Please read this policy carefully to understand how we collect, use and store your personal data.
WHO ARE WE?
The processing of your personal data is carried out by or on behalf of Lady Fatemah Charitable Trust.
Lady Fatemah Charitable Trust is a UK Registered Charity No: 1072270
HOW CAN YOU CONTACT US?
The Data Protection Officer
Lady Fatemah Charitable Trust
September Lodge, Village Way, Little Chalfont, Buckinghamshire, HP7 9PU, United Kingdom
- HOW DO WE COLLECT YOUR INFORMATION?
We may collect information about you directly whenever you interact with us. For example, when you contact Lady Fatemah Trust regarding our activities, register as a supporter, send or receive information, engage with our social media or make a donation to us, you may provide us with your personal information.
- WHAT INFORMATION DO WE COLLECT?
The information we collect from you directly, may include:
• email address,
• telephone number,
• contact preferences,
• bank account details for setting up a regular direct debit,
• credit card details for processing credit card payments,
• employer details for processing a payroll gift,
• taxpayer status for claiming Gift Aid,
• date of birth or age to confirm you are over 18,
• gender, where appropriate (e.g., where registering for an event, such as a race).
We may also collect and process information about your interactions with us, including details about our contacts with you through email, SMS, post, on the phone or in person (i.e., the date, time, and method of contact), details about donations you make to us, events or activities that you register for or attend and any other support you provide to us. We may also collect and record any other relevant information you share with us about yourself, including your interests or your affiliations with other charities, community groups, your employer or a Lady Fatemah Trust partner. If you are a minor, we may collect the name and contact details of a parent or guardian and, where appropriate, the name and location of your school.
In order to ensure that our communication with you is relevant and tailored to your background and interests, we may supplement what we know about you with information that is available to the public. This allows us to better understand your interests, preferences, and level of potential engagement and/or donation, so that we can contact you in the most appropriate way and to ensure that we do not send you unwanted communications. The information we collect and process about you from publicly-available sources may include demographic information associated with your postcode or your address and an estimate of your age. We may collect this information ourselves or through third-party service providers.
- HOW DO WE USE YOUR INFORMATION?
We may use your information in a number of ways, including:
• To provide you with information, products or services that you have requested from us or that we feel may be of interest to you;
• To provide you with information about our work or our activities;
• To invite you to participate in interactive features on our website;
• To process donations we may receive from you;
• To fundraise in accordance with our internal policies and procedures;
• For administrative purposes (for example, we may contact you regarding an event for which you have registered, to provide information requested from us through Supporter Care or with a query regarding a donation you may have made to us);
• For internal record keeping relating to any donations, feedback, or complaints;
• To invite you to participate in voluntary surveys or research;
• To contact you where you have been identified as a contact person for an organisation, such as a school (if we obtain your contact details in this way, we will only use them to contact you in your capacity as a representative of that organisation unless you have separately indicated that you are happy to be contacted as an individual supporter);
• To analyse and improve the content and operation of our website;
• To analyse and improve our internal business processes;
• To analyse the personal information we collect about you and use publicly available information to better understand your interests, preferences and level of potential donations so that we can contact you in the most appropriate way and to ensure that we do not send you unwanted communications;
• To assess your personal information for the purposes of credit risk reduction or fraud prevention; and
• Where we are required by law to disclose or otherwise use your information.
In particular, we may contact you for marketing purposes by email or text message if you have agreed to be contacted in this manner. We may also send you service communications via email or text, for example where you donated on our website, or you have made a donation by text.
If you have provided us with your postal address or telephone number, we may send you information about our work or other communications of the kinds described above by direct mail or contact you by telephone unless you have told us that you would prefer not to hear from us in this way.
- HOW DO WE PROTECT YOUR PERSONAL INFORMATION?
We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and up to date, and that we only keep it as long as is reasonable and necessary.
Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We do our best to protect personal information, but we cannot guarantee the security of information transmitted to our website, so any transmission is at the user’s own risk. However, any payment card details (such as credit or debit cards) we receive on our website are passed securely to our payment processing provider according to the Payment Card Industry Security Standards.
- HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?
We will keep and delete your information according to our internal policies and will keep it no longer than reasonably necessary for the purposes for which we hold it, taking into account relevant legal and regulatory retention requirements (e.g. tax or health and safety requirements) and operational considerations.
- HOW CAN YOU CHANGE YOUR MARKETING PREFERENCES OR UPDATE THE INFORMATION WE HOLD ABOUT YOU?
You can change any of your marketing preferences at any time (including telling us that you don’t want us to contact you for marketing purposes) by:
• Indicating that you do not wish to receive our marketing emails by clicking the ‘unsubscribe’ link in at the end of our marketing emails;
• Asking us to stop sending you marketing texts by sending us an "opt-out" text message, following the instructions we provide you in the marketing texts you receive from us;
• Contacting us by email at firstname.lastname@example.org, or by telephone at +44 (0) 1494 762 063
• , or by writing to us at:
September Lodge, Village Way, Little Chalfont Buckinghamshire HP7 9PU
If you have indicated that you do not wish to be contacted for marketing purposes, we will maintain your details on a suppression list to help ensure that we do not continue to contact you for marketing purposes. However, we may still need to contact you for administrative purposes, including (but not limited to):
• Processing a donation you have made and any related Gift Aid;
• Providing you with the information you need to participate in an activity or event for which you have registered (e.g., a LFT Gala ); and
• Explaining and apologising where we have made a mistake.
Similarly, if your contact details have changed or you think any information we have about you is incorrect or incomplete, you can always update or correct the information we hold about you by contacting us through our contact details as explained above.
- WHAT OTHER DATA PROTECTION RIGHTS DO YOU HAVE?
Under UK data protection law, you have certain rights over personal information that we hold about you. These rights are summarised below. Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances.
You can assert your rights, raise a concern, or make a complaint about how we process your personal data by contacting our Data Protection Officer. It will assist us, if you explain your request or concern and describe the personal information you are referencing as specifically as possible. In order to action your request, we may need to request further information or request that you provide proof of identity.
Your rights in relation to our processing of your personal information, include:
• Right to object to the processing of your data - you have the right to object to our processing of your personal data in certain circumstances. If you object, please explain your objection and the reason for it. If you are objecting to the processing of your data for direct marketing purposes, you can tell us in any of the ways described in the section ‘How can you change your marketing preferences or update the information we hold about you?’ above and we will stop processing your data for those purposes as soon as reasonably possible.
• Right to have inaccurate or incomplete personal information corrected or completed - if you believe our records of your personal information are inaccurate or incomplete, you have the right to ask us to correct or complete those records. You can do this as described in this section or in the section ‘How can you change your marketing preferences or update the information we hold about you?’ above.
• Right to restrict processing – in certain circumstances, you have the right to ask us to stop making active use of the personal information that we retain in our records about you, if there is disagreement about its accuracy or legitimate usage.
• Right of erasure - in certain circumstances, you have the right to request that we delete your personal information from our records.
• Right of access - you can write to us to ask for confirmation of what information we hold relating to you and to request a copy of that information. Provided we are satisfied that you are entitled to see the information requested and we have successfully confirmed your identity, we will provide you with your personal information subject to any exceptions that apply.
• Right to receive your personal information in a portable format – in limited circumstances, where we are processing information you provided to us because you gave us your consent or because it is necessary for the performance of a contract and the processing is carried out by automated means, you may ask us to provide it to you in a portable format.
If you are not happy with how we have handled your request or complaint, you can contact the Office of the Information Commissioner, which oversees the protection of personal data in the UK.
Alternatively, you may choose to contact the Information Commissioner directly about your complaint, regardless of whether you have raised it with us first.
- WHY ARE WE ALLOWED TO PROCESS YOUR PERSONAL INFORMATION?
Our Privacy and Cookie Policies take into account several laws, including:
• the Data Protection Act 2018
• the Privacy and Electronic Communications (EC Directive) Regulations 2003
• General Data Protection Regulation (EU) 2016/679
Generally, our processing of your personal information as described in this policy is allowed by these laws based on one or more lawful grounds, including:
• Where you have provided your consent to us using your personal information in a certain way. For example, we only use your information to send you marketing communications by email or text with your consent. We also may ask for your explicit consent if you share sensitive personal information with us.
• Where the processing is reasonably necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering a contract. For example, we may rely on this basis where you apply to work for us.
• Where the processing is reasonably necessary to comply with a legal obligation to which we are subject. For example, we may rely on this basis where we are obliged to share your personal information with a regulator or HMRC.
Where we process sensitive personal data (as mentioned above), we will make sure that we only do so in accordance with one of the additional lawful grounds for processing that type of data, such as where we have your explicit consent or you have made that information manifestly public.
- YOUR CREDIT OR DEBIT CARD INFORMATION
If you use your credit or debit card to donate to us, buy something or make a booking online, we pass your card details securely to our payment processing partner as part of the payment process. We do this in accordance with the Payment Card Industry Security Standard, and don’t store the details on our website or databases.
- OTHER WEBSITES
We cannot be held responsible for the privacy of data collected by websites not owned or managed by The Lady Fatemah Trust, including those linked through our website.
Emails aren’t always secure, and they may be intercepted or changed after they’ve been sent. The Lady Fatemah Trust doesn’t accept liability if this happens. The contents of emails reflect their author's views and not necessarily those of The Lady Fatemah Trust.
Please do not send The Lady Fatemah Trust any financial data through email.
The information in emails is confidential, so if you’ve received one by mistake, please delete it without copying, using, or telling anyone about its contents.
COOKIES AND HOW WE USE THEM
- WHAT ARE COOKIES?
Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device and to target the content displayed to the user’s interests.
You can find more information about cookies at: www.allaboutcookies.org and www.youronlinechoices.eu for a video about cookies visit www.google.co.uk/goodtoknow/data-on-the-web/cookies
- TYPES OF COOKIES
There are two broad types of cookies - 'first party cookies' and 'third party cookies':
First party cookies are cookies that are served directly by the website operator to your computer, and are often used to recognise your computer when it revisits that site and to remember your preferences as you browse the site. Basically, these are our cookies.
Third party cookies are served by a service provider on behalf of the website operator, and can be used by the service provider to recognise your computer when you visit other web sites. Third party cookies are most commonly used for web site analytics or advertising purposes.
In addition, cookies may be either 'session cookies' or 'persistent cookies'. Your computer automatically removes session cookies once you close your browser. Persistent cookies will survive on your computer until an expiry date specified in the cookie itself, is reached. We use both session and persistent cookies.
- CATEGORIES OF COOKIES WE USE
1. Strictly necessary cookies: These cookies are essential for the user to move around the website and to use its features, e.g. shopping baskets and e-billing.
2. Performance cookies: These cookies collect information about how the user makes use of the site, e.g. which pages the user visits most. These cookies do not collect information that identifies the user.
3. Functionality cookies: These cookies remember choices made by or attributes of the user and enhance the features and content you experience during your visit to our website, e.g. language, appeals visited or user’s location. This cookie is also used to remember a user's preferences for a font size, or customisable parts of a web page.
We have assessed our cookies based on the ICC Cookie Guide. The majority of our cookies fall into the first two categories.
- WHAT INFORMATION DO WE COLLECT USING COOKIES?
We may collect some, or all, of the information available from cookies when you visit our website, depending on how you use it. We monitor how people use our website so we can improve it. We collect this information anonymously.
However, you can choose to use our website anonymously without giving us any information. Please see ‘Changing your cookie preferences’ below.
• the areas of the website you visit;
• the amount of time you spend on the site;
• whether you are new to the site, or have visited it before;
• the country, region, city and/or borough associated with your IP address or device;
• how you came to our website – for example, through an email link or a search engine;
• the type of device and browser you use;
• how you use the website and the quality of your experience – for example we may track your bandwidth when viewing videos;
• how you interact with our donation and sign up forms – for example what you select as your communication preferences; and
• any error messages that you receive on the site
Although not through cookies, we do measure the success of the emails we send – so we know what subject lines and stories people liked the most. We receive this information anonymously; we don’t share this information.
- WEBSITE STATISTICS ANALYTICS, TESTING AND PERSONALISATION
Because we are in a transition period, our website currently uses three types of web analytics services:
Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which (as discussed above) are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.
You can always opt-out of Google Analytics cookies by Google’s opt-out tool.