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Privacy policy

Taking care of the information you provide is important to us. This privacy policy sets out how we collect, use and store your personal information.

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Please read this policy carefully; by providing us with your personal information, you consent to the collection and use of any information you provide in accordance with this policy. Occasionally, we may make changes to this policy so do remember to check back from time to time.

If you have any questions on this policy, please email us at info@fundelaship.com.


Information helps us make sure our interactions with you are timely, relevant and tailored for you.

 

To do this, we may collect information about you in the following ways:

  • When you interact with us such as when you donate or attend an event. When you interact with third parties such as when you donate through a third-party website, such as Just Giving, and give your permission for your information to be shared with us. Similarly, if you engage with us on social media and messaging services like Facebook or Twitter you might give us permission to access information from those accounts. The data we are given access to by social media services will vary but will always be in line with the terms of that service.

  • When you visit our website we may gather information, such as which pages you visit or how long you spend reading a page. This data helps us to improve your online experience. You can find out more in the section on cookies below.

  • From other information that is available to the public to help us understand more about you and ensure our communications are tailored to you. To do this, we may use information from publicly available sources such as the Charities Commission, or information published in the media.

 

What information do we collect?

  • Depending on how you interact with us, the information that we collect may include your name, postal address, email address, telephone or mobile number, social media name, your contact preferences, bank details, taxpayer status (to understand if we can claim Gift Aid), the date or year of your birth, and gender (where this is appropriate, such as when you register for a running event).

  • We may also collect information about the donations you make to us or events that you register for or participate in.

  • We do this to make sure our communications to you are appropriate and tailored.

 

How do we use your information?

We only ever use your personal data with your consent, or where it is necessary in order to:

  • enter into, or perform, a contract with you;

  • comply with a legal duty; or

  • for our own (or a third party’s) interests (‘legitimate interests’), but we’ll always make sure our interests don’t override your rights (or those of a third-party).

 

How to change the way we contact you

If you want to change how you hear from us, or update your details, simply get in touch by emailing info@fundelaship.com.

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Where you tell us that you no longer want to hear from us for marketing purposes, please be aware that we may still contact you for administration purposes, such as about any donations you make and Gift Aid, or providing you with information you’ve requested or in helping resolve a query.

 

How do we keep your information safe?

We make sure that appropriate physical, technical and human controls are in place to ensure we take good care of your information.

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However, the transmission of information over the internet is never completely secure and as a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your data, we make every effort to try to ensure its security on our systems.

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All staff who have access to your personal data understand the importance of keeping your information safe and secure at all times and are given training to support them in this.

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We cannot be responsible for the privacy policies and practices of other websites even if you access them using links from our websites and recommend that you check the policy of each site you visit.

We ensure that additional controls are in place for financial, sensitive and special categories of information, meeting regulatory and legal requirements for managing these types of information.

 

How long do we keep your information?

We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for as well as whether there is any legal or regulatory requirement for retaining the information. For instance, we hold personal information relating to:

  • Supporter transaction and interaction history for seven years from the last supporter interaction with Fundelaship.

  • Legacy pledgers. If you indicate that you’d like to leave us a legacy gift, we will retain personal data for up to 50 years in recognition of the relevance of that data up to the fulfilment of the legacy pledge.

  • Philanthropy and partnership supporters. If you provide Fundelaship with partnership or philanthropic giving, we will retain personal data for 20 years in recognition of the long-term interactions with these supporters.

  • Individuals who have requested restricted processing or erasure. We will retain minimum information indefinitely in order to comply with the request (name, address, contact details and suppression details) but with increased restricted access to that information by Fundelaship staff.

  • Gift Aid declarations. We are legally required to hold some personal information to fulfil statutory obligations, for example the collection of Gift Aid or to support certain financial transactions.

  • Financial data for our management accounts for six years following the current financial year.

 

What are your rights?

You have the right to request a copy of the information that we hold about you and to ask us to confirm how we use your information. If the information that we hold about you is not accurate, complete and up to date, you may request that we correct this information.

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Please put your request to access your information in writing (together with proof of your identity) to the address given below. It is helpful if you explain what particular records you are seeking, but you do not have to say.

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You can ask for the data we hold about you to be erased from our records or transferred to another organisation. Where certain conditions apply, you have a right to ask us to restrict the processing of your personal information. You also have the right to object to certain types of processing such as direct marketing, automated processing or profiling.

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If you would like further information about your rights or wish to exercise them, please contact us by email at info@fundelaship.com.

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We won’t charge an administration fee for considering and/or complying with any requests to exercise your rights unless we believe the request is excessive in nature. If we are unable to fulfil your request for any reason, we will provide you with a reason as to why.

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If you are not happy with the way we have handled your data and are unable to resolve the issue with us personally, you have the right to lodge a complaint with the Information Commissioner’s Office, the UK’s independent body set up to uphold information rights.

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