What personal data might we collect about you?
We may collect the following types of personal data: your name, email address, postal address, telephone or mobile number.
Special categories of personal data
We do not collect "special categories of personal data" about our supporters (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data).
Why we use your personal data
We will only use your personal data where it has an appropriate legal basis, such as:
Where the processing is in our own legitimate interest;
It is in compliance with a legal obligation;
It is necessary to perform a contract between us and you;
You have consented to our use of your personal data.
We may rely on our own legitimate interest to process your personal data for the following reasons:
To support volunteers at our events
To record campaigning actions by supporters
Service administration, such as booking of transport to events
In relation to correspondence you have entered into with us whether by letter, email, text, social media, message board or any other means, and to contact you about any content you provide
For internal record keeping, so as to keep a record of your relationship with us
We may also need to comply with legal requests where disclosure is required or permitted by law. For example, to government bodies for tax purposes or law enforcement agencies for the prevention and detection of crime, subject to such bodies providing us with a relevant request in writing.
We may process your personal data where it is necessary for the performance of a contract with you, such as for completion of transactions you have entered into with us or the activity or online content you have signed up for.
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, where you make online purchases or donations). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
We will only process your personal data for the following reasons with your consent:
To send you marketing information about our events, fundraising activities and appeals
To invite you to participate in surveys or research about us or our work
Where the data is processed
Your data is securely processed either inside the EU or in the US - if in the US then the service providers (also known as "data processors") will be signed up to the Privacy Shield Framework.
When and why we will send you personalised marketing communications
We will only contact you to keep you up to date with our work and our campaigns, or let you know of ways in which you can support that work, where we have your consent or we are otherwise allowed to do so.
We will make it easy for you to tell us if you would like to receive communications from us. You can withdraw your consent at any time, and we will not send you marketing material if you tell us that you do not wish to receive it.
How and when we collect personal data about you
We may collect your personal data in the following circumstances:
When you give it to us DIRECTLY:
You may give us your personal data directly when you subscribe to our mailings, sign up for one of our events, or when you otherwise communicate with us.
When you give it to us INDIRECTLY:
You may give us your personal data indirectly when you sign up at events such as community meetings or street stalls.
When you access Open Britain Shrewsbury's Social Media:
We might also obtain your personal data through your use of social media such as Facebook, WhatsApp, Twitter or LinkedIn among others, depending on your settings or the privacy policies of these social media and messaging services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this.
Cookies are a useful way for us to understand how supporters use our web site. When you visit our web site we will collect data from your computer or other device such as a smart phone or tablet through the use of "cookies". Cookies are created by your web browser when you visit our website. Every time you go to the website, your browser will send the cookie file back to the website's server. They improve your experience of using our website, for example, by remembering your preference settings so that you are presented with information likely to be most relevant to you, and by measuring your use of the website to enable us to continuously improve our website to ensure that it meets your needs. Cookies can also be used to show you relevant content on social media services such as Facebook - these are known as 'retargeting' or 'advertising' cookies.
If you visit our website as an anonymous visitor (e.g. you switch off cookies), we may still collect certain information from your browser, such as the IP address (an IP address is a number that can uniquely identify a computer or other internet device).
Will Open Britain Shrewsbury share your personal data with anyone else?
We will only use your personal data for the purposes for which it was obtained. We will not, without your consent, share your personal data with any third party for their own marketing purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.
Open Britain Shrewsbury's Suppliers
We may need to share your personal data with service providers who help us to deliver our projects, fundraising activities and appeals, for instance through handling responses to our emergency appeals. These "data processors" will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing data protection clauses that protect your personal data. We do not allow these organisations to use your data for their own purposes or disclose it to other third parties without our consent and we will take all reasonable care to ensure that they keep your data secure.
How long will Open Britain Shrewsbury keep your personal data?
We will hold your personal data on our systems for as long as is necessary for the purposes described above, and in accordance with applicable laws.
Where you contribute material to us, e.g. user generated content or in response to a particular campaign, we will 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.
What are your rights?
Where we rely on your consent to process your personal data, you can withdraw this consent at any time. If you wish to withdraw your consent please contact us via our email address provided below.
You are entitled, in accordance with applicable law, to object to or request restriction of processing of your personal data, and to request access to, rectification, erasure and portability of your own personal data. The accuracy of your information is really important to us. We want to ensure that we are able to communicate with you in ways that you are happy with, and to provide you with information that is of interest. If you are aware of changes or inaccuracies in your personal data you should inform us of such changes so that the personal data may be updated and corrected.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights listed above).
If you wish to change how we communicate with you, or update the information we hold, click the "update your preferences" link at the bottom of one of our emails, or email us at email@example.com
Additionally, you can opt out of email entirely by clicking the "unsubscribe from this list" link in any marketing email from Open Britain Shrewsbury.
How Open Britain Shrewsbury keeps your data safe
We ensure that there are appropriate technical controls in place to protect your personal details. Where possible, our online forms use industry standard encryption and our network is protected and routinely monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your personal data is only accessible by appropriately trained staff, volunteers and contractors.
We use external companies to collect or process personal data on our behalf. We do comprehensive 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 collect on our behalf, or have access to. We have a robust partner monitoring framework to ensure these contractual obligations are met.
How to make complaints about this policy or raise privacy concerns
If you would like more information, or have any questions about this policy, please contact our team by email at firstname.lastname@example.org.
You also have the right to make a complaint direct to the UK's data protection authority, the Information Commissioner's Office (ICO). The ICO can be contacted at: https://ico.org.uk/global/contact-us/
This version was last updated on 16th October 2018.