This Policy describes how we use your information, protect your privacy and your rights and choices regarding this information.
How we collection information from you
We collect information in the following ways:
Information you provide us directly
Information you provide to us indirectly
1: Your information may be shared with us by third parties such as;
a) Independent event organisers, for example the London Marathon or other fundraising sites like Just Giving or Virgin Money Giving.
b) If you sign up as a volunteer through a job site or volunteering website.
Information from other sources
1: We may also use information for the following sources;
a) Social Media – depending on your settings or the privacy policies for social media and messaging services like Facebook and Twitter, you might give us permission to access information from those services, for example when you publicy tag the Charity in an event photo.
What Personal Information we collect
We collect store and use the following kinds of personal information:
1: Your name, your contact details (including postal address, telephone number, email or social media identity)
2: Your date of birth or gender.
3: Your debit/credit card details where you provide these to make a payment.
4. If you volunteer or apply for a job with us, information necessary for us to process your application and access your suitability which may include: employment status, previous experience, criminal convictions or pending court cases.
5. Information about events, activities or products which we consider to be of interest to you.
6. Information about your health, medical details if these are needed for insurance purposes for an event you are taking part in.
7. Information as to whether you are a tax payer to enable us to claim gift aid on a donation.
8. Information about your child if you are a service user, services you may access, medical information and any other information that is relevant for us to be able to register your child for our services.
We will only collect this type of information about our supporters if there is a clear reason to do so and make sure we are clear about what this information will be used for.
How we use your information
1. Provide you with the services, products or information you asked for. Administer your donation, or support your fundraising, including processing Gift Aid.
2. Keep a record of your relationship with the Charity.
3. Respond to or fulfil any requests, complaints or queries you make to us; understand how we can improve our services, products or information by using feedback forms or market research.
4. Check for updated contact details to keep your information up-to-date to enable us to stay in touch. Send you correspondence and communicate with you.
5. To further our charitable objectives.
6. Process your application for a job or volunteering position.
7. Meet our legal obligations in regard to regulators, government or law enforcement bodies.
How we use your information to tell you about the Charity
1. Sending Marketing Communications:
Our marketing communications include information about our services, fundraising and events by way of twice yearly newsletters, flyers, letter correspondence or email communication. When you sign up for an event with a third party, and told the organiser that you want to fundraise for our Charity, we may contact you with information and support for your fundraising event.
2. Managing your contact preferences:
We make it easy for you to tell us how you want to communicate, in a way that suits you. We provide forms and other marketing material with clear marketing preference options and we include information on how to ‘opt out’ If you decide you do not want to hear from us we will not contact you with further information about our Charity. You can also change your communication preferences at any time by contacting us direct.
Legal basis for processing
Data Protection Law states that our use of personal information must have a legal basis.
1. Consent – is where we ask you if we can use your information in a certain way and you agree to this i.e. when we send you marketing material by post, email. Where we use your information for a purpose, based on consent, you have the right to withdraw consent for future use of your information at any time.
2. Legal obligation – We have a basis to use your personal information where we need to do so to comply with a legal or regulatory obligation. For example, the Charity Commission, Fundraising Regulator.
3. Entry into a contact – We have a basis to use your personal information where we are entering into a contract with you i.e. purchasing something from us, such as an event place or applying to work or volunteer for us.
4. Vital interests – We have a basis to use your personal information where it is necessary for us to protect life or health. For instance if there was an emergency impacting individuals at one of our events, or a safeguarding issue, which requires us to contact people or share information with emergency services.
5. Legitimate interests – We have a basis to use your personal information if it is reasonably necessary for us to do so and in our/their “legitimate interests” (provided that what the information is used for is fair and does not unduly impact your rights) We consider legitimate interests to include all of our day-to-day activities we carry out with personal information. This includes use of personal information to review, administer and keep an internal record of the people we work with, including supporters and volunteers. Where you have signed up for a third party charity event sharing personal information with the third party event organiser so that they can administer the event.
How we keep your information safe
We ensure that there are appropriate technical and organisational controls in place to protect your personal details. Our online forms are always encrypted and our network is protected and routinely monitered.
How long we keep your information
We have specific criteria to determine how long we will retain your information for, which are determined by legal and operational controls.
Sharing your information with other organisations
We will never sell or pass your information to third party organisations for marketing purposes.
Keeping your information up-to-date
In order that we can ensure that we are only sending our marketing material to the correct individual, please keep us up-dated of any changes to your address and advise us if you no longer wish to receive marketing communication from us. Please contact us by phone, email or through our website contact page.
Under UK Data Protection law you have rights over any personal information that we hold for you:
Rights of Access – You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you. If you wish to access your information please contact the Charity with details of what information you would like to see either by email [email protected] or in writing to Dame Vera Lynn Children’s Charity, Unit 1, The Courtyard, Holmsted Farm, Staplefield Road, Cuckfield, West Sussex RH17 5JF.
Rights to have your personal information corrected – You have the right to have incomplete or inaccurate information we hold about you corrected. If you believe the information we hold about you is incorrect please provide us with details and we will investigate.
Right to restrict use of your personal information – You have a right to ask us to restrict the processing of some or all of your personal information in the following situations: If some information we hold on you is not correct, we are not lawfully allowed to use it; you need us to retain your information in order for you to establish or defend a legal claim; or you believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose and you have objected to us doing so.
Right to erasure of your personal information – You may ask us to delete some or all of your personal information and in certain cases, and subject to exceptions, you have the right for this to be done.
Right to object to the use of your personal information – If we are processing your personal information based on our legitimate interests, you have a right to object to the use of your information. If you wish to exercise any of the above rights, please contact us by email or post. We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt, however if for any reason we are unable to do so, we will contact you with the reasons for the delay.
If you are unhappy with any aspects of how we are using your personal information please let us know.
If you have any questions, comments or suggestions, please let us know by contacting the Charity on: 01444 473274 or email: [email protected] or write to:
Dame Vera Lynn Children’s Charity, Unit 1, The Courtyard, Holmsted Farm, Staplefield Road, Cuckfield, West Sussex RH17 5JF.