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Keeping Records

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Keeping Records

There is no right or wrong on how to keep records of somebody who wants to use the food bank.  Some food aid providers even choose to register at all, or some not.  Whether to register and how to do it, depends on set up, volunteer capacity and GDPR capabilities.

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Some of the advantages of having a formal registration process:

 

  • Enables the organisation to know the specific needs of a new person, both in terms of food (Household size for size of food parcel, dietary requirements etc) and also support needed (e.g. benefits advice, debt etc)

  • Provides data for grant applications and reporting

  • Supplies data for IFAN which builds the picture on food aid provision trends, used for press etc.

  • Documents relevant information (e.g. referral made, voucher issued etc)

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Any information taken needs to be GDPR compliant (see GDPR guidance in the Operations section of our website).

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Some people prefer to be anonymous when they access food aid services, due to safeguarding or just for personal preference.

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Going through a registration form can also be a good way to get to know a new person, and for them to get to know you, remembering that for many, visiting a food bank for the first time can be a daunting experience.  The registration conversation gives people a chance to ask any questions they may have about the service, and voice any concerns.

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The “Worrying About Money?” leaflet can be a really good way of staging the registration conversation.  Volunteers can use this as a basis for asking the right questions on registration.

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Example registration form from Earlsfield Foodbank.  This has been adapted over time and is regularly reviewed and updated. 

Data Protection Checklist

What data do we need in order to run the service (every data point needs to be justified)

  • Data that enables us to monitor usage (e.g. total numbers; number of new registrations)

  • Data that enables us to provide appropriate food parcels (e.g. Household size, dietary requirements)

  • Data that enables us to refer for further support: name, address, DOB, doctors surgery (required for some services)

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What data do we need for fundraising and grants? 

  • Reason for food bank use.  An example checklist for this section:  benefit delays; 5 week UC wait; benefit sanctions; debt; homelessness; family breakdown; domestic violence; NRPF; health issues (mental or physical); cost-of-living;  

  • In addition to basic usage date, some specific grants applications welcome data on other elements, e.g. working status; ethnicity; housing

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Do we have permission to keep this information? 

  • Usually a signature on a form, dated. 

 

How long is this information kept for? 

  • Information should be kept for as short a time as possible

 

How is data kept?

  • If on a hard copy, is this locked away

  • If online, is access limited and password secure and regularly changed

 

Do we have a privacy statement?

  • Every charity should have a statement which outlines policy in relation to GDPR. Several templates can be found online (including the one linked above)

 

Is the privacy statement understood and  accessible?

  • Easy for people fo find (e.g. on the website)

  • Are volunteers all aware of the statement and able to explain to people why and how information is kept? 

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