1. Document Purpose
We are a Data Controller for the purposes of the Data Protection Act (DPA) 1998 and the EU General Data Protection Regulation (GDPR). This means that we are responsible for, and control the processing of, your personal information.
For further information about our privacy practices, please contact us:
• Post: Royal Victoria Park, Marlborough Lane, Bath BA1 2LZ
• Email: firstname.lastname@example.org
2. Collecting your information
We want to ensure we’re communicating to you in your preferred communication method and that it’s relevant to you. We may collect this information:
a. When you subscribe to our newsletter; this may be via our website, through a hard-copy sign-up form at an event or one of our fundraising platforms (Charities Aid Foundation).
b. When you donate to one of our fundraising projects.
3. Information we collect and why we use it
BBPF must have a reason to collect your information, as per the regulations with GDPR and the DPA 1998. Personal information we collect includes details such as your name, email address and postal address, telephone number and credit/debit card details if you are making a purchase or donation. We are not permitted to collect information we do not need or will not use.
We will use this information to:
a. Provide you information about our news, events, fundraising campaigns and volunteer opportunities.
b. To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
c. 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.
d. Where you volunteer with us, to administer the volunteering arrangement.
You can update or remove the information we store about you by:
a. Unsubscribing from our mailing list at any time by clicking the unsubscribe link at the bottom of our email newsletter.
b. Contacting us Email: email@example.com
c. By post: c/o Royal Victoria Park, Marlborough Lane, Bath BA1 2LZ
If you give consent for BBPF to use your information you may withdraw it at any time. However, this may affect our ability to continue to provide you with information.
You have the right to request, in writing, any information that is held about you and you have the right to access a copy of this information. We don’t sell your personal information to anyone else.
4. The legal basis for using your information
We will only use your personal information where we have your consent or because we need to use it to fulfil a contract with you. For example, to process Gift Aid on a donation. We may disclose your information if required to do so by the law.
5. Who we may share your information with
We use a range of organisations to either store personal information or to help deliver our services to you. These include:
a. MailChimp®: a registered trademark of The Rocket Science Group. MailChimp® is the software we use to send out our email newsletters and to store our email marketing database.
b. Surveymonkey Inc: a company that owns the software we use for our research and data collection.
c. Bristol City Council and Bath & North East Somerset Council: where there is a joint venture alongside the Council we may share information if required to.
6. How long we will keep information about you
We will only keep your information for as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations (for example, the collection of Gift Aid). This is typically six years.
Your details will be kept on our marketing database until you unsubscribe from our mailing list.
7. Keeping your information safe
BBPF take looking after your information seriously, we will only store data you have consented to provide us. Any debit/credit details which are received via our website are managed securely by our partners Charities Aid Foundation and we do not have access to your financial details.
If a breach of GDPR occurs, it will be reported to the Information Commissioner. For further information about Information Rights legislation, please contact the Information Commissioner’s Office at www.ico.org.uk or by telephone 0303 123 1113.
8. Policy review
This policy will be reviewed by the Trustees or their representative every April or as the need arises.