This Policy describes how we use your information, protect your privacy, and your rights and choices regarding this information.
How we collect information from you
We collect information in the following ways:
Information you may give us directly
You may give us information to sign up for events, make a donation, purchase our products, register as a volunteer or service user, organise a fundraising event, or otherwise communicate with us. When you use our website, we collect your personal information using “cookies” and other tracking methods. More details on “cookies” can be found in our Cookie Policy.
Information you provide to us indirectly
Your information may be shared with us by third parties such as:
– independent event organisers, for example, the London Marathon or other fundraising sites like JustGiving or Enthuse.
– if you sign up as a volunteer through a job site or volunteering website.
Information from other sources
We may also use information from the following sources:
– social media – depending on your settings or the privacy policies for social media and messaging services like Facebook and Twitter, you might give us permission to access information from those services. For example, when you publicly tag the Charity in an event photo.
What personal information we might collect
We collect, store, and use the following kinds of personal information:
- If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
Your name, contact details (including postal address, telephone number, email, or social media identity).
- Your date of birth or gender.
- Your debit/credit card details where you provide these to make a payment.
- If you volunteer or apply for a job with us, information necessary for us to process your application and assess your suitability, which may include employment status, previous experience, criminal convictions, or pending court cases.
- Information about events, activities, or products which we consider to be of interest to you.
- Information about your health, medical details if these are needed for insurance purposes for an event you are taking part in.
- Information as to whether you are a taxpayer to enable us to claim gift aid on a donation.
- Information about your child if you are a service user, services you may access, medical information, and any other information that is relevant for us to be able to register your child for our services.
We will only collect this type of information about our supporters if there is a clear reason to do so and we will be transparent about what this information will be used for.
How we use your information
- Provide you with the services, products, or information you asked for. Administer your donation, or support your fundraising, including processing Gift Aid.
- Keep a record of your relationship with the charity.
- Respond to or fulfil any requests, complaints, or queries you make to us; understand how we can improve our services, products, or information by using feedback forms or market research.
- Check for updated contact details to keep your information up to date to enable us to stay in touch.
- Send you correspondence and communicate with you.
- To further our charitable objectives.
- Process your application for a job or volunteering position.
- Meet our legal obligations regarding regulators, government, or law enforcement bodies.
- Analyse your information to gather insights and intelligence – we may use your data for analytical purposes to better understand our supporters, improve our services, and make informed decisions about our activities and communications. We will store this data for up to 10 years for these purposes.
How we use your information to tell you about the charity
Sending marketing communications
Our marketing communications include information about our services, fundraising, and events by way of twice-yearly newsletters, flyers, letter correspondence, or email communication. When you sign up for an event with a third party and tell the organiser that you want to fundraise for our charity, we may contact you with information and support for your fundraising event.
Managing your contact preferences
We make it easy for you to tell us how you want to communicate, in a way that suits you. We provide forms and other marketing material with clear marketing preference options, and we include information on how to ‘opt out’. If you decide you do not want to hear from us, we will not contact you with further information about our charity. You can also change your communication preferences at any time by contacting us directly.
Legal basis for processing
Data Protection Law states that our use of personal information must have a legal basis.
- Consent – is where we ask you if we can use your information in a certain way and you agree to this, i.e., when we send you marketing material by post or email. Where we use your information for a purpose based on consent, you have the right to withdraw consent for future use of your information at any time.
- Legal obligation – We have a basis to use your personal information where we need to do so to comply with a legal or regulatory obligation, for example, the Charity Commission, Fundraising Regulator, HMRC, etc
- Contract – We have a basis to use your personal information where we are entering into a contract with you, i.e., purchasing something from us, such as an event place or applying to work or volunteer for us.
- Vital interests – We have a basis to use your personal information where it is necessary for us to protect life or health, for instance, if there was an emergency impacting individuals at one of our events, or a safeguarding issue, which requires us to contact people or share information with emergency services.
- Legitimate interests – We have a basis to use your personal information if it is reasonably necessary for us to do so and in our/their “legitimate interests” (provided that what the information is used for is fair and does not unduly impact your rights). We consider legitimate interests to include all of our day-to-day activities we carry out with personal information. This includes the use of personal information to review, administer, and keep an internal record of the people we work with, including supporters and volunteers. Where you have signed up for a third-party charity event, sharing personal information with the third-party event organiser so that they can administer the event.
How we keep your information safe
We ensure that there are appropriate technical and organisational controls in place to protect your personal details. Our online forms are always encrypted and our network is protected and routinely monitored.
How long we keep your information
We have specific criteria to determine how long we will retain your information for, which are determined by legal and operational controls.
Sharing your information with other organisations
We will never sell or pass your information to third-party organisations for marketing purposes.
Keeping your information up to date
In order that we can ensure that we are only sending our marketing material to the correct individual, please keep us updated of any changes to your address and advise if you no longer wish to receive marketing communications. Please contact us by phone, email, or through our website contact page.
Your rights
Under UK Data Protection law, you have rights over any personal information that we hold for you:
- Rights of access – you have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you. If you wish to access your information, please contact us with details of what information you would like to see by email at info@dvlcc.org.uk or in writing to Dame Vera Lynn Children’s Charity, Rennie Building, Haywards Heath Road, Chailey, East Sussex. BN8 4EF.
- Rights to have your personal information corrected – you have the right to have incomplete or inaccurate information that we hold about you corrected. If you believe that the information we hold about you is incorrect, please provide us with details and we will investigate.
- Right to restrict use of your personal information – you have a right to ask us to restrict the processing of some or all of your personal information in the following situations: information we hold on you is incorrect and so we are not lawfully allowed to use it; you need us to retain your information in order for you to establish or defend a legal claim; or you believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose and you have objected to us doing so.
- Right to erasure of your personal information – You may ask us to delete some or all of your personal information and, in certain cases and subject to exceptions, you have the right for this to be done.
- Right to object to the use of your personal information – If we are processing your personal information based on our legitimate interests, you have a right to object to the use of your information. If you wish to exercise any of the above rights, please contact us by email or post. We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt. However, if for any reason we are unable to do so, we will contact you with the reasons for the delay.
Complaints
If you are unhappy with any aspects of how we are using your personal information, please let us know.
Contact us
Please email info@dvlcc.org.uk and mark your email Data Query in the subject line or write to Data Controller, Dame Vera Lynn Children’s Charity, Rennie Building, Haywards Heath Road, Chailey, East Sussex. BN8 4EF.