Privacy Policy
The Chetwode Foundation Privacy Notice
PROTECTING YOUR PRIVACY
Contents
1. Introduction
2. What is The Chetwode Foundation?
3. Why do we
use your personal data?
4. Explaining the legal bases we rely on
5.
What sort of personal data do we collect?
6. How and when do we collect
your personal data?
7. How we protect your personal data
8. How long
will we keep your personal data?
9. Who do we share your personal data
with?
10. What are your rights over your personal data?
11. Contacting
the Regulator
12. Any questions?
1. Introduction
We want everyone who supports us, or
who comes to us for support, to feel confident and comfortable with how any
personal information you share with us will be used and looked after. This
Privacy Policy explains the types of personal data we may collect about you
when you interact with us, as well as how we’ll store and handle that data,
and keep it safe.
We know that there’s a lot of information here, but we
want you to be fully informed about your rights, and how The Chetwode
Foundation uses your data.
We hope the following sections will answer
any questions you have but if not, please do get in touch with us.
It’s
likely that we’ll need to change this Privacy Notice from time to time.
We’ll notify you of any significant changes, but you’re welcome to come back
and check it whenever you wish.
2. What is The Chetwode Foundation?
The Chetwode
Foundation is a private charitable Trust, governed by Trustees.
The
Foundation was founded in 1973 by a Nottinghamshire businessman whose vision
was to help others by putting something back into the community which had
contributed to the success of his business.
Our aim is to support
charities that provide help to the most disadvantaged, under-privileged
young people in the area, giving them opportunities to fulfil their
potential, and benefit the wider community.
The Chetwode Foundation’s
registered address is: Farm Office, Stragglethorpe Grainstore, Nottingham
Road, Cropwell Bishop, Nottinghamshire NG12 2JU.
For simplicity
throughout this notice, ‘we’, ‘us’ and ‘our’ refers to The Chetwode
Foundation.
We are a ‘data controller’ for the purposes of the EU General
Data Protection Regulation 2016/679 (‘Data Protection Law’). This means that
we are responsible for, and control the processing of, your personal
information.
3. Why do we use your personal data?
We collect and
use personal data for a number of purposes:
• To process donations or
other payments, to claim Gift Aid on donations and verify any financial
transactions.
• To update you with important administrative messages
about your donation, an event, or services or goods you have requested.
•
To comply with the Charities (Protection and Social Investment) Act 2016 and
follow the recommendations of the official regulator of charities, the
Charities Commission, which require us to identify and verify the identity
of supporters who make major gifts so we can assess any risks associated
with accepting their donations.
• To keep a record of your relationship
with us.
• To verify the identity of charitable organisations applying to
us for grant assistance.
If you do not provide this information, we will
not be able to process your donation, or make a grant award requested in
your application.
We may also use your personal information to:
•
Contact you about our work and how you can support The Chetwode Foundation.
• To invite you to participate in surveys or research.
• To respond to
your queries and complaints.
4. Explaining the legal bases we rely on
The law on
data protection sets out a number of different reasons for which an
organisation may collect and process your personal data, including:
Consent
In specific situations we can collect and
process your data with your consent.
For example, when you tick a box to
receive email newsletters from us.
When collecting your personal data,
we’ll always make clear to you which data is necessary in connection with a
particular service.
Legal compliance
If the law
requires us to, we may need to collect and process your data.
For
example, in order to claim gift aid on a donation, HMRC requires us to
retain your gift aid declaration which includes personal details such as
your name, home address, and UK tax-payer status.
Legitimate
interest
In specific situations, we require your data to pursue
our legitimate interests in a way which might reasonably be expected as part
of running our charity and which does not materially impact your rights,
freedom or interests.
For example, to send you relevant, personalised
communications by post in relation to updates and campaigns.
5. What sort of personal data do we collect?
Personal
data is any information that can be used to identify you, either by itself
or in conjunction with other information that we hold, or may potentially
have access to.
We only collect personal data relevant to the type of
transactions you have with The Chetwode Foundation. So for example, if you
donate money, become involved in one of our campaigns, or contact us by
telephone, email, social media, post or text message, we may collect and
process the personal information that you’ve provided.
This personal
information may include:
• Personal details (name, date of birth).
•
Contact details (email, address, telephone etc.)
• Financial details to
process your donations or other payments.
• UK tax payer information (for
Gift Aid)
• Details of your interests and preferences (such as campaigns,
the ways you support us, or areas of interest).
• Details of your
interactions with us.
• Details of your visits to our website, and which
website you came from to ours.
When collecting your personal data we’ll
always make clear to you which data is necessary in connection to a
particular service and why we need it.
6. How and when do we collect your personal data?
We
collect information from you in the following ways:
a) When you interact
with us directly
This could be:
• When you make a donation to us.
•
When you make a grant application by filling out a Grant Application Form.
• When you ask a member of our staff to email you information.
• When you
contact us by any means with queries, complaints etc.
• When you fill
out any forms. When you choose to respond to one of our surveys.
b) When
you visit our website
We gather general information which might include
which pages you visit most often and which information is of most interest
to you. We may also track which pages you visit when you click on links in
emails from us. We use this information to personalise the way our website
is presented when you visit, to make improvements, and to ensure we provide
the best service and experience for you. Whenever possible we use anonymous
information which does not identify individual visitors to our website.
7. How we protect your personal data
We know how much
data security matters to you, and with this in mind, we treat your data with
the utmost care. The Chetwode Foundation employs appropriate administrative,
technical, organisational, and physical security measures to protect your
information and data against accidental or unlawful destruction, loss, or
alteration, and against unauthorised disclosure and access.
We use
standard industry practices to protect user information, including
firewalls, SSL encryption, and system redundancies. Our staff and volunteers
all receive mandatory data protection and information security training and
we have a set of detailed data protection procedures that personnel are
required to follow when handling personal data.
Unfortunately, no data
transmission or storage can be guaranteed to be 100% secure. While we strive
to protect your personal information, we cannot guarantee security of the
information you transmit to us via email or through our website.
8. How long will we keep your personal data?
Whenever
we collect or process your personal data, we’ll keep it only for as long as
is necessary for the purpose for which it was collected. This will be based
on either a legal requirement (where a law says we have to keep information
for a specific period of time) or accepted business practice.
At the end
of that retention period, your data will either be deleted completely or
anonymised, for example by aggregation with other data so that it can be
used in a non-identifiable way for statistical analysis and business
planning.
Some examples of personal data retention periods:
Donations
subject to Gift Aid
We will keep a record of your Gift Aid donation for
seven years to comply with HMRC rules.
Marketing opt-out
If you
request that we stop sending you marketing materials we will keep a record
of your contact details and the minimum appropriate information to enable us
to comply with your request not to be contacted by us.
9. Who do we share your personal data with?
The
personal information we collect about you will mainly be used by our staff
(and volunteers) at The Chetwode Foundation so that we can support you.
We will never sell or share your personal information with organisations so
that they can contact you for any marketing activities. Nor do we sell any
information about your web browsing activity.
We do not share your data
with any third parties.
10. What are your rights over your personal data?
We
want to ensure you remain in control of your personal data. Part of this is
making sure you understand your legal rights.
You have the right to:
•
Ask us what information we hold about you – and be given that information
(usually free of charge).
• Ask us to correct, change or update any
information we hold about you.
• Withdraw your consent for us to use your
information.
• Ask us to delete your information entirely. For example,
when you withdraw consent, or object to us processing your data and we have
no legitimate overriding interest, or once the purpose for which we hold the
data has come to an end.
• Object to your data being processed by us (for
legitimate interests) for reasons connected to your individual situation. We
must do so unless we believe we have a legitimate overriding reason to
continue processing your personal data.
• Make a complaint or ask any
other question in relation to your information.
• Ask us to stop using
your personal data for direct marketing (either through specific channels,
or all channels). We must always comply with your request.
To exercise
any of your rights, or ask us any questions about our data protection
practices, please either speak to your Chetwode Foundation contact or email
the Administrator at:
info@thechetwodefoundation.co.uk
You can also
write to us at:
The Chetwode Foundation
Farm Office
Stragglethorpe Grain Store
Nottingham Road
Cropwell Bishop
Nottinghamshire
NG12 2JU
If we choose not to action your request we
will explain to you the reasons for our refusal.
Checking your identity
To protect the confidentiality of your information, we will ask you to
verify your identity before proceeding with any request you make under this
Privacy Notice. If you have authorised a third party to submit a request on
your behalf, we will ask them to prove they have your permission to act.
11. Contacting the Regulator
If you feel that your
data has not been handled correctly, or you are unhappy with our response to
any requests you have made to us regarding the use of your personal data,
you have the right to lodge a complaint with the Information Commissioner’s
Office.
You can contact them by calling 0303 123 1113 (local rate) or
01625 545745 (national rate)
Or go online to www.ico.org.uk/concerns
(opens in a new window; please note we can't be responsible for the content
of external websites)
Or write to them at Wycliffe House, Water Lane,
Wilmslow, Cheshire, SK9 5AF.
12. Any questions?
We hope this Privacy Notice has
been helpful in setting out the way we handle your personal data and your
rights to control it.
If you have any questions that haven’t been
covered, please contact our Administrator who will be pleased to help you:
• Email: info@thechetwodefoundation.co.uk
• Or write to us at :
Administrator, The Chetwode Foundation, Farm Office, Stragglethorpe Grain
Store, Nottingham Road, Cropwell Bishop, Nottinghamshire NG12 2JU
This notice was last updated on 12 November 2019