How we respect your privacy when we process your personal information
If you have any comments or questions about this notice, feel free to contact us at firstname.lastname@example.org. Our Data Protection Officer is Peter Mart.
1. Personal data that we collect
The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
|Purpose||Data (key elements)||Basis|
|Enquiring about our organisation and its work or services||Name, telephone number, email, message||Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect.|
|Subscribing to email updates about our work||Name, email||Consent – you have given your active consent for us to email you under current PECR legislation.|
|Handing responsibility for a patient over to HART||Name, email, address, location found, treatment given, donation information||Consent – you have handed over responsibility to HART for treatment and onward management of what happens to the patient.|
|Making a donation||Name, email, address, payment information||Legitimate interests – this information is necessary for us to fulfil your intention of donating money and any expectation of receiving a confirmation message. We are legally bound to keep this data for tax purposes by HMRC if you Gift Aid your donation.|
|Signing up as a member||Name, email, address, payment information||Contract – by paying your membership fees you have entered into a contractual relationship with us as set out in our membership terms and conditions.|
|Furthering the mission of the charity||Biographical information, event attendance, donation information, payment information||Legitimate interests – We may use the information you have given us to tailor our communications to you, ensuring that what you hear from HART is relevant. Occasionally, we may supplement our data with publicly-accessible information (such as ACORN / Mosaic profiling) which may help us to better understand our supporter base.|
|Website functionality||Website activity collected through cookies||Legitimate interests – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the contents of your order before you have fully completed the process.|
|Volunteering||Name, email, telephone||Consent – our volunteers are crucial to the work of HART and we use your contact information to manage the relationship you have with us; for example, to let you know about training days or to arrange working hours.|
2. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.
For example, we may use your personal information to:
- reply to enquiries you send to us;
- handle donations or other transactions that you initiate;
- where you have specifically agreed to this, send you fundraising or marketing communications by email or post relating to our work which we think may be of interest to you.
3. When we share your data
We never share your information with third parties for marketing purposes. We may, in the future, work with dedicated service providers, such as a CRM database supplier or mailing house, where data is hosted/processed by them. In any such case, we ensure that a Data Transfer Agreement is in place.
4. How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required. Data is kept by HART for a maximum of 7 years.
5. Rights you have over your data
You have a range of rights over your data, which include the following:
- Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
- You have the right to ask for rectification and/or deletion of your information.
- You have the right of access to your information.
- You have the right to data portability to move your data elsewhere.
- You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you.
6. Cookies & usage tracking
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.