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Policy Notice

British-Ukrainian Aid – “cars4british-ukrainianaid” Privacy Notice

Dated: 11th March 2024

Introduction 

British-Ukrainian Aid, a charity with registration number 1164472 (We, Us), is the trusted partner of Transport For London (TfL) in “cars4british-ukrainianaid” (the Project), a project to transfer vehicles to Ukraine sourced through the London Vehicle Scrappage Scheme, which supports the London ULEZ by providing grants to eligible owners of vehicles that do not comply with ULEZ emissions standards.

This privacy notice relates to the Project.

We are the controller responsible for your personal data. We collect and process your personal data when you visit our website at cars4british-ukrainianaid.org and provide the information requested on the ‘scrappage-form‘.

By completing the ‘scrappage-form‘ you consent to us collecting and processing your personal data in the ways described below.

Our contact details are:

Name: British Ukrainian Aid
Address: 154 Holland Park Avenue, London, W11 4UH
Phone Number: +44 (0) 7852772904
E-mail: info@british-ukrainianaid.org

The type of data we collect

We may collect, use, store and transfer different kinds of personal data about you as follows:

The type of data we collect 

We may collect, use, store and transfer different kinds of personal data about you as follows:

  • Personal identity data:
    Your first name/s and family name.
  • Personal contact data:
    Your address, postcode, email address/es and phone number/s.
  • Vehicle Data:
    Your vehicle’s type, model, manufacturer, fuel type, registration number, vehicle identification number (VIN), its log book (V5C) number and details of any mechanical problems or dashboard warning lights.

We will also ask for your TfL Road User Charging Customer Account Number and a copy of your TfL “Confirmation of Eligibility” letter.

Why we have your personal data and how we use it

We will only use your personal data for the purpose for which we collected it which includes the following:

Registration: to register you as a new vehicle donor.

Ownership: to cross reference personal identity data with vehicle data.

Logistics: to process the collection and onward delivery of your donated vehicle.

Communication: to manage your relationship with us and with selected third parties.

How we share your personal data

We will share this information with TfL, and once we decide to accept your vehicle, the same information may be shared with transportation contractors appointed by us or another partnering organisation that will be arranging the vehicle collection.

We do not transfer your personal data outside the UK.

GDPR

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

Your consent. You can remove your consent at any time by contacting us using the details above.

Legal obligation. We must become the registered keeper of the vehicle and comply with all relevant road vehicle legislation and regulations here in the UK and en route to Ukraine.

We have a legitimate interest. As you would reasonably expect, without your personal data we would not be able to facilitate collection arrangements or check the history of the vehicle.

How we store your personal information

Your information is securely stored.

We will keep your identity and contact data only as long as is necessary for the Project and in any case for no longer than seven years. We will then dispose your information by deleting digital records including copies, “recycle bin” contents and back-ups; and safely and securely shredding paper documents.

The Charity should not retain personal data for longer than is necessary. This means that personal data should be destroyed or deleted when it is no longer required. Where the documentation contains personal information, the destruction must take place confidentially (e.g. shredding, disposal as confidential waste, secure electronic deletion).

Your legal rights

For details of your rights under data protection laws, including the right to receive a copy of the personal data we hold about you and the right to make a complaint at any time to the Information Commissioner’s Office, the UK regulator for data protection issues (www.ico.org.uk).

How to complain

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.