3  HOW WE USE YOUR PERSONAL DATA

• To respond to any correspondence you enter into with us.
• To manage and process your donations and/or any other way you support us, to keep a record of our relationship.
• To keep you updated on the work that we are doing and tell you how your donations are being used.
• To ensure we act on any requests you make about how we do/don’t contact you.
• For campaigning and fundraising purposes.
• Where you sign a petition or otherwise take action, your details maybe sent on to the campaign target, or an email be sent on your behalf, as indicated when you take action.
• To help us analyse and understand our audience. This allows us to make improvements to our campaigning and fundraising and our service to relationship with supporters.
• To allow us to verify your identity if we are required to do so, to be able to comply with laws and regulations, to protect our organisation and your personal data from fraudulent activities.
• In certain circumstances we may use publicly available information, and on occasion use third party services (for example, wealth screening), to help us identify those who may be able to help us financially. We use this information so that we can contact relevant people in the most appropriate way.
• To comply with our legal obligations and to share data with law enforcement agencies if required to do so.

   

4  THE LEGAL BASES UPON WHICH WE USE YOUR PERSONAL DATA

Consent: We use consent to send you details on fundraising and campaigning by email and text. As is your right, you can withdraw your consent at any time. All our fundraising and campaigning emails include an unsubscribe link.

Where you sign a petition or otherwise take action, we also use consent to send your details on to the campaign target, or to send an email on your behalf, as indicated when you take action.

Performance of a Contract: We would need to process your information if you enter into a contract with us – for example, to provide your goods or services when you purchase greetings cards or raffle tickets.

Legal Obligation: We need to retain and use certain records to uphold the law, for tax purposes such as Gift Aid administration, to satisfy legal, regulatory and compliance obligations.

Legitimate Interest: We may collect and use data where this is reasonably necessary for our legitimate interests. Such processing will be fair, balanced and will not unduly impact on your rights as an individual. For example, there may be times when it is not practical or appropriate to ask for your consent and where we are confident this will not impact on your rights.

Our legitimate interests include campaigning and fundraising to support our charitable objectives. In support of these legitimate interests we may collect or process personal data in the following ways:

• for administration and for governance activities related to the Foundation and its entities;
• to record and respond to any correspondence you enter into with us;
• to send you campaigning and fundraising materials by post (you can opt-out of these communications at any time);
• to contact, by email or phone, some very specific audiences relevant to our work (e.g. employees  representatives of food companies, Trusts & Foundations);
• to record and act on your campaigning and fundraising communication preferences;
• to administer donations and other ways you support us, and update you on how your donations are used;
• to thank you for your donations;
• in certain circumstances, to undertake research on individuals before we proactively contact them;
• to improve our efforts against fraud.

5  WHEN AND HOW WE COLLECT YOUR DATA

We collect your data when you contact us directly, or interact with us via a third party, to:

• Make an enquiry to us;
• Sign up to receive emails;
• Take part in a campaign;
• Make a donation;
• Make a purchase from us (e.g. handmade gifts);
• Enquire about or advise us of a gift left in your Will;
• Engage with us on social media;
• Volunteer for us by fundraising or campaigning;
• Attend an event;
• Connect with us online.

In certain circumstances, we will conduct our own research and gather information that is available within the public domain. There is a certain amount of publicly available information from sources such as social media, published articles and news channels. We would use this information to improve our communications and fundraising approaches.

When you are engaging with the Foundation through a third party, please also check their Privacy Policy.

6  MARKETING (CAMPAIGNING AND FUNDRAISING)

As a charity we communicate with individuals to encourage participation in our campaigns and to raise money to fund our work. We send campaigning and fundraising communications in a variety of ways:

BY EMAIL, SMS & PHONE: We will only communicate for campaigning and fundraising purposes via these channels if you have given us your consent for us to do so. As is your right you can withdraw your consent for any method of communication at any time.

BY POST: We send campaigning and fundraising information in the post on the basis of our legitimate interests. You will not receive mail from us if you have specifically requested not to. If you would prefer NOT to receive communications from us in the post, you can let us know via the form included with any of our letters, or by contacting us directly. Please note your preferences may not be updated immediately, but we will aim to process your request within 28 days.

BY SOCIAL MEDIAL ADVERTSING: If you are a social media user, we may use tools provided by the leading social media platforms, such as Facebook, to reach individuals likely to engage with and respond to our campaigns. If you have participated in our campaigns and have not opted out, we may contact you via social media advertising. We may also use your profile anonymously, and in conjunction with many other profiles, to identify audiences that are also likely to engage with our campaigns and thereby help us achieve our charitable mission and objectives.

In order to improve the performance of our campaigns, we use conversion tracking to measure the outcome and improve the return on investment of Facebook Ads, for example, by reporting on the actions that audiences take after viewing those ads. We add a tracking pixel or cookie to our website and then track these conversions back to ads we are running on Facebook. No personal information is contained in or collected as a result of using pixels. To opt out of remarketing pixels and technologies, visit Facebook’s ad preferences page here.

7  LENGTH OF TIME WE KEEP YOUR DATA

Your data is retained for as long as is necessary for the purpose that it was collected for. We are obliged to keep certain data to fulfil certain legal obligations and matters of record keeping e.g. financial records which we are required to keep for six years. Any data that is retained is minimised to ensure that we are keeping only that which is required. We will securely delete all data when it is no longer required.

8  SHARING YOUR DATA

We will not sell or swap your personal data; and it is the Foundation’s policy never to pass on your personal details to other organisations for their use, except when we have your express permission to do so or when the law requires it.

Your data will only be used under our explicit instructions and only for the purposes we specify, to carry out necessary operations for us, such as sending letters or processing financial transactions. All of our suppliers are trusted and will be required to sign agreements with us, each of them agreeing to respect the security of your personal data.

There may be a need to disclose your personal data upon request to regulatory and government bodies as well as law enforcement agencies.

9  CHILDREN AND VULNERABLE INDIVIDUALS

Protecting children

The Foundation is committed to protecting the privacy of children. Although we are not responsible for determining the age of website visitors, our websites are primarily designed and intended for use by people ages 16 and over. If you are younger than this, you should review the terms of this Privacy Policy with your parent or guardian to make sure that you both understand them. No information should be submitted to our website, or communication entered into with the Foundation, by children without parental consent. All applicable laws are followed with respect to data collection from children.

Supporters in vulnerable circumstances

The Foundation is committed to offering the very best standards of supporter care and protecting our supporters’ privacy, dignity and wellbeing. If we believe that a supporter may be in vulnerable circumstances that could affect their capacity to make a decision about supporting us financially, or in other ways, we will do all we can to protect that supporter.

Your rights

You can request a copy of the information that we have on you. This will be free of charge in most cases. Please let us have details of the personal data you want to see and proof of your identity. You can send an email to capacityfoundation@gmail.com or write to us at Brooklands Cottage, Ffordd-y-Bont, Pontybodkin CH7 4TS.

Correcting the information we hold on you

If your personal information is out of date or is incorrect, we will correct it for you on request.

Erasing your personal data from our records

Simply let us know and we will delete your details from our database. This will mean that all records of you will be erased. Please note, for legal reasons we may be required to keep certain information e.g. in the case of financial details, where we are duty bound to keep these on file for six years.

Opting out of all marketing (campaigning and fundraising) communications

We will stop all campaigning and fundraising communications, or communications via a specific channel, on request. If you have given us consent you can withdraw your consent at any time. We aim to update your record within 28 days.

Restricting the processing that we do

If you do not wish your information to be used for the purposes of screening or profiling, let us know. We aim to update your record within 28 days.

Using your information elsewhere

On request, we will provide you (or a third party you nominate) with your personal data in a structured, commonly used and machine-readable format.

Should you feel that your data is not being managed in an appropriate manner, you can raise a concern with the Information Commissioner’s Office. You can also find general information from the ICO here: https://ico.org.uk/for-the-public

The Foundation is committed to keeping your data safe. Your personal data is stored on a secure network and we regularly monitor our systems for vulnerabilities. Access to your data is closely monitored; it is only accessible by staff, volunteers and contractors who are bound by appropriate policies and procedures to protect your information.

We will review the policies and procedures of any third parties that we deal with, to ensure they are compliant with data protection laws.

10  CONTACT

If you wish to contact the Foundation in respect of our Privacy Policy or data management, e.g. gaining access to your data, or having a correction made, please contact our Data Manager by the following means:

By Email:

• To unsubscribe from receiving our emails, please click on the ‘unsubscribe’ link at the bottom of any email we send to you, or contact capacityfoundation@gmail.com.
• To request access to the personal data we hold about you: capacityfoundation@gmail.com.
• For all other enquiries: capacityfoundation@gmail.com.

By Post: The Data Manager, Capacity Foundation, Brooklands Cottage, Ffordd-y-Bont, Pontybodkin CH7 4TS.

By Phone: +44 (0)7779 338343

If you are requesting access to the personal data we hold about you, please provide details of the personal data you want to see and proof of your identity.

If you wish to contact the regulator (Information Commissioner’s Office) you can do so at: https://ico.org.uk/concerns