Privacy Policy

RoadPeace Customer Privacy Notice 

Introduction 

RoadPeace is committed to respecting the privacy and rights of those that come into contact with our services. This privacy policy explains how we collect, store and use personal data about you. It provides you with the types of personal data that we collect from you, how we use your personal data and the rights you have to control our use of your personal data.   

  • Contact details
  • What information we collect, use, and why 
  • Lawful bases and data protection rights 
  • Where we get personal information from 
  • How long we keep information 
  • Who we share information with 
  • How to complain 

Contact

Post RoadPeace, International House, 6 Canterbury Crescent, LONDON, , SW9 7QD, GB 

Telephone  0207731603 

Email info@roadpeace.org 

What information we collect, use, and why 

We collect or use the following information to provide services and goods, including delivery and third party referrals: 

  • Names and contact details 
  • Addresses 
  • Date of birth 
  • Emergency contact details 
  • Next of kin details 
  • Photographs or video recordings 
  • Service use history 
  • Health information (including medical conditions, test results, allergies, medical requirements and medical history) 
  • Information about lifestyle, interests or personal history 
  • Payment details (including card or bank information for transfers and direct debits) 

We also collect or use the following information to provide services and goods, including delivery and third party referrals: 

  • Health information 

We collect or use the following information to receive donations or funding and organise fundraising activities: 

  • Names and contact details 
  • Addresses 
  • Payment or banking details 
  • Donation history 
  • Tax payer information (for Gift Aid purposes) 

We collect or use the following personal information for service updates or marketing purposes: 

  • Contact details (e.g. name, address, telephone number or personal email address) 
  • Addresses 
  • Purchase history 
  • Donation history 
  • IP addresses 
  • Website and app user journey information 
  • Records of consent, where appropriate 

We collect or use the following personal information for recruitment purposes: 

  • Contact details (e.g. name, address, telephone number or personal email address) 
  • Date of birth 
  • National Insurance number 
  • Copies of passports or other photo ID 
  • Employment history (e.g. job application, employment references or secondary employment) 
  • Education history (e.g. qualifications) 
  • Right to work information 
  • Details of any criminal convictions 

We collect or use the following personal information for dealing with queries, complaints or claims: 

  • Names and contact details 
  • Address 
  • Correspondence 

We also collect or use the following information for dealing with queries, complaints or claims: 

Lawful bases and data protection rights 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. 

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: 

  • Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here. 
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here. 

If you make a request, we must respond to you without undue delay and in any event within one month. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

Our lawful bases for the collection and use of your data 

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are: 

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 
  • In the case of service users; this information allows us to keep accurate records regarding interactions with RoadPeace ensuring consistent emotional support. 
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. 

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are: 

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 
  • RoadPeace needs to gather this information in order to provide effective and accurate information and assistance to our fundraisers and supporters.  

Our lawful bases for collecting or using personal information for service updates or marketing purposes are: 

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

Our lawful bases for collecting or using personal information for recruitment purposes are: 

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are: 

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 
  • We will use your personal information in order to effectively investigate and resolve your complaint or query. 

Where we get personal information from 

  • Professional referrals via email or online 
  • Family members or carers 

How long we keep information 

Data Retention Statement 

In accordance with the General Data Protection Regulation (GDPR), we retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. 

Unless a longer retention period is required or permitted by law, we will retain personal data for a maximum period of 7 years from the date of the last interaction or transaction. After this period, data will be securely deleted or anonymised to prevent identification of individuals. 

This retention period has been determined based on legal obligations, industry best practices, and our legitimate interests in maintaining records for audit, compliance, and dispute resolution purposes. 

We regularly review our data retention policies to ensure they remain aligned with GDPR principles of data minimisation and storage limitation. 

Who we share information with 

Data processors 

BrightHR 

This data processor does the following activities for us: They store our HR records. 

A J & T Mailing 

This data processor does the following activities for us: They are our external mailing fulfilment service. They the names and addresses of supporters for purposes of mailing items. 

Price Bailey Chartered Accountants

We work with external financial experts who will on occasion have access to personal details. This includes our current contracted accountancy firm.

Others we share personal information with 

  • Other health providers (e.g. GPs and consultants) 
  • Organisations we need to share information with for safeguarding reasons 
  • Local authorities or councils 

How to complain 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address: 

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint 

Last updated 28th August 2025