ABOUT OUR POLICY
WHEN & HOW DO WE COLLECT YOUR PERSONAL DATA?
We collect your information when you give it to us directly, indirectly or when you use our website.
- DIRECTLY: You may give us your personal information when you interact with us through making a donation, signing up for one of our events, communicating with us or registering to receive our quarterly newsletter.
- INDIRECTLY: We may receive your personal information via a fundraising organisation or platform (for example JustGiving) if you have said you are supporting WeSeeHope and have given consent. Please check your privacy settings when sharing information with them. We may also receive your information through events organised on behalf of us.
- WEBSITE: You can browse our website without revealing any personal information. If you register for our newsletter, make a donation or register for an event, you will need to provide personal information which will only be collected with your consent and is kept within the WeSeeHope database.
WHAT INFORMATION DO WE COLLECT?
When you interact with us either online, in person or at an event, we will collect your name, email address, postal address, phone number and contact preferences. Dependent on the reason for your contact we may also request your bank or credit card details, taxpayer status (to understand if we can claim Gift Aid), the date or year of birth (to check you are over 18) and gender (where appropriate for entering an event for example).
We may also collect information on the donations you make, specific details on the interaction you have with us or fundraising events you partake in.
We gather this information to ensure our communications are appropriate and tailored to you and your specific interests in our work – something we know means a lot to our supporters.
HOW DO WE USE YOUR INFORMATION?
We will use your data to:
- Deal with your enquiries or requests
- Process and acknowledge donations, including claiming Gift Aid or verifying other financial transactions.
- Keep a record of any engagement with us (including direct contact with specific members of staff)
- Analyse our fundraising activity and performance
- Undertake administrative purposes, for example to contact about a donation query
- Provide updates on our work and the difference your support is making, as well as tell you about other ways you might be able to support us, where you have agreed to receive this
- Ask you to participate in a survey so we can better improve our fundraising activities
- Analyse and improve our website, services, products or information
- Administer volunteer arrangements on occasion where you volunteer for us
- Process an internship or job application
The use of your data will depend on the reason you provide us with it.
- We will send you direct marketing with updates on our work and latest events via email if you have given consent for us to do so (an opt out provided at the end of each email).
- We will send via post based on legitimate interest unless you specify you don’t want to hear from us this way (see below for more information on our legal basis).
- We respect your preferences and will only send you information that will be of interest and in your chosen format.
We would hate for you to miss out on our latest news and share with you other opportunities about how you can help and get involved, however, you can change your preferences at any time by getting in touch – please see the section “How can you change your information and how can you access it?” below for more information.
WHO HAS ACCESS TO YOUR INFORMATION?
Your personal information is accessible by WeSeeHope staff, trustees and volunteers, who are all trained in data protection. Access is regularly reviewed and all partners will only act under our instruction, within a contractual relationship and not use data for their own purposes.
From time to time, it may be necessary for us to share your personal data with third parties who are organising an external event on our behalf. We always have contracts in place requiring them to comply with our data protection policy and have systems in place to ensure they protect your personal data. We will never sell your data to third parties or another organisation.
Organisations who we may share your data with, include:
- PROGRESS – our in-house data customer relationship management platform
- MailChimp – marketing automation platform
- Donation processors & Gift Aid claims – REALEX, BACS, Payroll giving, HMRC
We will only disclose your personal information without your consent when it is required for us to do so by law, such as to authorised agencies or government authorities.
HOW DO WE KEEP YOUR INFORMATION SAFE?
We have appropriate measures and precautions in place to ensure we protect and look after your personal data. All staff are trained in data protection and understand the importance of keeping your personal data safe at all times.
At WeSeeHope we recognise that the security of passing data through the internet cannot be guaranteed. Whilst we strive to ensure protection of any data you transmit to us, you do so at your own risk. However, once we receive your data, we make every effort to guarantee its security, in both our own systems and that shared with organisations performing operations on our behalf.
HOW LONG DO WE KEEP YOUR INFORMATION FOR?
We hold your data for as long as needed to meet any financial or legal obligations or until it is no longer relevant or necessary for the use originally intended.
If you wish to no longer hear from us we will retain the minimum information required to ensure we do not contact you in the future and to store any historic financial transactions you have made to us.
WHAT IS OUR LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA?
A lawful basis is required for all organisations to legally collect and use personal data under data protection laws. The types of lawful basis relevant to the type of work that WeSeeHope carries out, include:
- Individual consent – to send direct marketing and communications via email
- Legal Obligation – processing necessary for compliance with a legal obligation (where consent may not have been given), for example requesting a gift aid declaration
- Legitimate interest – includes contacting you with regards to a legal obligation (as above), use of your personal data for analytics to better understand our supporters and the user experience we offer them or contact about our work via post. In this instance we will use and process your data as long as it is fair and does not adversely impact your rights as an individual or where there is an imbalance of the interests of both parties involved.
HOW CAN YOU CHANGE YOUR INFORMATION AND HOW CAN YOU ACCESS IT?
It is important to us at WeSeeHope that you are happy with the way we are communicating with you. If for any reason you are not, please contact Hello@WeSeeHope.org.uk to change your contact preferences.
Please note that if you tell us you no longer want to hear from us for marketing purposes, we may still contact you for administrative purposes, such as any donations you make, administering Gift Aid or resolving a query.
Under data protection legislation, you have a number of rights with regards to your access to the data we hold on you.
- If you believe our record of you to be incorrect, please get in touch to ask us to update this.
- If you wish to request the information we hold on you, please get in touch using the details above and we will send it to you in writing. Your request will be processed immediately but please allow up to 30 days to receive the data.
- You have the right to ask us to stop using your personal data, for example in a situation where you feel it is no longer needed for the reason you initially provided it or disagree about its accuracy or the legitimate interest to which we are processing it.
- You have the right to be forgotten, for example have your personal data deleted or transferred to another organisation (data portability). In this instance we will need to keep limited information to ensure that you are not contacted in the future and for the minimum period required for any financial obligation related to a donation you may have made.
In all circumstances you will be asked to provide proof of identity before we can share or amend any personal data. If you have any concerns about the way we are using your data please get in touch using details provided below. You are also entitled to make a complaint to the Information Commissioner’s Office and Fundraising Regulator:
- 0303 123 1113
- 2nd floor, CAN Mezzanine Building, 49-51 East Road, London, N1 6AH
- 0300 999 3407
WHAT IF YOU ARE UNDER 18 YEARS OF AGE?
We work hard to support the rights and protect the privacy of all young people that engage with us so it is important that if you are under the age of 18 you ask permission from a parent or guardian before providing us with your personal data through our website. When we are collecting data about young people under 18, we will also make it clear as to the reasons for doing so.
WHEN WILL WE UPDATE THIS NOTICE?
This policy was last updated on 15th May 2018. Where necessary, changes will be made, so we recommend you check back from time to time, however any significant changes will be made clear on our website or you will be contacted if these directly affect you.
HOW TO CONTACT US?
We are more than happy to provide further information or an explanation about any of our practices.