Version 1 — Date created / reviewed: 2 September 2026
About Us
Carers in Bedfordshire (CiB) is a charity that provides information, advice, support and wellbeing services to carers and families. We also deliver the Carers in Luton, Young Carers Bedfordshire and Carus for Carers services.
To carry out our work, we need to collect and use information about people who work with, support or provide services to us.
We only collect information that we need to:
- Recruit and manage staff, volunteers and trustees.
- Process donations and fundraising activities.
- Manage contracts and supplier relationships.
- Communicate with supporters and stakeholders.
- Meet our legal and regulatory responsibilities.
- Protect people and safeguard those at risk.
- Improve our services and operations.
For these activities, Carers in Bedfordshire decides what information is needed and how it is used. This means we are the Data Controller.
We are committed to being open, honest and transparent about how we use your information.
Contact Us
Carers in Bedfordshire
Bedford Heights
Manton Lane
MK41 7BJ
Telephone: 0300 111 2042
Email: contact@carersinbeds.org.uk
For data protection enquiries:
Laura Palmariello
laura@dataprivacyexpert.co.uk
Who This Notice Applies To
This notice applies to anyone who works with, supports, governs, funds or provides services to Carers in Bedfordshire, including:
- Employees, workers and job applicants
- Volunteers and trustees
- Donors, supporters and fundraisers
- Suppliers, contractors, consultants and advisers
- Partner organisations and professional contacts
- Commissioners, funders and referrers
- Event attendees and newsletter subscribers
What Information We Collect
Depending on your relationship with us, we may collect different types of information.
Basic Information
- Name
- Address
- Email address
- Telephone number
- Date of birth
- Emergency contact details
Recruitment and Workforce Information
For employees, volunteers, trustees and applicants we may collect:
- Application forms
- CVs and employment history
- Qualifications
- References
- Interview notes
- Training records
- Supervision records
- Appraisal records
- Attendance records
- Role descriptions
- Disciplinary records where applicable
- Professional memberships
- Car details for the car park and insurance evidence for business use, for staff only
Employment Information
For employees we may collect:
- Payroll information
- Tax information
- Pension information
- Bank account details
- Absence records
- Holiday records
- Performance information
Trustee Information
For trustees we may collect:
- Trustee appointment information
- Governance records
- Board and committee membership
- Attendance records
- Declarations of interests
- Trustee training records
Donor and Supporter Information
We may collect:
- Donation history
- Gift Aid declarations
- Fundraising participation records
- Communication preferences
- Payment information
Supplier and Contractor Information
We may collect:
- Business contact details
- Contract information
- Invoice records
- Bank account details
- Payment records
Health Information
Where necessary, we may collect information about:
- Health conditions
- Disabilities
- Occupational health information
- Reasonable adjustments
- Sickness absence records
- Dietary requirements
Criminal Records Information
Where required for a role or activity, we may process:
- DBS check information
- Criminal record information
- Risk assessments
Equality Information
You may choose to tell us about:
- Ethnicity
- Religion
- Sexual orientation
- Sex or gender
Providing this information is voluntary and helps us monitor equality, diversity and inclusion.
Where We Get Information From
We usually receive information directly from you.
We may also receive information from:
- Referees
- Recruitment agencies
- DBS providers
- Training providers
- Payroll providers
- Pension providers
- Professional bodies
- Funding partners
- Donation platforms
- Payment processors
- Partner organisations
- Publicly available sources
Why We Use Your Information
We use your information to:
- Recruit employees, volunteers and trustees.
- Manage employment, volunteering and governance activities.
- Process payroll, pension and employment administration.
- Provide training and support.
- Manage fundraising and donations.
- Process Gift Aid claims.
- Administer events and activities.
- Communicate with supporters and stakeholders.
- Manage contracts and supplier relationships.
- Meet safeguarding responsibilities.
- Prevent fraud and protect organisational assets.
- Manage complaints and concerns.
- Meet legal, regulatory and contractual obligations.
- Produce anonymous statistics and reports.
Safeguarding
Carers in Bedfordshire has a legal and ethical responsibility to safeguard children, young people and adults at risk.
Where necessary, we may collect, use and share information to investigate concerns, manage safeguarding incidents, protect individuals from harm and comply with safeguarding obligations.
Information may be shared with local authorities, the police, health services or other relevant agencies where appropriate and lawful.
Why We Are Allowed To Use Your Information
Data protection law says we must have a valid reason for using personal information.
The reasons we use most often are:
To Perform a Contract
For example:
- Managing employment relationships.
- Paying staff and contractors.
- Administering supplier contracts.
To Meet Legal Responsibilities
For example:
- Employment law obligations.
- Health and safety requirements.
- Charity law requirements.
- Tax and accounting obligations.
- Safeguarding responsibilities.
For Legitimate Interests
We may use information where it is necessary for the legitimate interests of Carers in Bedfordshire, provided those interests do not override your rights and freedoms.
For example:
- Volunteer management.
- Trustee administration.
- Organisational governance.
- Stakeholder relationship management.
- Service improvement.
When You Give Consent
Sometimes we will ask for your permission before using information.
For example:
- Marketing communications.
- Certain photographs and videos.
- Optional equality monitoring information.
If we rely on consent, you may withdraw it at any time.
Do I Have To Give You My Information?
You do not have to provide information to us.
However, if you choose not to provide information required for recruitment, volunteering, employment, trustee appointments, donations or contractual arrangements, we may not be able to proceed with those activities.
Who We Share Information With
We only share information when necessary and appropriate.
Depending on the circumstances, we may share information with:
- HM Revenue & Customs (HMRC)
- Pension providers
- Payroll providers
- DBS providers
- Banks and payment providers
- Auditors
- Insurers
- Professional advisers
- Funders and commissioners
- Regulators
- The Charity Commission
- Law enforcement agencies
- Local authorities
- Training providers
- IT and software providers
We only share the minimum information necessary.
Any organisation we work with must keep your information secure.
Information Stored Outside the UK
Some of our service providers may store or process information outside the United Kingdom.
This may include fundraising, payment processing, marketing and communication platforms.
Where personal information is transferred outside the UK, we ensure that appropriate safeguards are in place, as required by data protection law.
Communications and Collaboration Systems
We use systems such as Microsoft 365, Microsoft Teams, Co-Pilot, SharePoint and email to communicate, collaborate, manage projects and share information.
Where you work for, volunteer with, provide services to, support, fund, commission or work in partnership with Carers in Bedfordshire, information relating to communications, meetings, messages, files and shared documents may be processed through these systems.
Access is restricted to authorised individuals and information is managed in accordance with our information governance and retention requirements.
Telephone Recordings
We may record telephone calls for training, quality monitoring, safeguarding, complaints handling, record-keeping and security purposes.
Recordings are stored securely and retained in accordance with our retention schedule.
If you provide payment card details by telephone, recording will be paused or stopped while those details are taken. You can at any time request for the recording to be stopped.
How Long We Keep Information
We only keep information for as long as we need it.
We determine how long to keep personal information by considering the nature and sensitivity of the information, why we collected it, how long it is needed for that purpose, the potential risks of keeping it, and any applicable legal, regulatory, safeguarding, funding or contractual requirements. We securely delete or anonymise information when it is no longer required.
Different retention periods apply depending on the type of information and your relationship with us. For example:
- Recruitment records are retained in accordance with our retention schedule.
- Employee records are normally retained for up to six years after employment ends.
- Volunteer records are retained in accordance with our retention schedule and safeguarding requirements.
- Trustee records may be retained for governance, regulatory and legal compliance purposes.
- Financial and accounting records are retained in accordance with HMRC and legal requirements.
- Donation and Gift Aid records are retained in accordance with legal and financial reporting requirements.
- Supplier and contractor records are retained for the duration of the relationship and for an appropriate period afterwards to meet contractual, legal and financial obligations.
You can ask us for a copy of our retention schedule if you would like more detail.
How We Keep Information Safe
We take the security of your information seriously. We have Cyber Essentials certification and have measures in place to protect your information.
Measures we use include:
- Secure computer systems
- Password protection
- Multi-factor authentication
- Restricted access to records
- Encryption
- Staff training
- Processing and Confidentiality agreements
- Secure backups
- Data protection policies
- Safeguarding procedures
- Audit logging and monitoring
Use of Organisational Systems
Where staff, volunteers or trustees are provided with organisational systems, devices, accounts or software, limited information relating to their use may be processed for security, technical support, compliance, business continuity and investigation purposes.
This may include login information, audit logs, system activity records and access to organisational files and communications.
Any monitoring will be proportionate and carried out in accordance with organisational policies and legal requirements.
Your Rights
You have the right to:
- Know what happens with your information.
- Ask for a copy of your information.
- Ask us to correct information that is wrong.
- Ask us to delete information in some circumstances.
- Object to certain uses of your information.
- Ask us to limit how we use information in some circumstances.
- Withdraw consent where we rely on your consent.
Some rights may be limited where we have a legal obligation or safeguarding responsibility.
To make an enquiry or exercise your rights, please contact us.
Questions, Concerns or Complaints
If you have any questions about how we use your information, or you think we may have got something wrong, please contact us.
We will listen to your concerns, investigate where necessary and respond in line with our complaints process.
If you are not happy with our final response, you have the right to complain to the Information Commissioner's Office (ICO).
Website: www.ico.org.uk
Telephone: 0303 123 1113
Changes to This Notice
We may update this Privacy Notice from time to time. The latest version will always be available from Carers in Bedfordshire.
Last Updated: 2 September 2026
