Berkshire Women’s Aid (BWA) will only collect, process and store information about you that you have willingly provided. We aim to be open about collecting this information and clear about what we will use it for.
When you engage with our services, give us a donation or sign up to support us in other ways we will ask for your information. We use this information to manage your engagement with us, such as to provide you with a service, process your donation, support your event, send you information about our campaigns so that you can take part in supporting our work, to provide you with a service and to record how you would like to hear from us.
We will process your personal data on the basis of your consent and/or our legitimate interests (which include the provision of services related to domestic violence, administration and improvement of our websites, the provision of information about our services, campaigns and fundraising activities, management of relationships with our volunteers, donors and other supporters and for compliance with applicable laws, rules and regulations).
What information do we collect?
We may collect two kinds of information about our users:
- Personal information such as name, postal address, telephone number, e-mail address, date of birth (where appropriate), card or bank details, IP address, information about your interests and hobbies etc. We may collect this information only in connection with specific activities, such as registration requests, product purchases, feedback, the provision of information on products and services, competition entries etc. The information is either needed to provide our services, fulfil your request or to enable us to provide you with a more personalised service by analysing or reviewing the information that you provide to ensure that we give you access to or send you the information that you are interested in. You don’t have to disclose any of this information. However, if you do choose to withhold requested information, we may not be able to provide you with certain services.
- Special category personal data such as race, ethnic origin; politics; religion; trade union membership; genetics; biometrics (where used for ID purposes); health; sex life; or sexual orientation. This is in order to carry out our services and under our legal obligations
We will never sell or swap your details.
If you change your mind after ‘opting in’ to receive our information, you can unsubscribe using the link in an email, write to email@example.com or call 0118 9504003 and let us know.
We may share your information with third parties in the process of managing your engagement with us, such as payment processors for donations, partners who manage sponsored events.
We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.
Information about children
It is not the policy of BWA to contact children under the age of 18 directly. Where BWA may act on behalf of clients in this respect BWA expects those clients to comply with all relevant UK Data Protection and Safeguarding legislation.
Our sites contain links to other sites. We cannot be responsible for the privacy policies and practices of other websites even if you access them using links from our websites and recommend that you check the policy of each site you visit.
In addition, if you linked to our websites from a third party website, we cannot be responsible for the privacy policies and practices of the owners or operators of that third party site and recommend that you check the policy of that third party site and contact its owner or operator if you have any concerns or questions.
We use external companies to collect or process personal data on our behalf. We undertake checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they have collect or have access to.
There are times when we may be forced to share your information with police, regulatory bodies or legal advisors without your permission (sometimes referred to as ‘breaching confidentiality’). This could be for one of the following reasons:
- where there is reasonable cause to suspect that a child or young person may be experiencing or at risk of experiencing significant harm.
- where there is reasonable cause to suspect that an adult’s life may be in immediate danger;
- where a court orders Berkshire Women’s Aid to disclose information;
- where the user is disclosing information about an act of terrorism.
Building profiles of supporters and targeting communications
We may use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively, which donors consistently tell us is a key priority for them. We do this because it allows us to understand the background of the people who support us and helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.
When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available. Such information is compiled using publicly available data about you, for example addresses, listed Directorships or typical earnings in a given area.
Keeping your data safe
We constantly work to make sure that your data is properly protected through encryption, firewalls and monitoring.
We make sure that your data is only seen by people who need to view it for their work and that our staff are trained in protecting your information.
In the rare event of Data loss or breach we have processes and procedures in place to escalate and eliminate the risk.
We work closely with our external IT support to make sure all processes are adhered to.
Keeping your information up to date and how long we keep it for
Where possible we keep our records up to date and use public records to do this in some cases. We are more easily able to do this if you let us know when your details change.
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 donations subject to gift aid for at least seven years to comply with HMRC rules.
If you request that we 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 – we may keep data you provide to us indefinitely, to carry out legacy administration and 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.
Right to access your information
You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.
You also have a right to ask us to correct, delete, or restrict your personal data. You may ask us to send your information to someone else, or to give you information in a way that makes it easy for you to pass on. You can also object to or withdraw your permission for us to process your information, which we will do unless it is necessary for the purpose you have provided it, such as processing your donation.
If you want to exercise any of these rights, send a description of your request (including the information you want to access, if applicable) and proof of your identity by post to our office: PO Box 413, Reading, RG1 8XL. We cannot accept requests via email, so that we can ensure we provide the information to the correct person.
Right to complain
If you are not happy about the way in which we are processing your personal data, please contact us at firstname.lastname@example.org. You also have the right to make a complaint to the UK Information Commissioner’s Office https://ico.org.uk/
Policy reviewed & updated May 2018