The policy sets out the different areas where user privacy is concerned and outlines the obligations and requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.
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 to 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 1998 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 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
- 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.
GDPR allow us to contact our supporters without having their prior consent if we have legitimate interest, such as notifying people of health and safety procedures at an event or event cancellation for example. When using legitimate interest, we will make sure that the individuals have the opportunity to opt-out of future communications. Our donors and supporters will be treated fairly and respectfully and we will ensure that we meet our legal obligations.
Right to be forgotten or be removed from marketing
If for any reason a donor wishes to have personal details removed from our records, they can contact us at email@example.com 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 aware of the policies and procedures of the Orchard Project.
- We will not sell supporters’ data to third parties.
- We will not share supporter’s 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.
Third Party Service Providers working on our behalf:
We may pass supporter’s 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
Our supporters give us their explicit consent to be contacted by us by ticking the relevant boxes situated on the form on which we collect their personal data.
Supporters can change their consent at any time and unsubscribe from our communications by contacting us at firstname.lastname@example.org or 07715 407765.
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;
- 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 them with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. We will seek their prior consent to the new 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 1998. 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 but only if this was made clear to you and your express permission was granted when submitting any form to email process.
This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.