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Version:

V.11.21 - 12th June 2019

Registered Charity No. 1133344

Privacy

 

22/05/2018

 

Data Protection Privacy Notice

Please read this privacy notice carefully to understand how we collect, use and store your personal data.  At African Sisters of St. Mary (CMM) Support Group we take your privacy very seriously and are committed to protecting your personal information.  This privacy policy explains how we, African Sisters of St. Mary (CMM) Support Group, may collect and use the information you give us.


If you have any questions regarding this privacy notice, please use the Contact page.

 

How we collect information

We may collect information about you whenever you interact with us, for example when you:
•    Inquire about our activities, visit our website or donate to us
•    Sign up to receive updates on a campaign or our activities
•    Volunteer for us
•    Attend a meeting with us and provide us with information about you
•    Take part in one of our events or fundraise on our behalf
•    Contact us through the following channels: online, email, phone, SMS, social media or post
 

Where we collect information from

 

African Sisters of St. Mary (CMM) Support Group may collect information in the following ways:
•    When you give us information directly: You may provide your details to us when you request specific information, make a donation, campaign for us or participate in one of our events.
•    When you give us information indirectly: Your information may be shared with us when you use other fundraising sites, and provide your consent to be contacted by African Sisters of St. Mary (CMM) Support Group. For example, if you are fundraising for us via Just Giving, BT Donate, PayPal or Virgin Money. These organisations will have their own privacy policy and/or privacy statements, so please do ensure you understand this when providing your data.
•    When we collect information when you are using our website: Upon visiting our website, information about your visit is recorded and stored although note that we do not use cookies.


 

What categories of personal information we collect

 

The type and quantity of information we collect and how we use it depends on why you are providing it. If you support us, for example by making a donation, volunteering, registering to fundraise, signing up for an event or campaigning for us, we may collect where relevant:
•    Your name
•    Your contact details (full address, email address and phone number)
•    Your date of birth
•    Your bank or credit card details (only if you are making a donation)
 

How we will use your personal information

 

We will use your personal information in a number of ways, including for the following purposes:
•    To provide you with the information you have requested
•    To update you about any changes to our activities
•    To administer your donation, including Gift Aid processing
•    To maintain our organisational records and ensure we have your most up-to-date marketing preferences
•    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 the ways in which you have agreed to be contacted)
 

How we keep your data safe and who has access to it

 

We place great importance on the security of your personal information and will always try to take appropriate precautions to protect it.  We ensure that there are appropriate technical controls in place to protect your personal details.  We always ensure only authorised personnel (for example African Sisters of St. Mary (CMM) Support Group trustees or volunteers) have access to your information.  Despite our precautions, no data transmission over the internet can be guaranteed to be 100% secure. So, while we strive to protect your personal information, we cannot guarantee the security of any information you disclose to us online, and you must understand that you do so at your own risk.

Who we share your personal data with

 

Our charity work is all managed in-house and we do not use marketing agencies or data management firms. Your data is not shared with anyone outside of African Sisters of St. Mary (CMM) Support Group.  We may legally be required to disclose your details if required to by the police or for regulatory reasons. We will only ever share your data in other circumstances if we have your consent to do so.

 

How we keep your information up to date

 

Where possible, we try to keep your records up to date; for example, using the Post Office’s National Change of Address database. However, we really appreciate it if you let us know if your contact details change.

How long we keep your information for

 

We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of any donations you have made for at least six years. If you ask us to stop sending you marketing materials, we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us. Legacy income is important to sustaining African Sisters of St. Mary (CMM) Support Group’s work. We may keep data you provide to us indefinitely, both to administer legacy gifts and to communicate effectively with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.
Where you contribute material to us, for example through user generated content or in response to a particular campaign, we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted, unless otherwise stated at the point of generation.
 

Our legal basis for processing your information

 

Although in many cases we will seek consent to process your personal data, in some instances we may process your information without consent when we are legally allowed to do so. This will only be where we have a legitimate interest to do so and where we are confident that such processing is not likely to prejudice your legitimate interests or rights and freedoms.
Where we are processing your personal data on the basis of consent that you have given us, you are entitled to withdraw that consent at any time such that we can no longer rely on it as a basis for continuing to process your personal information. You may do this at any time via the Contact page on our website or by writing to us.
 

Your rights

 

You retain control of how we use your data and you have the right to ask us to stop processing your personal information, which we will do. In some circumstances, we may legally be required to retain your personal information for audit purposes. However, this will be discussed with you depending on your requirements. Please contact us via the Contact page and adding “Delete” to the ‘Subject’ field or simply ask if you have any concerns.


You also have the right to request a copy of the information we hold about you. If you want to access your information, please contact Dirk Juttner here.


Individuals have various rights under Data Protection Law to access and understand personal data about them held by us, and in some cases ask for it to be erased or amended or for us to stop processing it, but subject to certain exemptions and limitations.  For more information on these rights please read the relevant guidance issued by the ICO at https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/individuals-rights/