We are committed to protecting your personal information and being transparent about what we do with it.
We are committed to using your personal information in accordance with our responsibilities. We are required to provide you with information in this notice under the relevant laws which include:
>> the European Union General Data Protection Regulation (Regulation(EU) 2016/679) (‘GDPR’) and the Data Protection Act 2018 (‘DPA’), collectively referred to as ‘data protection legislation’
>> the Privacy and Electronic Communications Regulation (2003)
We will not do anything with your information that you wouldn’t reasonably expect.
Processing of your personal information will only be carried out by trusted and properly trained personnel working for
Address MEDyARTE PO Box 443 Leatherhead United Kingdom KT22 2JJ
+44 (0)7546 9975 02
Registered Charity Number: 1174295
This document tells you how we store, use and protect your personal information.
HOW AND WHY WE MIGHT COLLECT INFORMATION ABOUT YOU
- WHEN YOU DIRECTLY GIVE US INFORMATION – when you interact with us
For example, when you –
- support the charity by making a donation
- fundraise on our behalf
- submit an enquiry
- give us feedback
- make a complaint
- register as a volunteer
- enter into a contract with us
- apply for a role within the charity
- WHEN YOU INDIRECTLY GIVE US INFORMATION – when you interact with us on social media such as Facebook. The information we receive will depend on the privacy settings you have in place.
WHAT INFORMATION WE MIGHT COLLECT
When you engage with us by e-mail, in person or on-line we may collect information about you such as your name, address, e-mail address, phone number, date of birth etc.
Some types of personal information are recognised as being especially sensitive; for example ethnicity, religious beliefs etc. This type of personal information would only be collected under exceptional circumstances and if absolutely necessary and you would be informed at the time that this information was being collected and the reasons why.
HOW AND WHY WE USE YOUR INFORMATION
We will use your personal information for the following purposes:
- Donation processing – to administer any one-off or on-going donations and claim gift aid
- Responding to a request
- Fundraising or direct marketing – we would only send you marketing information if you have given us specific consent to do so.
- Processing an application to work with us eg as a volunteer
- Administration – to record your preferences with regard to whether you wish to be contacted directly by us or are willing for us to share your information with third parties, to record what you have done for us and achieved on our behalf, record you consent for your personal information to be held and processed by us.
WHO DO WE SHARE YOUR INFORMATION WITH?
We will only use your information for the purposes for which it was obtained. We will not under any circumstances sell or share your personal information with any third party and you will not receive marketing information from third party organisations as a result of giving your details to us.
We will only share your data with third party organisations if they already have a contract with us and the sharing of information is to facilitate closer working partnerships eg arranging for a volunteer to work closely with groups whom we are contracted to supply goods or services to, or to facilitate close working between volunteers. We will always ask for your consent before we share this information.
HOW WE PROTECT YOUR INFORMATION
We limit access to your information to trusted and trained charity personnel on a need-to-know basis. We ensure that such charity personnel understand that your personal information is only to be used in accordance with this Privacy document.
Our databases are protected by standard encryption algorithms.
We regularly review who has access to personal information.
Our online forms are encrypted and our website is regularly maintained.
If you use your credit card or debit card to donate to us, your card details are not held by us but processed directly by our payment processing partners (Virgin Money). This is done in accordance with industry standards.
Please be aware there is always a small inherent risk in sending information via public networks and we cannot 100% guarantee the security of data submitted via this route.
HOW LONG DO WE KEEP YOUR INFORMATION?
We will keep your personal information in respect of financial transactions for as long as the law requires us to for tax or accounting purposes (which may be up to 6 years). If a contract is in place with a third party, such information would potentially need to be kept for 6 years after the end of the contract.
For all other personal information we will retain it for no longer than is absolutely necessary for the purposes for which it was collected, taking into account guidance issued by the Information Commissioner’s Office (specifically guidance on storage limitation). We would expect to keep personal data for the duration of a contract or association and then delete it. If we feel there is the possibility of further collaboration in the future and would like to hold data beyond this time, we would seek your permission first and only keep it if are happy for us to do so.
YOUR RIGHTS TO YOUR PERSONAL INFORMATION
You have the right to request access to your personal information which is processed by us at any time and to have any inaccuracies corrected.
You also have the right to ask us at any time to erase your personal information and to ask us to restrict or stop our processing of this information.
If you wish to exercise these rights please complete our “contact form” on our website and we will contact you directly. We may ask you to verify some personal details for security purposes.
We will undertake to respond to your request within 30 days of receipt.
For details regarding what personal information may be held by Virgin Money and how to request for this information to be amended or deleted, please contact Virgin Money directly.
HOW TO RAISE A DATA PROTECTION CONCERN
If you would like more information or have any query about this document or would like to make a formal complaint about our policy, please contact our Information Governance Lead by completing the contact form on our website.
CHANGES TO OUR PRIVACY NOTICE
Our privacy document may change from time to time, so please check this page occasionally to capture any updates. Last updated January 2020.