This privacy notice explains how The YOU Trust processes your personal data in relation to donations or fundraising we receive.
YOU is open about how we collect and use your data. We meet data protection obligations under the law.
We keep personal data up to date, store and destroy it securely, not retain excessive amounts of data, protect personal data from loss, misuse, unauthorised access and disclosure by ensuring that appropriate technical measures are in place to protect your data.
What information do we ask you for?
We record:
- Your name and current address
- Communication Preferences
- Email Address or Telephone number
- Details of your donation
How do we collect your personal data?
YOU collects this information in a variety of ways. For example, data is collected through: –
- Through third party donation sites e.g. Total Giving
- from correspondence with you
- through telephone calls
- through our social media pages
Where do we store your data?
Data is stored in different places including: –
- in YOU’s management information system and
- in other IT systems such as YOU’s e-mail system stored on our secure servers.
Why and how do we use your personal data?
We process your personal data in order to process your donations. Your personal data will be used to enable the team to process your donation and send newsletters to keep you updated how your donation was used.
- To process your donation transaction – this where necessary to ensure appropriate security checks to prevent against fraud, to acknowledge receipt of your payment and to assign to specific funds or projects.
- Where this is a legal requirement, for example, where we are required by law to share your personal details with HMRC or financial regulatory bodies.
- Where there is a strong legitimate interest to do so, such as to invite you to an event connected with your donation, to undertake due diligence in relation to a large donation or to thank you for your support. Where we rely on legitimate interest in relation to marketing, we will always provide an option to opt out for future marketing communications from The YOU Trust in every communication we send.
- Where we receive a legacy, we will only communicate with the donor and executors/solicitors as required to process the legacy, unless we have consent to further communicate with you.
- If you have donated through the Total Giving website, please see their privacy notice to find out more about how they process your data.
What is our legal basis for processing your personal data?
We always make sure there’s a legal basis for doing this which could include situations where we have to use or share your information:
To carry out our aims and goals as an organisation, called ‘legitimate interests’
YOU has a legitimate interest in processing your personal data before, during and after your donation / support to the YOU Trust.
For example, we have a legitimate interest in processing your personal information to ensure that donations are allocated as per your wishes and that your payments are acknowledged.
Your data is kept confidentially and is only accessed by those who work in the departments connected with donations / fundraising.
We may also have to use your data to respond to and defend against legal claims.
YOU has assessed whether these interests are overridden by the rights and freedoms of those who use the service and have concluded that they are not.
Consent
We may seek consent as the lawful basis to process your information at the time it is collected, this means you will be consenting to us sending newsletters and updates. We anticipate sending these no more than three times per year. We will ask you to tick a box or provide a signature to confirm that you agree to YOU processing your data.
Who is your data shared with?
Your data will be treated as confidential and will only be shared internally including with staff and volunteers who work within the service and their manager, their line managers in the charity, the finance and central administration department and the IT staff who need access to data in order to perform their roles.
Exceptions
YOU will disclose information to a third party where they have a legal or regulatory requirement to do so.
There are occasions when we may have to share information with a third party, without your permission, such as the police, if, as part of an investigation, they are seeking information on donations that YOU have received. We share information in writing, e-mail, or verbally and where possible we would use secure e-mail systems to communicate with anyone outside of YOU. YOU does not transfer your data to countries outside of the European Economic Area.
How does YOU protect your data?
We take the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed and is not accessed except by its employees and volunteers in the performance of their duties. YOU has a Data Protection Policy, Archiving Policy and all staff and volunteers undertake Information Governance Training. YOU is also accredited with ISO27001 and Cyber Essentials Plus. You may request a copy of our Data Protection Policy by writing by calling YOU on 01329 825930.
How long does YOU keep data?
We will hold your data for no longer than is necessary and information regarding donations, will be held in secure archives for 7 years. If you have consented to marketing, your information will be retained permanently as record of consent / non-consent but will be suppressed if you opt out of marketing so that only essential information is retained to be able to record your opt out. We may also keep anonymised data for long as evidence of funding and as required for future research and analysis.
Opting out of communications
You have the right to opt out of any future communications with YOU regarding donations and fundraising. You will be able to do this by pressing unsubscribe on your communications or by emailing data.protection@theyoutrust.org.uk
Your rights
You have a number of rights as a data subject. You can:
- Contact us to obtain information we hold about you.
- Require us to change incorrect or incomplete data
- Object to the processing of your data where we rely on legitimate interest as the legal ground for processing
- Ask us to stop processing your data for a period if the data is inaccurate or there is a dispute about whether or not your interests override YOU’s legitimate grounds for processing data.
If you would like to exercise any of these rights, email us at data.protection@theyoutrust.org.uk
If you believe that the organisation has not complied with your data protection rights you can complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
