Policies

PRIVACY POLICY

Henry Angell James Memorial Trust takes data protection and security very seriously. The privacy of donors and supporters is of paramount importance. We fully comply with all aspects of the UK and EU General Data Protection Regulation. This includes:

General Data Protection Regulation (GDPR)

Data Protection Act 2019

Privacy and Electronic Communications Regulations (PECR) 2019

Telephone Preference Service (TPS)

We only hold Personal Data that you have voluntarily provided when you donate, register to take part in an organised event etc. Personal Data is defined in the General Data Protection Regulation as any information that can identify a Data Subject (a living person).

When you visit our website, your IP address will be recorded according to our Cookies Policy which you can access here:

The Personal Data only includes data that you have voluntarily provided in order for HAJMT to claim Gift Aid namely:

Title

First Name

Surname

Address (House name or Number)

Postcode

Phone Number

Email

By visiting our website, or participating in our activities, you agree to your Personal Data being collected and used in the manner set out in this Privacy Notice as updated from time to time. If there are any material changes that could impact you, we will make all reasonable efforts to notify you and give a reasonable period of time for you to object to such changes.

Any requests concerning your Personal Data or our Policies, please contact:

secretary@henryangelljamesmemorialtrust.co.uk or in writing to, The Secretary, Henry Angell-James Memorial Trust, 53 Elm Park Gardens, London SW10 9PA

This policy explains the privacy and the data protection practices about:

Henry Angell James Memorial Trust as Data Collector

Collecting your Personal Data

The types of Personal Data that we collect

Cookies

How we use your Personal Data

Direct Marketing and Data Analysis

Personal Data and disclosure to Other Parties

Your Rights relating to your Personal Data

Duration of your Personal Data Records

Where we store your Personal Data

Online security

Other Website Links

Changes to this Policy

Henry Angell James Memorial Trust (HAJMT) as Data Controller

In this Privacy Policy, the words ‘the Charity’, ‘We’, ‘Us’, ‘Our’ or ‘HAJMT’ refer to Henry Angell James Memorial Trust.

Henry Angell James Memorial Trust is a charity registered in England and Wales Registration Number 1181884. Its offices are at 53 Elm Park Gardens London SW10 9PA

Collecting your Personal Data

Under UK and EU law, the legal basis we select for collecting your Personal Data is ‘legitimate interests’. We process your data in our legitimate interest to provide a record of donors to our charity in order to claim Gift Aid and to optimise the way we contact you.

When you provide your Personal Data to us you do so to support HAJMT. We process your Personal Data as follows: –

• When you submit your Personal Data to us, we will store that data in our database. We do this to enable us to optimise any preferences in the way you receive information from us. It also allows us to respond to any request from you.
• If you make a donation, we will use your data to process claims via Gift Aid.

The Types of Personal Data that we collect

We collect the following types of information in order to process Gift Aid:

Personal Information such as:

first name

surname

address (house name or number)

postcode,

telephone number,

email address.

This is only taken from the information you voluntarily submit via donations, registration, phone calls, Gift Aid declarations, etc.

Non-personal information such as: IP address, browsing history, social media used, etc. This is captured using Cookies. Your preferences such as how you want to communicate with us are included in this section.

Cookies

How we use your Personal Data

Henry Angell James Memorial Trust will process your data to administer the following items:

• Process your donation
• Claim Gift Aid
• Provide further information about our charity
• Register any participation in an event.
• Fraud prevention by identity verification.
• Provide a more tailored service to optimise the way we communicate with you
• If required by UK or EU law or to comply with a legal process
• Notify you about changes to our policies and our charity.

Direct Marketing and Data Analysis

The HAJMT uses simple data screening processes in order to optimise the experience for users. To select appropriate groups for directing marketing purposes we undertake demographic analysis relating to you in order to optimise your preferences. We may use third party sources for additional data when it is available.

This analysis helps us optimise our cost-effectiveness enabling us to raise more money to support the charity.

Personal Data and disclosure to Other Parties

We never share your details with other organisations for marketing purposes.

The only time your information is shared with any other organisations is:

• When you have given your permission.
• With a limited number of trusted service providers or agents who are contractually bound to process your Personal Data solely for a particular service (e.g. process payments, claiming Gift Aid, hosting the website, etc.). These organisations are also required by law to comply with UK and EU data protection legislation.
• When we are obliged to do so by law. such as checking the Telephone Preference Service (TPS), or if required by the authorities with a reasonable request for information.
• Analytics and search engine providers that allow us to optimise the website.

How you control of your Personal Data.

We will send you information about Henry Angell James Memorial Trust according to your preferences, either by post or email. You can change your preferences by writing to

The Secretary, Henry Angell-James Memorial Trust, 53 Elm Park Gardens, London SW10 9PA

or

secretary@henryangelljamesmemorialtrust.co.uk

Important: If you ask us not to contact you, we will retain your details on our suppression list to ensure we do not contact you in the future.

Under the General Data Protection Regulation, you are in control of the data we hold about you and at any time you can request:

• to have any inaccuracies in your Personal Data corrected
• to restrict the processing of your data
• to access the Personal Data held about you
• your data to be provided to you in a portable format
• to object to processing we undertake in our legitimate interests
• to have your data deleted (also called the right to erasure)

There is sometimes a legal obligation to retain your Personal Data such as financial data must be retained for seven years. Additionally, your Personal Data may be retained to enable us to defend our legal rights. In these instances, we will inform you of the reasons of any decision not to delete your data.

You can raise a concern or complaint with the Information Commissioner, telephone: 0303 123 1113 website: www.ico.org.uk

We will require proof of identity in order to fulfil your request.

Duration of your Personal Data Records

We will keep your Personal Data in our secure database up to seven years after your last donation or activity. If you reconnect with us, we will have a record of how you have historically supported the charity. After seven years, your data is deleted.

If you want us to cease holding your Personal Data you can contact us and request that we stop processing your Personal Data.

Where we store your Personal Data

We make every reasonable effort to store your Personal Data securely. All Henry Angell James Memorial Trust data is kept within the EU and our storage of it adheres to the EU Data Protection Directive 95/46/EC and the General Data Protection Regulation (GDPR) and any subsequent amendments to these directives and regulations.

The Personal Data that you provide to us is stored on our secure servers.

All payment transactions are encrypted using SSL (Secure Sockets Layer) technology.

You are responsible for keeping any passwords confidential. We ask you not to share a password with anyone.

Online Security

Transmission via the internet is not always secure, so we strongly urge you to safeguard your Personal Data by protecting your computer with appropriate anti-virus software. All information you choose to send to the charity is done so at your own risk.

We do not retain financial details such as credit card or banking details. We transfer them to a secure banking database for the purpose of processing and recording payments. We also encrypt payment pages using SSL (Secure Sockets Layer)

We use appropriate technological and organisational measures to try to prevent unauthorised access.

Other Website Links

Our website may contain links to other websites which are outside of our control. They are not covered by this Privacy Policy. Should you access other web sites using the links provided please note that the operators of these sites may different Privacy Policies to our own. We accept no liability or responsibility for such other websites’ privacy policies.

Changes to this Policy

Henry Angell James Memorial Trust reserves the right to modify its website and/or this Privacy & Security Policy at any time.

This Privacy Policy was last updated August 2019.