Privacy Policy

Harvest Pantry Group – Privacy Policy

Last updated: December 2025

Harvest Pantry Group (“HPG”, “we”, “us”) is committed to protecting your privacy and handling your data safely, fairly, and transparently. This policy explains what personal information we collect, why we collect it, how we use it, and your rights.

1. Who We Are

Harvest Pantry Group (HPG)
A community organisation providing food support, outreach, and related services.
Contact: info@harvestpantrygroup.org

2. What Information We Collect

We may collect:

Personal Details

Name

Contact information (phone, email, address)

Age or date of birth (only if required for safeguarding)

Service-Related Information

Referral details

Household or financial information you choose to provide

Support needs

Records of interactions with HPG

Volunteer & Staff Information

Application details

ID and right-to-volunteer/work checks

DBS checks (where required)

Training and attendance records

Website or Form Information

IP address, device info, cookies (for online forms or website visits)

3. How We Use Your Information

We process your information in order to:

Provide food support and community services

Assess eligibility for services

Keep you informed about appointments, deliveries, or changes

Manage volunteering, including safeguarding requirements

Maintain our records and improve our services

Meet legal or regulatory obligations (e.g., safeguarding, HMRC rules, incident reporting)

We will never sell your data.

4. Legal Basis for Processing

We use one or more of the following lawful bases:

Consent – when you choose to provide information

Legitimate Interests – to run and improve our services

Legal Obligation – safeguarding, DBS, health & safety, financial records

Vital Interests – if someone is at risk of serious harm

5. Sharing Your Information

We only share information when necessary and appropriate, including with:

Referral partners you have engaged with

Local authorities or safeguarding bodies (if safety concerns arise)

IT and form-processing services we use (Google Forms, email services)

Emergency services in urgent situations

We do not share information for marketing.

6. Data Storage & Security

Your information is stored securely using password-protected systems, encrypted services, and restricted access.
We keep data only for as long as necessary:

Referrals: up to 24 months

Volunteer records: while active + up to 3 years

Safeguarding records: up to 6 years (or longer if required by law)

7. Your Rights

You have the right to:

Access your information

Correct inaccurate information

Request deletion (where applicable)

Withdraw consent (where applicable)

Object to processing

Make a complaint to the ICO (UK)

8. Children & Vulnerable Adults

We only collect information relating to children or vulnerable adults for safeguarding purposes or service support. This information is handled with the highest level of confidentiality.

9. Changes to This Policy

We may update this policy to reflect changes in law or how we operate. The latest version will always be available from HPG.

2025