Privacy Notice for donors, supporters and visitors to our website
This policy applies to individuals whose information we process from time to time, including donors, supporters and visitors to our website.
We collect, use and are responsible for certain personal information about you. When we do so we are subject to data protection legislation (including the General Data Protection Regulation (GDPR) and the Data Protection Act 2018) and we are responsible as the ‘data controller’ of that personal information for the purposes of those laws.
Please familiarise yourself with the below terms:
|We, us, our, Wag||Wag and Company North East Friendship DogsCompany Number: 09734369
Charity Number: 1165847
|Our point of contact||Diane MortonDirector & Chair of the Trustee Board
Wag & Company, ℅ NWL, French Gardens Industrial Estate, Hexham NE47 4DL
|Personal information||Any information relating to an identified or identifiable individual|
|Special category personal information||Personal information revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs, trade union membership, data concerning health, sexual orientation, or data relating to criminal offences.|
Personal information we collect about you
Depending on our relationship with you, we may collect and use the following personal information about you:
- your name and contact information, including title, marital status, gender, address, email address, telephone number and company details;
- your payment card information, bank account details and direct debit information;
- Gift Aid status;
- your contact history with us and history of donations/support provided to Wag;
- photographs; and
- information about how you use our website, IT, communication and other systems.
This personal information is required to effectively carry out and improve our activities.
How your personal information is collected
We collect most of this personal information directly from you or your organisation in person, by telephone, text, email and/or via our website.
|Google Analytics||_utma _utmb _utmc _utmz||These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.|
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
How and why we use your personal information
We will only use your personal data when the law allows us to do so. Under data protection legislation, we can only use your personal information if we have a lawful basis for doing so.
The table below explains what we use (process) your personal information for and our reasons for doing so:
|What we use your personal information for||Our reasons|
|Acknowledging and processing donations and pledges of support.||To carry out our legitimate charitable activities, including allowing us to help vulnerable people and promote our charitable objectives.|
|Maintaining a database of donors and supporters.||To improve and tailor the promotion of our charitable activities and to determine the effectiveness of our services, promotional campaigns and advertising.|
|Sending you information about our activities and events by email.||With your consent. To let you know why our service is important and what difference we’re making and how your support is helping.|
|Using your photograph / details of donations and support on public platforms (e.g. our website, social media accounts etc.)||With your consent.|
|Acknowledgement and processing of Gift Aid claims.||Legal obligation.|
|Monitoring the use of our IT systems and who we deal with.||Our legitimate interest, being to protect the charity against fraud, money laundering and other risks.|
We do not process special category personal information about donors and/or supporters.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Updates and communications
We may only use your personal information to send you updates (e.g. by email) about our activities and events where you have given your consent.
We will always treat your personal information with the utmost respect and never share it with other organisations for marketing purposes.
Where you have given your consent to receiving Wag updates and communications, you always have the right to opt out or update your marketing preferences at any time by:
- contacting us at firstname.lastname@example.org; or
- updating your marketing preferences with us or by using the ‘unsubscribe’ link in our emails.
Third party links
Who can access your personal information
We only allow our service providers to handle your personal information where it is necessary and if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on third party data processors to ensure they can only use your personal information to provide services to us and to you.
We may (and only when it is necessary) allow your personal information to be accessed by:
- our professional advisers including lawyers, bankers, auditors, insurers and accountants who provide consultancy, legal, banking, insurance and accounting services to us; and
- third party service providers we use e.g. IT providers, website host and developers.
We may also share personal information with HM Revenue & Customs, the Charity Commission and other regulators and authorities who require reporting of processing activities in certain circumstances. We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We do not share your personal data with bodies outside of the European Economic Area.
Where your personal information is held
Information may be held at our offices, on our IT systems or with professional advisers, third party agencies and service providers, as described above (see above: ‘Who can access your personal information’).
How long your personal information will be kept
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Thereafter, we will keep your personal information for as long as is necessary:
- to respond to any questions, complaints or claims made by you or on your behalf;
- to show that we treated you fairly; and
- to keep records required by law.
We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information. Please contact us if you require more information on how long we retain your information.
When it is no longer necessary to retain your personal information, we will delete or anonymise it.
Under data protection legislation, you have the following rights:
|Access||The right to be provided with a copy of your personal information (the right of access).|
|Rectification||The right to require us to correct any mistakes in your personal information.|
|To be forgotten||The right to require us to delete your personal information - in certain situations.|
|Restriction of processing||The right to require us to restrict processing of your personal information - in certain circumstances, e.g. if you contest the accuracy of the data.|
|Data portability||The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party - in certain situations.|
|To object||The right to object:§ at any time to your personal information being processed for direct marketing; and
§ in certain other situations to our continued processing of your personal information.
|Not to be subject to automated individual decision-making||The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.|
In addition to the above rights, you also have the unrestricted right to withdraw consent, that you have previously provided, to our processing of your data at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use, but this could affect the activity we were undertaking with you. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
If you would like to exercise any of these rights, please:
- email, call or write to us - see below: ‘How to contact us’;
- let us have enough information to identify you (e.g. your full name, address and customer or matter reference number);
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
- let us know what right you want to exercise and the information to which your request relates.
You will not normally have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or apply an extension to the period of time we have to reply if your request is complex. Alternatively, we could refuse to comply with your request in these circumstances.
Keeping your personal information secure
We have put in place appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those employees, volunteers, agents, contractors and other third parties who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that we can resolve any query or concern you may raise about our use of your information.
Data protection legislation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/make-a-complaint/.
Changes to this privacy notice
This privacy notice was published in May 2020.
We may change this privacy notice from time to time. When we do we will inform you via our website or other means of contact such as email.
How to contact us
Please contact us if you have any questions about this privacy notice or the information we hold about you.
Our contact details are shown below:
|Our contact details|
|Diane MortonDirector & Chair of the Trustee Board
Wag & Company, ℅ NWL, French Gardens Industrial Estate, Hexham NE47 4DL