: 21 June 2025