Our commitment to you is that we will respect any personal data you share with us, or that we get from other organisations, and keep it safe. We aim to be clear when we collect your data and not do anything that you would not reasonably expect. We only ask for information that will inform our engagement with you personally and provide vital statistical data to underpin research and campaigning for reducing loneliness in our older population.
The data we collect
We collect some or all of the following information from you, or via third parties where you have consented to them sharing the data with us or from publicly available information.
Name, address, email, date of birth, health information, and behavioural data from voluntary surveys. When on our website, we will use your IP address, cookies and services like Google Analytics and other statistical services to record your activity on our website to help improve the site and services to you.
From third parties
Where you have given consent, third parties will share data with us, such as fundraising activities from Just Giving, Virgin Money Giving, and similar sites or social media sites if you’ve consented to share data via your settings.
To help us profile our supporters so that we may target our resources most effectively, we may use public data such as held on Companies House, Office of National Statistics and other government sites containing socio-economic data for postcode areas.
We do not actively seek to populate telephone numbers and dates of birth that you have not given to us but we may ask you directly. However, this and other information may be provided to us through other sources that you have consented to be made publicly available.
If we retain any information not provided by you, we will record the source it originates from and whether it was publicly accessible.
What we use it for:
- Provide you with the services you wish to access or information you have requested.
- Communicate with you regarding any opportunities to support Community Christmas including activities you have volunteered for or events you have signed up to.
- Administer your financial transactions with us including any donations and processing any related gift aid.
- To keep a record of our relationship with you and to help us better inform our services to you in the future.
- Your communication preferences and where available, information on support that is local to you.
- To support the research into older people, community support and loneliness by providing anonymised group data, or personal data only where we have your consent to do so should you wish to participate in any studies.
- We will not provide your personal data to third parties for them to market to you directly.
- In the event you enter your details on one of our online forms but don’t complete the submission, we may contact you to see if we can help with any problems you may be experiencing with our forms or website.
- Profiling our supporters by geographic, demographic and other information from the sources above (see The Data We Collect section) allows us to provide relevant and timely communications and a more tailored service to you. Profiling allows us to focus our resources, maximising the effectiveness of the financial support we receive and allowing us to make appropriate requests for additional support from those who may be able and willing to contribute more.
How we keep your data secure and who processes your data
The charity is the data controller and will perform the processes above with the support of trusted partners and suppliers, who will be held to the same standards of compliance as we are ourselves. We ensure they store the data securely and are contractually obliged to adhere to all the data regulations required by law.
We currently use third party suppliers to collect and/or process your data on our behalf to make and receive telephone calls, send emails, process payments, operate our website and apps and analyse supporter trends. We only provide them with the data needed to deliver the specific service.
We continually monitor our trusted partners and suppliers to ensure they are adhering to the required standards.
We may need to disclose your data if required to the police, regulatory bodies or legal advisors. We will only share your personal data in other circumstances where there is a legitimate interest to do so such as continuation of services to you.
Where you use a third party to provide data to us, for example, Just Giving, they will have their own data protection and privacy policies and we recommend you are aware of these before signing up.
Our communications with you
There are many ways for you to engage with us. The communications you receive from us will be tailored to the nature of that engagement(s).
By providing contact details with respect to our service of matching individuals to events, you will receive some or all of the following essential communications and services.
- Communications regarding events available to attend
- Communications regarding guests who wish to attend events
- E newsletters on our activities
- Renewal of listing communications by email
If you wish, you may opt out of any of these key services at any time by emailing email@example.com or contacting us on 0800 063 9285.
We have judged our communications with you to be permissible under the General Data Protection Regulation provisions for legitimate interest.
If we do not hear from you, we will not contact you once two years has elapsed since your last response to us unless you update your communication preferences by emailing firstname.lastname@example.org. We will only contact you after two years in the event you have made a pledge over the longer term or if there is another legitimate reason for doing so. We will retain your data beyond two years to meet any legal and financial requirements and in the event that you wish to reconnect with us in the future, unless you ask us to remove it, but as outlined above, we will not contact you after two years. Retaining your data also allows us to support research into helping older people combat loneliness.
If you would like us to remove your data (except that which we must retain for legal and financial reasons), please let us know by emailing email@example.com.
Your data and your rights
You have a right to ask for a copy of the information we hold about you, although we may need to charge an administration fee in certain circumstances. To do so please send a description of what information you would like a copy of, along with proof of your identity to firstname.lastname@example.org. We will supply the information as requested within one month of receipt or advise you if we are unable to comply for any reason. If you find discrepancies in the information we provide, please advise us by email to email@example.com so we can correct them.
You have a right to ask us to restrict or stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (eg processing your donation) we will do so. Contact us on 0800 063 9285 or email firstname.lastname@example.org if you have any concerns. At your request, we will erase any data we hold unless it is required for legal or financial reasons if you no longer wish for us to hold or process your data.