The type of personal information we collect
We currently collect and process the following information:
- If you register with us or send us an email, we collect your name, your email address and any other information which you choose to give us.
- When you contact us by any means with queries, complaints or other information.
- When you donate to us we collect your name and contact details.
- When you sign up to volunteer we collect your identification and professional qualifications.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by when you sign up to join our organisation and agree to receive our newsletter and information in future. We do not collect or process any special category data.
Automated Technologies or Interactions
As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookies information for further details.
Technical Data from the following parties:
- analytics providers such as Google based outside the UK;
- advertising networks; and
- search information providers.
Purposes for which we will use your personal data
We use the information that you have given us in order to:
- to process and manage donations;
- to register you as a new member;
- to register you as a new volunteer;
- to manage our relationship with you; such as asking you to take action on a campaign, notifying you about changes to our terms and conditions;
- to administer and protect our business and website;
- to deliver relevant website content, newsletters and other types of updates;
- to use data analytics to improve our website, products / services, marketing, customer relationships and experiences;
- to make suggestions and recommendations to you about services that may be of interest to you.
Disclosures of your personal data
We may share your personal data with the parties set out below for the purposes set out above:
- Internal Third Parties.
- External Third Parties.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.
Strictly necessary cookies
These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
Analytical or performance cookies
These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
We do not share the information collected by the cookies with any third parties.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- Your consent. You are able to remove your consent at any time by contacting us us via firstname.lastname@example.org.
- We have a contractual obligation.
- We have a legal obligation.
- We have a legitimate interest.
How we store your personal information and how long will we use your personal data
Your information is securely stored electronically in our IT system within the United Kingdom. Volunteer identification is stored, in hard copy form only, in a secure area with limited access.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about some customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
We will then dispose your information by deleting all of your personal data from our systems.
Your data protection rights
In some circumstances you can ask us to delete your data: see your legal rights below for further information.
Under the data protection law, you have rights including:In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
- Your right of access - You have the right to ask us for copies of your personal information.
- Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
- 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, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email@example.com if you wish to make a request
Changes to this privacy notice
This privacy notice was last updated on 24th May 2021.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org for data protection queries.
You can also complain to the ICO if you are unhappy with how we have used your data:
Information Commissioner’s Office, Wycliffe House Water Lane, Wilmslow, Cheshire, SK9 5AF.
Helpline number: 0303 123 1113 | ICO website: www.ico.org.uk