Active Essex Foundation (AEF) is a registered charity in England and Wales under registration number 1166665 AEF is a data controller for the purposes of the Data Protection Act 2018 and the General Data Protection Regulation.
We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your involvement with us. This notice explains how we comply with data laws, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
What information are we collecting?
Personal information is any information that can be used to identify you. So, for example, if you donate money, request services or products, or become involved in our campaigns, we may collect and process the personal information that you’ve provided. We may also collect information from you when you report a problem with our website or if you complete a survey which we use for research purposes. This personal information may include your name, email address, postal address, telephone or mobile number and date of birth, financial details, UK Tax payer information (for Gift Aid), credit/debit card information and records of responses to campaigns, as well as how you came to find us or about our services or events. We may also collect details of your visits to our website, for example your location data, other sites you’ve visited and the resources that you access. We use this to provide you with the information, services or products that you’re interested in and are most relevant to you.
How is it being collected?
When we meet you, when you submit information to us online on our website or in email.
How will it be used?
1.To provide you with information (such as fundraising or campaigning activities), services or products you’ve requested or which we feel may interest you. We may also permit selected third parties to provide you with information on our behalf. But all this will happen only when you’ve consented to us contacting you. For more information please see “How we handle your information and other organisations” below.
2. To allow you to participate in interactive features on our website, when you choose to do so. For example, we may help you auto-complete forms by inserting your contact details for you to edit.
3. To analyse and improve the services offered on our websites. This means we can provide you with the most user-friendly navigation experience we can, which may involve providing your information to third parties.
4. To use your IP addresses to identify relevant information. This may include information such as your approximate location. It also helps us to block disruptive use or establish information like the number of visits to the website from different countries.
5. To make our marketing campaigns more targeted and relevant to potential donors and customers.
6. To process personal information to help us with our work and activities For the purposes of customer analysis and, where you have consented to us doing so, direct marketing. We may process your information to help us with our activities and to provide you with the most relevant information.
7. To process personal information and/or provide this to a third party for the purposes of profiling and understanding who visits our site. This could be analysing demographics to inform our campaign and marketing strategies. We may also add information to supporters’ personal information to help us with our targeting. Such information would not be personally identifiable or specific to you, but rather would give an indication of the type of supporter you are. For example, if you live in an area that predominately consists of families with young children, this would provide an indication of this. These activities may also involve “automated decision-making”. However, you have the right to object to the use of your personal information for profiling and automated decision-making processes. For information on how to exercise these rights, please see the section on “Your Rights” below.
8. To match information collected from you through different means or at different times. That could include using information collected online and offline, along with information obtained from other sources, including third parties and publicly available sources, to ensure that the information we hold about you is up to date and accurate. If you do not want us to use your data for direct marketing purposes please contact Rob Hayne, a Trustee of AEF via [email protected]
Who will the information be shared with?
Where we use an external service provider to act on our behalf, we will disclose only the personal information necessary to deliver the service and will have a contract in place that requires the provider to comply with our data protection and information security requirements. We may disclose your personal information to third parties if we are legally obliged to; or in order to enforce or apply our terms of use for this website or other agreements; or to protect the rights, property or safety of AEF, our donors or others. This includes exchanging information with other companies and organisations for the purposes of fraud detection and protection, or with local authorities or social services for the purposes of the provision of health, legal or social care or treatment.
Retention period of the data:
We will retain personal data in accordance with our Data Protection Policy. 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. We will also hold information about your details so that we can respect your preferences for being contacted by us.
Changes to this policy
We reserve the right to make changes to this Privacy Policy. Each time you visit this site you should check this Privacy Policy to check that no changes have been made to any sections that are important to you. Where appropriate, any changes will be notified to you by email.
The law allows you to find out what information is held about you on paper and electronic records. In order to do this you can submit a subject access request to Rob Hayne Trustee of AEF via [email protected] This service is free of charge.
In some circumstances where the information provided may be restricted, for example, where it contains confidential information about another person, where it will cause serious harm to you or someone else’s physical or mental well-being or if the information we give you may stop us from preventing or detecting crime.
Your rights
In addition, you have the following rights:
· To ask us for your information to be changed if it is factually inaccurate;
· To ask us for your information to be deleted in certain circumstances such as when the purpose for which the information was provided in the first place is no longer relevant, where you withdraw your consent (unless there is no other legal reason for us to use it), or if we are legally required to delete the information; and
· To ask us for your information to be transferred back to yourself or another organisation. This only applies if we are using your information with consent and not if we are required by law to do so or if a decision was made by a computer and not a human being.