COOKIES & PRIVACY
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Sophie Hayes Foundation is committed to integrity and transparency at every level of the organisation; this includes the ways that we collect, handle, and maintain our data records. The purpose of this policy is to lay out how our values translate into how we handle personal data and to demonstrate how our information handling adheres to legislative and statutory requirements.
This policy outlines:
The scope and application of this policy
What information we collect
How we use and store personal data
Information about your right
This policy applies to Sophie Hayes Foundation (107-111 Fleet Street. London. Greater London. EC4A 2AB).
It applies to all data and information collected and held regarding individuals and businesses external to the organisation, and includes donors, supporters, stakeholders and interested parties. All data collected and held about individuals internal to the organisation including staff, volunteers, and service users, is dealt with in the Internal Privacy and Data Handling Policy and Procedure. This policy applies to information held in any format, both print and electronic, and extends to portable storage (USB/memory sticks, CD’s etc) email, recordings, and photographs. This policy draws on established good practice and guidance and recommendations contained on the Information Commissioner’s section for organisations https://ico.org.uk/for-organisations/ the Data Protection Act 1998, the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR) and the General Data Protection Regulations (GDPR) which take effect from the 25th May 2018.
The information we collect
We collect data from you when you interact with the Sophie Hayes Foundation, in-person, by post, over the phone or by SMS. Some of this information is personal data which can be used to identify you. Personal data includes your name, address, date of birth, telephone number, email address and sometimes bank details if you are donating. We will only collect data which is relevant to the purpose for which you have given it.
Examples of when we collect information are when you do things such as:
Sign up for our newsletter
Sign up to hear about volunteering opportunities
Request information from us
Fundraise for us
Donate to us
Sign up to a campaign
Why we collect personal data
We collect personal data to ensure you (our donors, supporters and interested parties) receive up to date information you have requested from us.
We also may use your personal data to keep you informed about our work based on what you have indicated you would like to receive, such as the newsletter, or information about volunteering opportunities. If you have donated to us, we use your information to process any donations you have given, and any Gift Aid associated with that donation.
How we might contact you?
We may contact you via post, email, telephone, or SMS text. However, we will only contact you through the channel you have told us you wish to receive our communication, and where we have received your consent to do so. When we contact you directly about the Sophie Hayes Foundation, including fundraising campaigns, regular correspondence such as newsletters, volunteering opportunities or upcoming events, this is a type of Direct Marketing. We contact you about these things when you have given us your consent to do so. Some supporters may not have expressed their communication preferences to us. In those cases, we will conduct a balancing exercise to determine whether or not we have a legitimate interest in continuing to send Direct Marketing. This balancing exercise will include recent contact and donation or fundraising activity, any previous notification that we may send Direct Marketing, whether we have previously given you a clear opportunity to opt-out of Direct Marketing and, importantly, whether you would reasonably expect to receive information from us. We will also ensure you have not objected to receiving Direct Marketing. If you are a new supporter, we will aim to capture your consent for Direct marketing purposes at the data collection point. You do not have to give consent – it is your decision. If you do consent, we will also try and capture your preferences for how you would like to be contacted, by phone, text, email or by post.
Should you wish, you can specify a time limit for your consent to be valid, after which time we will not be able to contact you unless you give further consent. As a default position we will consider consent to remain valid while you are regularly donating to us or receiving our regular communications and have not objected to doing so.
You can give or withdraw consent to Direct Marketing or change your contact preferences at any time by emailing us at firstname.lastname@example.org phoning us on 020 7936 9880 (Monday – Friday 9-5pm) or writing to us at 107-111 Fleet Street. London. Greater London. EC4A 2AB.
Storing and sharing personal data
Sophie Hayes Foundation is committed to ensuring that there are appropriate technical controls in place to protect your personal details, for example, our online forms are always encrypted (this prevents other people accessing them) and our website is maintained by the Sophie Hayes Foundation.
We regularly review who has access to information that we hold to ensure it is only accessible by trained staff and, where appropriate, volunteers.
Your data will not be processed outside of Sophie Hayes Foundation and will not be disclosed to any parties outside of the Sophie Hayes Foundation, except for trusted parties and affiliates with whom we work, for example, sending e-newsletters or processing donations and Gift Aid, e.g., our bank and HMRC.
We only enter into relationships with third parties who have appropriate data protection policies and procedures in place. All data held by third parties is deleted when it is no longer needed. We will always clearly indicate instances when your personal information will be shared with a third party.
Third parties we use are:
Blackbaud’s Etapestry system, for the newsletter
Fundraising organisations for specific campaigns
We regularly review the information that we hold and remove data that is no longer required.
As part of our responsibilities to ensure that data we hold is accurate and up to date, and you can contact us to update any information we hold about you by emailing email@example.com phoning us on 020 7936 9880 (Monday – Friday 9-5pm) or writing to us at 107-111 Fleet Street. London. Greater London. EC4A 2AB. We will not disclose your data to any other third parties unless we have your explicit consent to do so. At no time will your data be passed to a third party for marketing purposed. Your personal data will be held on our database during the period of our active relationship. Once we no longer require your data it will remain on our database indefinitely but will be marked inactive and no further steps will be taken to process it. We will not keep your personal data for any longer than it is necessary. Once it is no longer required, we will take all reasonable steps to destroy it or erase it from our systems.
In relation to us processing your personal data you have the following rights, which can be exercised at any time.
To withdraw your consent for us to process your data
To be forgotten – to request your data is no longer processed or stored by us
Subject Access Requests – a right to request a copy of the data we hold about you.
To object to your data being used by us for the purpose of Direct Marketing.
If at any time you have concerns about the way your data has been processed by the Sophie Hayes Foundation, and these concerns cannot be resolved by the Sophie Hayes Foundation have the right to take those concerns externally and raise them with the regulator, the Information Commissioner, www.ico.org.uk
Questions and contact details
Contact us via email: firstname.lastname@example.org
Full copies of our Data Protection Policy are available upon request. Contact us by post, 107-111 Fleet Street. London. Greater London. EC4A 2AB.
If at any time you have concerns about the way your data has been processed by the Sophie Hayes Foundation, and these concerns cannot be resolved by the Sophie Hayes Foundation, you have the right to take those concerns externally and raise them with the regulator, the Information Commissioner, www.ico.org.uk
We use Google Analytics, a third-party service which creates its own set of cookies for the purpose of compiling a number of statistical reports. The information gathered is completely anonymous and is used to assess a wide variety of website activities, including how our site is navigated and what pages are most popular. If you would prefer that Google did not track about your browsing habits, you can install a browser add-on to opt-out.
Finding our Offices
We may also use a number of third party, social media plug-ins including but not limited to Google’s ‘+1′ button, Facebook’s ‘Like Box’, Twitter’s ‘Follow Button’ and LinkedIn’s ‘Share’ and ‘Follow’ buttons. We use these services for the convenience of our visitors, allowing them to access up to the minute information as well as recommend our services to others. To learn more about each organisations’ privacy policies, please visit the links provided below:
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Changes to this Privacy Notice
This privacy notice was last updated on 09/09/21 and is due for review on or before 09/09/2022