Privacy Policy

CARF is committed to respecting the privacy rights of all visitors to our website.  We comply with data protection laws at all times and have set out this Privacy Notice to explain what personal data we collect, why we collect it, how we protect it, and to explain your rights. 

Personal data we collect

While you are viewing our website, we will collect your IP address.

We collect the following data about you:

 • your name, e-mail address, contact details, postcode and communication preferences when you complete forms on our website;

 • a range of information about you in our volunteer registration form which is optional and only used to help you to volunteer.

In addition, the live chat service on our website is provided by Click4Assistance, a 3rd party UK based software company.  Information regarding how the data is processed and stored can be viewed here.

Our website is not intended for use by children and as such we do not knowingly collect data relating to children.

How we protect your data

We are committed to keeping your data secure.  We use encryption for web traffic to and from our website and we store any data provided through our website in secure computer systems that only authorised staff and volunteers have access to.  Our data is backed up and we have secure systems in place to prevent hackers, viruses and similar from accessing our systems and data.  We also have a range of policies and procedures for our staff and volunteers, with ongoing training, to ensure your data is kept safe and only used in accordance with this Privacy Notice. 

How we use your data

We use your data for two reasons:

 • to provide information, support and services to you;

 • to manage customer service interactions with you;

When and how we might share your data

We will never sell your personal data.  We share limited data for limited purposes.

For contact information you provide to seek help/support/information/provide feedback/make a complaint, we store this in computer systems provided by third parties for processing, storage and archive purposes.  We use mtc Media to provide technical support and web hosting services.  The agreement we have in place with them prevents them from using or sharing your personal data for any purpose.

Our web chat service is also provided, hosted and managed by a third party.  You can view their privacy notice here.

For quality assurance purposes we will share relevant information with external assessors.

How long we keep your data

We only keep your data for as long as we need to.

Transferring data outside of the European Economic Area (EEA)

We are required to tell you if we transfer data outside of the EEA.  The data we collect and process is not transferred outside of the EEA.  

Legal basis for using your data

We generally rely on your consent to use your personal data in relation to monitoring website usage and providing customer care, information or support should you choose to contact us directly through our website. 

We also process your data because it is in our legitimate interests that we do so, namely:

 • promoting, marketing and advertising our services;

 • protecting the Organisation, our staff, volunteers, funders, partners and clients/service users by taking appropriate legal action against third parties who have committed criminal acts;

 • fulfilling our duties to our clients/service users.


We use cookies on our website to generate statistical information so we can learn more about how our website is being used.

We use a third party product Click4Assistance to provide the web chat system we use and that system also uses cookies.  You can view their privacy policy here.

Your legal rights

You have the following rights:

 • the right to ask what personal data we hold about you;

 • the right to ask us to update and correct or delete any out-of-date or incorrect personal data that we hold about you;

 • the right to opt out of any communications that we may send you.

To exercise any of the above rights please   You also have the right to lodge a complaint with the Information Commissioner's Office (the supervising authority for data protection in the UK).  To do that please visit their website at

Reviewing and changing how we use data

This Privacy Notice was last updated in May 2018.

We regularly review our use of personal data to ensure that what we do continues to be fair, transparent, safe and legal.  The Organisation sometimes changes software or technologies, or how we work, and this may result in us changing what data we collect and/or how we use it.  We will only use your data for the purposes set out above.  If we want to use your data for any other purpose we will contact you and seek your express permission before we conduct any such processing. 

We will always seek to minimise the amount of data we collect and use, and to only keep it for as long as we need to. 

Whenever any change is made to how we collect or use personal data we will update this Privacy Notice and any other relevant policies. 

How to find out more or to make a complaint

We've endeavoured to make this Privacy Notice clear, informative, and understandable, but if it is not then please contact us and we shall provide further information as required.  We will also look to improve the wording of this Privacy Notice, based on feedback. 

To provide feedback, ask for more details or to make a complaint about our collection or use of your personal data then please contact

You can also complain to the Information Commissioner's Office in the UK - please visit their website to see how you can do that.