This Privacy Policy sets out how we collect, use and store your personal information (this means any information that identifies or could identify you).
The It's Our Day Policy may be subject to change. This is version 1 was last updated on the 13th August 2019. If we were to make changes to this privacy policy, people will be made aware through our website and via direct contact.
CONTENTS
Who we are
How we collect information about you
Information we collect and why we use it
Legal basis for using your information
Marketing
Sharing your Information
Keeping your information safe
How long we hold your information for
Your rights
Monitoring
1. WHO WE ARE
Here at It's Our Day we are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.
We are a "data controller" for the purposes of the Data Protection Act 1998 and (from 25 May 2018) 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.
2. HOW WE COLLECT INFORMATION ABOUT YOU
All data we collect, we do so in the best interest of all stakeholders of It's Our Day.
We want to make sure you receive communications relevant to you, be that through various mean; our website, email, phone calls or post.
We collect information from you in the following ways:
When you interact with us directly: This includes when you phone us, visit our website, make a donation, or get in touch through the post, email, or in person.
When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving or one of the other third parties that we work with and provide your consent for your personal information to be shared with us.
3. INFORMATION WE COLLECT AND WHY WE USE IT
Personal Information
We collect personal data in the form of your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a donation), as well as any information you may provide through communications with us.
We will mainly use this information:
To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
To provide the services or goods that you have requested.
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 Charity 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.
Where you volunteer with us, to administer the volunteering arrangement.
If you do not provide this information, we will not be able to process your donation, sign you up for a particular event or provide goods and services you have requested.
We may also use your personal information:
To contact you about our work and how you can support It's Our Day.
To invite you to participate in surveys or research.
Sensitive Personal Information
If personal experiences or the experiences of a friend or relative are shared, this becomes Sensitive Personal Information. We treat this information with extra care and confidentiality in accordance with this Privacy Policy.
You can decide to remain anonymous. You can also decide if you would like us to share your story with other parties.
A special note about the Sensitive Personal Information we hold
Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs.
We will only use this information:
For the purposes of dealing with your enquiry, training, and quality monitoring or evaluating the services we provide.
We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.
Where you have given us your express consent or otherwise clearly indicated to us that you are happy for us to share your story, then we may publish it with third parties.
5. LEGAL BASIS FOR USING YOUR INFORMATION
In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you have placed an order on our website).
However, there are other lawful reasons that allow us to process your personal information and one of those is called 'legitimate interests'. This means that the reason that we are processing information is because there is a legitimate interest for It's Our Day to process your information to help us to achieve our vision.
Whenever we process your Personal Information under the ‘legitimate interest' lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post, use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.
6. MARKETING
We will only contact you about our work and how you can support It's Our Day by phone, email or text message, if you have agreed for us to contact you in this manner.
7. SHARING YOUR INFORMATION
The personal information we collect about you will mainly be used by our staff (and volunteers) at It's Our Day so that they can support you.
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities.
It's Our Day may however share your information with our trusted partners and suppliers who work with us on or on our behalf to deliver our services, but processing of this information is always carried out under our instruction.
Legal disclosure
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of sale and other agreements.
8. KEEPING YOUR INFORMATION SAFE
We take looking after your information very seriously. We've implemented appropriate controls to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.
Any debit or credit card details which we receive are dealt with by Just Giving. See their Privacy Policy for more detail. https://www.justgiving.com/info/privacy-policy-versions/privacy-policy-v30
9. HOW LONG WE HOLD YOUR INFORMATION FOR
We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations.
10. YOUR RIGHTS
You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting us at hello@itsourday.org.uk.
You can also make a complaint to the data protection supervisory authority, the Information Commissioner's Office, https://ico.org.uk/:
Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests on the above email.
Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.