Friends of the Lake District Privacy Policy

This privacy policy sets out how Friends of the Lake District uses and protects any information that you give Friends of the Lake District. We are committed to ensuring that your privacy and personal details are protected. We will never sell your personal data. This policy explains what data we collect, how we may use it and how we keep it safe.

Any references to ‘we’ or ‘us’ refers to Friends of the Lake District, Murley Moss, Oxenholme Road, Kendal, LA9 7SS, registered charity number 1100759.

If you want to find out more about the information we hold about you or what we do with it, please contact:

Data Protection Lead
Murley Moss
Oxenholme Road
Kendal
LA9 7SS
Telephone: 01539 720788
Email: [email protected]

Friends of the Lake District may change this policy from time to time by updating this page. Policy updated: December 2018

1. What personal data we collect
2. Sensitive personal data
3. How we use your personal information
4. Photographs and video
5. Marketing information by email
6. Telephone
7. Supporter profiling and wealth screening
8. Retaining and storing your data
9. Sharing your data
10. Your data rights
11. Children’s data
12. Links to other websites
13. How we use cookies
14. Complaints

  1. What personal data we collect

    Personal information is any data that can be used to identify you. We only collect, store and use it when we have a specified reason to do so. We will usually collect the following basic information about you from you directly if you are making a donation, paying membership, booking events, registering as a volunteer or buying merchandise:

    • name and title
    • postal address
    • telephone number so that we can call you if there are any administrative issues that need to be resolved
    • address
    • bank account details for setting up a regular direct debit
    • credit card details for processing credit card payments
    • Gift Aid declaration
    • employer details for processing a payroll gift
    • photographs/video of event attendees

    In addition, when joining as a member we may also collect your date of birth. This information helps us to understand the demographics of our membership so we can improve our communications and member services. If you purchase gift or joint membership, your details and those of the recipients will be recorded along with your relationship to them.

    We may also collect, store and process information about your interactions with us. This might include the date, time, content and method of contact (including face to face meetings), details about donations you make to us, events or activities that you register for or attend, how you’ve helped us through volunteering or any request for support.

    We may also collect and record other relevant information that you share with us about yourself, such as your interests or affiliations with other charities, community or campaign groups, local Council or planning team.

    We sometimes receive personal data about individuals, such as volunteers, from third parties, for example when we partner with another organisation for volunteering.

  2. Sensitive personal data

    We do not usually collect or store sensitive personal data such as information about your health, beliefs or politics but there are some exceptions to this.

    If you work for us as a volunteer, contractor or member of staff then we may collect additional information about you, including date of birth, emergency contact details and information about medical conditions. We only hold health information which you have provided to us, unless you have an accident whilst visiting or volunteering for us, in which case we may collect additional sensitive personal data in the event you have an accident whilst visiting or volunteering for us.

    We keep volunteer contact details, including emergency contact details, for two years after their last volunteering activity, with the exception of health information. Health records will be retained for 3 years before deletion unless there has been an accident report related to the data subject in which case we will keep both the health record and the related accident record indefinitely in the event of an insurance or legal claim.

  3. How we use your personal information

    We process personal information for certain legitimate business purposes, which means we have a genuine and legitimate reason for the processing and we are not harming your rights and interests by doing so. Our legitimate interests include the following:

    • where the processing enables us to enhance, modify, personalise or otherwise improve our services and communications to supporters to benefit our charitable objectives.
    • to identify and prevent fraud.
    • to enhance the security of our network and information systems.
    • to better understand how people interact with our websites.
    • to provide postal communications to you which we think will be of interest to you as someone who is supporting our objectives.
    • to determine the effectiveness of our appeal campaigns, advertising and other promotions.
    • to provide a personalised service to you when you visit our website.
    • to ask you what you think of us.
    • to help our fundraising by applying supporter profiling and wealth screening techniques, either by ourselves or through contracted third-parties (see section 7 below for more detail).
    • using images for external marketing and publicity purposes via social media, our website, in presentations or printed materials.

    We also use personal data for administrative purposes including:
    • the processing of membership and donations
    • the fulfilment of orders for goods or services
    • to respect your choices and preferences (eg if you ask not to receive marketing material, we will keep a record of this to ensure we respect your choice).

    In some cases we may also process data to:

• enter into, or perform, a contract with you (eg delivering your membership benefits)
• comply with a legal duty
• help protect your health and wellbeing whilst you are volunteering with us.

We may carry out research and analysis on our supporters’ data to help us better understand them, improve the relevance and effectiveness of our marketing, and provide a better service to supporters. This may include using demographic or other information to identify common characteristics, interests and preferences.

We may also occasionally use publically available information about individuals, such as media reports or information on Companies House about business interests, or information available from internet searching, to inform our communications.

We may aggregate and anonymise personal data before we analyse it so that it can no longer be linked to an identifiable person

4. Photographs and video

We often take images at our events. It is our legitimate interest to do so for publicity purposes. We will ensure that people participating in our events are aware of our intention to collect images. They will have the right to object to our use of them.

In the event that we are taking close up images of children which means the child is identifiable, we will take extra care to ensure their privacy rights are respected. If under 18 years of age, we will secure written parental consent for the taking and use of the photograph or video.

5. Marketing information by email

When providing us with email information via our website, you will be given the option to opt-in to receive marketing communications from us. Where you agree, we may send you our regular e-newsletter and other occasional emails about volunteering, events, appeals and fundraising. You can object or unsubscribe to receiving marketing emails from us at any time. Please let us know by calling us 01539 720788 or emailing us at [email protected]


6. Telephone

We do not make marketing calls without consent. You may receive other types of telephone calls from us which are administrative or in response to a request from you for information, such as regarding your membership, order or volunteering or event booking.

7. Supporter profiling and wealth screening

We continually strive to improve our fundraising efforts so that they are as effective and efficient as possible. To do this, we may occasionally conduct research and analysis on our existing supporter data or on potential new supporters – this kind of activity is a legitimate interest. The types of data processing this may entail includes the following:

• Analysis of supporters by group, post code or particular area to ensure that any campaigns or mailings are sent to those who are most likely to be interested. This helps us to target our resources.
• Research to identify whether an individual may be a potential major donor. To do this we may source information from third parties such as internet search engines, Companies House, wealth screening companies under contract, published biographies and publically available social media profiles.
• We may collect career information, estimate gift capacity, philanthropic history, affinity to our cause, connections to our staff/Trustees/volunteers.
• We may research public records of an individual's trusteeships and previous gifts or donations made by an individual to charity or whether a company that the individual manages or is a director of has a corporate social responsibility (CSR) programme.
• We may research any key networks or organisations that the individual is publically known to be a member of to check for affinity with our objectives.
• We aim to ensure that we only collect information from freely available public sources where an individual would have reasonable expectation that their information may be read by the public or has freely made information available in respect of their business and/or philanthropic interests.
• We seek to ensure that any research or profiling is done in a way that does not unreasonably or unexpectedly intrude on an individual's privacy.
• We also endeavour to make sure that individuals are made aware of the purposes for which we may collect and process their personal data at the earliest reasonable opportunity.
• We may produce short biographies of particular individuals that we are due to meet.
• We are required by the Charity Commission to check the sources of donations to avoid money laundering, fraud or other abuses. To comply with the standards required, we may carry out due diligence on anyone making a significant donation.
• We may also screen supporters if there is a risk of bringing the charity’s reputation into disrepute by association.

If you do not want to have your personal data used for in our profiling activities please let us know at any time by calling 01539 720788 or emailing us at [email protected].


8. Retaining and storing your data

We are committed to ensuring that your information is secure. In order to prevent the loss, misuse or alteration of personal information under our control we have put in place physical, electronic and managerial procedures to safeguard and secure the information we hold. We store our data within the European Union or with providers which have been confirmed as complying with data protection legal standards.
Any personal information you supply to us will not be retained for longer than necessary. This is normally no more than seven years after your last financial contribution or other activity with us.
We regularly review what information we hold and delete any that is no longer required.


9. Sharing your data

We will never sell or rent your personal information to other organisations. We may occasionally share your data with third parties or individuals when obliged to by law, for purposes of national security, taxation, criminal investigations and the following:

• If we have asked you if we can do so and you have given consent
• When we use other companies to provide services on our behalf, e.g. mailing or delivering orders, when using auditors/ advisors or processing credit or debit cards payments.
• If we merge with another organisation to form a new entity, information may be transferred to the new entity
• If we run an event in partnership with another organisation we may need to share your details with that organisation. We will ensure that it is made clear to you what will happen to your data when you register for the event.
• We may share aggregated anonymised statistics about our supporters to potential partners, sponsors or other third parties that we trust but no individuals will be identifiable.


10. Your data rights

You have legal rights for the control of your data, which includes:

• the right for confirmation as to whether or not we hold your personal data
• the right to obtain a copy of the information we hold (called a Subject Access Request, see below).
• the right to have inaccurate data corrected
• the right to have your data erased, except where it is necessary for us to continue to use the data for a lawful reason.
• the right to object to our processing of your data for marketing or profiling
• the right to receive your data in a common electronic format where we hold it either on the basis of your consent or for the performance of a contract.

You can contact us at any time to access, change or update the details we hold on you. You have the right to obtain a copy of your record, known as a Subject Access Request free of charge. However, we may charge a fee of £10 if a Request is manifestly unfounded or excessive, particularly if it is repetitive. We will need to ask you to confirm your identity.

If you would like to access the personal data held on you by Friends of the Lake District, please apply in writing to:

Data Protection Lead
Murley Moss
Oxenholme Road
Kendal
LA9 7SS
Telephone: 01539 720788
Email: [email protected]

We must provide you the information without delay and at the latest within one month of receipt.

We may extend the period of compliance by a further two months where requests are complex or numerous. If this is the case, we will inform you within one month of the receipt of the request and explain why the extension is necessary.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible.


11. Children’s data

Whilst children over the age of 13 can give their own consent to marketing, we have decided not to process the data of anyone under the age of 18 for marketing purposes, in order to best protect the privacy of children. We will not knowingly send marketing information to anyone under the age of 18.

If you are under 18 and want to donate, join as a member or buy merchandise, please obtain your parent/guardian’s permission before you provide any personal information to us and tell us your age.

On occasion, we may hold the data of children who are taking part in events. This may include health data as well as name, address and date of birth. In these circumstances, the data will need to have been provided by the parent or guardian. In all cases, children are required to be accompanied at our events by a responsible adult.


12. Links to other Websites

Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.


13. How we use Cookies

When visiting our website we may place ‘cookies’ on your device. A cookie is a text file containing small amounts of information which asks permission to be placed on your computer's hard drive. If you agree, the file is downloaded to your device. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

You do not need to disclose any personal information to simply browse our site.

We use cookies to help us to:

• Remember the contents of your basket
• Remember your settings during and between visits
• Improve the speed/ security of our site
• Identify which and for how long pages are being visited and which are not and so that we can improve the user friendliness of our site
• Allow you to share pages with social networking sites
• Analyse how people came to be on our website and the country, region, city and/or borough associated with your IP address or device to help us make our marketing more efficient
• Track order completion rates so that we can improve transaction processes
• Identify any error messages you might find on the website
• The type of device and browser you use.

A cookie in no way gives us access to your computer or any information about you, other than the data you specifically choose to share with us.


14. Complaints

If you would like to make a complaint, please see our Complaints policy.