The Orchard Project is the working name for The Orchard Project (Cause) Ltd, a registered charity (no. 1139952) and company limited by guarantee (no. 06902160).
This privacy statement governs the policy of all individuals whose data we process. It exists to help you understand how and why we collect personal information about you and what we do with that information. It also explains the decision that you can make about your information.
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.
Use of personal data
The Orchard Project recognises the right to privacy of the individual as a basic human right. We accept that personal details about an individual belong to that individual. Accordingly, we undertake to respect the confidentiality of certain information in relation to relevant legislation – the Data Protection Act of 2018 and the General Data Protection Regulations (GDPR) May 2018. Confidentiality is based upon a reasoned concern for the interests of the person to whose personal information we have access. Respecting confidentiality means that information may be disclosed only with consent and when necessary, and that consultation and discussion remains within those boundaries. This protects the integrity of both The Orchard Project and of individuals.
How we use personal data relating to supporters, members, benefactors, beneficiaries, partners and affiliates (for simplicity, referred to in the rest of the policy as ‘supporters’)
The Orchard Project complies with its obligations under the GDPR by keeping personal data of supporters up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
What type of data is collected?
The personal data we collect includes names, addresses, email addresses, telephone numbers, bank details, and IP addresses.
We use supporters’ personal data for the following purposes:
- To enable us to provide a voluntary service for the benefit of the public as specified in our constitution;
- To fulfill orders for tickets, goods, or services (whether placed online, over the phone or in person);
- To fundraise and promote the interests of the charity;
- To process donations and gift aid applications;
- To manage our volunteers;
- To maintain our own accounts, records and monitoring; and
- To inform supporters of The Orchard Project’s news, events and activities and services, including fundraising campaigns
How long will we keep personal data for?
We review our retention periods for personal data yearly and consider the purpose we hold the information for in deciding whether (and for how long) to retain it. Any data that is no longer needed for these purposes will be deleted securely. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid) for at least 6 years.
Lawful basis for processing
We rely on consent for most of our communication with you. This is usually collected when you first make contact with us. You can change you consent at any time and unsubscribe from our communications by contacting us at email@example.com or 07715 407765.
The Orchard Project relies on legitimate Interest for certain activities such as communication related to activities where consent is not required. For example notifying people of health and safety procedures at an event or event cancellation, or fundraising related activities such as research.
When using legitimate interest, we will make sure that the individuals have the opportunity to opt-out of the processing. Our donors and supporters will be treated fairly and respectfully and we will ensure that we meet our legal obligations.
Fundraising and analysis
As a charity, The Orchard Project relies on donations from individuals to support its charitable purposes. To do this, we look to research and identify individuals whose values align with the mission and vision of The Orchard Project.
To enable us to do this in an efficient, cost effective and focused way we may use publicly available information (collected either in-house or by third parties) to identify whether or not you are likely to want to financially support The Orchard Project. We may use information gathered from public sources, for example, Companies House, the Electoral Register, company websites, ‘rich lists’, and social networks such as LinkedIn. We may carry out a wealth screening, a process which uses trusted third-party partners to fast track some of this work. This is used alongside the information you provide us.
By carrying out research and processing in this way, we can focus conversations we have with you about membership, fundraising and volunteering in the most relevant way, and ensure that we provide you with an experience as a donor or potential donor which is appropriate for you.
We will always endeavour to do so with great care and in a way that does not unduly impact your rights and freedoms regarding the use of your personal data. You can ask us not to process your data in this way at any time.
Right to be forgotten or be removed from marketing
If for any reason you wish to have your personal details removed from our records, you can contact us at firstname.lastname@example.org or call us on 07715 407765 and request that data is removed. We will always comply promptly with such requests. We will remove the details of anyone who has not actively supported us in the last eight years.
Who has access to personal data?
- Staff and consultants that use our database to communicate with our supporters, administer supporter records and for monitoring and evaluation purposes. The Orchard Project ensures that consultants handle data with care and are subject to appropriate data processing agreements; whilst being aware of the policies and procedures of the Orchard Project.
- We will not sell supporters’ data to third parties.
- We will not share supporters’ data with third parties for marketing purposes, unless we gathered supporter data as part of a joint promotional campaign with a third party, and acquired an explicit opt-in from them.
- All personal data is kept in locked filing cabinets and/or in password protected computer databases. Secure processes are used for transferring data internally and externally with third parties.
Third Party Service Providers working on our behalf:
We may pass supporters’ information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services on our behalf (for example to process donations and mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep information secure and not to use it for their own direct marketing purposes.
Supporters’ rights and their personal data
Under the GDPR, supporters have the following rights with respect to their personal data:
- The right to request a copy of their personal data which The Orchard Project holds about them;
- The right to request that The Orchard Project corrects any personal data if it is found to be inaccurate or out of date;
- The right to request their personal data is erased where it is no longer necessary for The Orchard Project to retain such data; and
- The right to object to the processing of personal data, (where applicable), the right to lodge a complaint with the Information Commissioners Office.
If we wish to use supporters’ personal data for a new purpose, not covered by this Data Protection Policy, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. You will always have the opportunity to opt out of this processing.
We will report breaches (other than those which are unlikely to be a risk to individuals) to the ICO where necessary, within 72 hours. We will also notify affected individuals where the breach is likely to result in a high risk to the rights and freedoms of these individuals.
Cookies are small files saved to the user’s computer hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive, they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
Other cookies may be stored to your computer’s hard drive by external vendors when this website uses referral programmes, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
Although this website only looks to include quality, safe and relevant external links users should always adopt a policy of caution before clicking any external web links mentioned throughout this website.
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Contact and Communication
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 2018. Every effort has been made to ensure a safe and secure form to email submission process but users using such form do so at their own risk.
This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates. This will either be done through consent which is collected when you first make contact with us or via legitimate interest – as outlined under the Lawful basis for processing section above.
This is by no means an entire list of your user rights in regard to receiving email marketing material.