We are committed to protecting your personal information and being transparent about what information we hold about you.
Using personal information allows us to develop a better understanding of our supporters and applicants for funding which in turn allows us to provide you with relevant and timely information about the work that we do. As a charity, it also helps us to engage with potential donors and supporters.
The purpose of this policy is to give you a clear explanation of how we use the information we collect from you directly and from third parties.
We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
· What information we may collect about you
· How we may use that information
· In what situations we may disclose your details to third parties
· Information about how we keep your personal information secure, how we maintain it and your rights to be able to access it If you have any queries about this policy, please contact firstname.lastname@example.org
Who we are
The Yolanda Moore Foundation is a charity and is funded by individual donors and supporters. Our registered charity number in England and Wales is 1184573
We collect various types of information and in a number of ways.
Information you give us:
· Emails for our Newsletter
· Names and emails for people who wish to receive fundraising call-outs or would like to continue to support us financially
· Names, emails and telephone numbers for organisations that fundraise for us or make donations to us.
· If you are applying for funding we may ask to receive your name, email address, postal address, telephone number and bank details.
Information about your interactions with us:
For example, when you visit our website we collect information about how you interact with our content and ads. When we send you a mailing we store a record of this, and in the case of emails we may keep a record of which ones you have opened and which links you have clicked on.
Information from third parties:
We do not receive or purchase information about you from third parties, nor do we share any information about you with third parties.
Sensitive personal data
Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not usually collect this type of information about our users unless there is a clear reason for doing so.
There are three bases under which we may process your data:
· Contract purposes
When you make a donation to us, you are entering into a contract with us. In order to perform this contract we need to process and store your data. For example we may need to contact you by email or telephone in the case of problems with your payment.
· Legitimate business interests
In certain situations we collect and process your personal data for purposes that are in our legitimate organisational interests. However, we only do this if there is no overriding prejudice to you caused by using your personal information in this way. We describe below all situations where we may use this basis for processing.
· With your explicit consent
For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation. This may include asking you if you would like to receive general updates from us, such as our regular e-newsletter or asking if it’s okay for us to talk to you about making a donation.
We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. To do this we use data that we have stored about you, such as if you have donated or fundraised for us before or previously applied for funding, as well as any preferences you may have told us about.
We use our legitimate organisational interest as the legal basis for communications email. We will give you an opportunity to opt out of receiving emails at any stage. If you do not opt out, we will provide you with an option to unsubscribe in every email that we subsequently send you, or you can alternatively use the contact details at the end of this policy.
We may also contact you about our work by telephone, however we will always get explicit consent from you before doing this. Please bear in mind that this does not apply to telephone calls that we may need to make to you related to your purchases (as above).
Other processing activities
In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:
· We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible.
· We may analyse data we hold about you in order to identify and prevent fraud.
· In order to improve our website we may analyse information about how you use it and the content and ads that you interact with.
· We may analyse information you provide us about your experiences receiving funding.
In all of the above cases we will always keep your interests or fundamental rights and freedoms at the forefront to ensure they are not overridden by our own rights and interests.
You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object this may affect our ability to carry out tasks above that are for your benefit.
There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:
· To our own service providers who process data on our behalf and on our instructions (for example our email marketing system). In these cases we require that these third parties comply strictly with our instructions and with data protection laws
· Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).
Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function (for example to keep track of your basket) as well to provide website operators with information on how the site is being used.
We use two particular types of cookies on our websites.
Session Cookies: These are cookies that are an essential part of our ticketing website that enable you to purchase tickets with us. These are necessary for our website to function properly, so if you do decide to turn cookies off then you will be unable to add tickets to your basket or log in to your account.
Your Bank information:
Debit and credit card
As we currently operate using Bank Transfers, the only information we hold relating to your bank details will be your account number and sort code. Your bank remains responsible for your private information.
Maintaining your personal information
Information pertaining to your donation is held within our bank and sits within historic bank statements. This information is not shared or held anywhere else on our system.
If there are aspects of your record that are inaccurate or that you would like to remove, you can do this by using the contact details at the end of this policy.
Any objections you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.
Other Data Retention
We will keep your personal information:
· For as long as required by law
· Until we no longer have a valid reason for keeping it
· Until you request us to stop using it.
We may keep just enough of your personal information to ensure that we comply with your requests not use your personal information or comply with your right to erasure. For example, we must keep your request to be erased even if it includes your personal data until such time as you are no longer a visitor or participant etc.
Security of your personal information
We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible.
We will not transfer, process or store your data anywhere that is outside of the European Economic Area.
Your rights to your personal information
You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.
Contact details and further information
We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy. We may notify you of changes to this policy by email.
Data Protection Officer, Rhonda Moore – Rhonda@tymf.co.uk