Version: 2.0
Last updated: 22 April 2024
Friends of Hamworthy Park respects your privacy and is committed to protecting your personal data. This privacy policy lets you know how we look after your personal data whilst you are a member of the Charitable Incorporated Organisation (CIO) or volunteering with us. It covers your interactions when you visit our website (regardless of where you visit it from), or interact with our membership team, and tells you about your privacy rights and how the law protects you.
Important information and who we are
Purpose of this privacy policy
This privacy policy aims to give you information about how Friends of Hamworthy Park collects and processes your personal data through your use of our services or of this website, including any data you may provide through this website when you sign up to our newsletter or purchase a service, or when you are in contact with our sales team.
It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
Controller
The Friends of Hamworthy Park is the controller and responsible for your personal data (collectively referred to as “FoHP”, “we”, “us” or “our” in this privacy policy).
We have appointed a privacy lead who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the privacy lead using the details set out below.
Contact details
If you have any questions about this privacy policy or our privacy practices, please contact us in the following ways:
Full name of legal entity: The Friends of Hamworthy Park
Email address: privacy@friendsofhamworthypark.co.uk
Charity Number: 1175089
You have the right to make a complaint at any time to your local Data Protection Authority. In the UK, this is the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so, please, contact us in the first instance.
Changes to the privacy policy and your duty to inform us of changes
We keep our privacy policy under regular review. This version was last updated on the date shown at the start of it.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Third-party links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
The data we collect about you
Depending on how you interact with FOHP, we might collect your personal information to help us provide and improve our services as a charity and to keep a record of our communications with you. The information we collect might include:
- Contact details, like your name, email address, postal address and phone number;
- IP address, username and other network activity data (see our Cookie Policy for more information about what data we might collect using cookies);
- Responses you provide to our surveys and research, which might include gender, marital status and age bracket;
- Date of birth;
- Bank account number and other financial details;
- Sponsorship or membership information;
- Taxpayer status, so we can claim Gift Aid;
- Communication preferences and your interests;
- A record of our communications with you;
- Your supporter and engagement history;
- Photography and videography;
- Sensitive information (see below);
- Publicly available information from social media.
Sensitive Personal Information
We don’t collect sensitive personal information unless there is a clear reason for doing so. For example, we might collect:
- Medical information if you are taking part in a volunteering;
- Conviction history information if you want to become a Trustee or specific voluntary roles;
- Information to enable us to recognise and respond to the needs of a vulnerable person or person with a disability.
We will only collect and record sensitive information to make sure that we can enable you to support our work in the way you choose. A clear notice will be supplied when we ask you to give this kind of information, so you know why we need it.
If you fail to provide personal data
If you choose not to provide the information requested, we may not be able to provide the service you require such as ordering goods from the shop or processing a donation.
Where we collect your personal information
We use different methods to collect data from and about you including through:
Direct interactions
You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- become a member of FoHP CIO;
- make a donation;
- subscribe to one of our newsletters;
- volunteer or fundraise for us;
- support one of our campaigns;
- purchase from our online shop;
- give us feedback or contact us;
- participate in one of our events;
Automated technologies or interactions
As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
Third parties or publicly available sources
We will receive personal data about you from various third parties as set out below:
- Technical Data from the following parties: analytics providers such as Google based outside the UK; advertising networks such as Google and Facebook based outside the UK; and search information providers such as Google based outside the UK.
- Contact, Financial and Transaction Data from providers of technical, payment and delivery services based inside or outside the UK.
How we use your personal data
In brief, we process your personal information to help us provide our charitable aims, comply with the law and to help us raise funds for our charitable aims.
Purposes of processing
We have summarised below the main ways we use personal information and provided possible examples of purposes for which we collect, store and process your data. These uses depend on how you interact with and use our various services, websites and activities and our relationship with you. Please also see our ‘When we use legitimate interest’ section, which includes details on how we may process your data when it is within our legitimate interest to do so.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
| Purpose/activity | Type of Personal Data | Lawful basis for processing |
| To register you as a CIO member and keep you informed about charity meetings (such as AGMs) |
|
|
| To keep you updated about our work through email newsletter and updates, sending you information about goods availability in our online shop or promotions, appeals and fundraising requests, information about how you can leave us a gift in your will, information about events we may run, volunteering opportunities to support our work. |
|
|
| To process your payments to us including managing membership payments, donations and shop item payments. To keep our accounts and records updated and comply with our tax, claim gift aid, charity and other legal or regulatory obligations |
|
|
| To administer and protect our charity business and IT systems (including training our staff, troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) and follow up on your information requests. |
|
|
| To administer and manage the receipt of legacy gifts or donations from individuals and those involved in the estate administration. |
|
|
| To use data analytics to improve our website, products/services, marketing, customer relationships and experiences |
|
|
| To run competitions, prizes and games, notify winners, and publicise results. |
|
|
| To maintain a list of volunteers and administer volunteer data. To contact you about future volunteering opportunities. We need extra information about you (such as references, criminal records checks, details of emergency contacts or medical conditions) to protect us (including in the event of an insurance or legal claim), and for safeguarding purposes.We’ll only hold information relating to the nature of your voluntary work and we’ll delete it in accordance with our retention policies. |
|
|
Cookies
For information on our use of cookies, see our Cookie Policy.
Opting out
You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of CIO membership or previous donations.
Children and vulnerable people
Children
We verify that donors are over 16 before accepting donations.
For those under 16, we will seek consent from a parent, guardian or carer before collecting their information or accepting donations.
Vulnerable People
We care about the safety of vulnerable persons and, while we welcome their support, we also work hard to ensure we are meeting their needs while upholding their rights. To do so, we might collect information to enable us to recognise and respond to the needs of a vulnerable person.
We abide by regulatory guidance on fundraising with people in vulnerable circumstances.
If you think FOHP has interacted with a vulnerable person and have any concerns, please get in touch with our treasurer. Note that we may ask for identification if you are acting on behalf of a vulnerable person.
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.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Data security
We are committed to keeping your information safe. Policy and processes have been designed to govern how we manage your personal information and we have invested in training on this for all our team. Our team complete mandatory information security and data protection training to ensure that all team members understand their responsibilities and the critical nature of protecting personal data.
Access to your personal data is strictly limited to Trustees and volunteers who have a legitimate business need to know. They are authorised to process your personal data only according to our instructions and are bound by a duty of confidentiality.
In the event of a suspected personal data breach, we have set procedures to promptly address and mitigate any potential impact. We will notify you and any applicable regulator of a breach where we are legally required to do so.
Data storage & disclosures of your personal data
Our operations are based in the UK, and we endeavour to store all our data in the UK or within the European Economic Area (EEA).
We may share your personal data with service providers who help us with software and marketing communications. These providers may process your information on our behalf or as independent controllers, as outlined in the table above. Some of these providers might transfer your personal information outside the European Economic Area (EEA), including to the USA, but we only allow this when your information is sufficiently protected.
| Service | Purpose of Processing | Privacy Policy | Data Hosting Location |
| Google Workspace | Email, calendar, document creation and storage | https://policies.google.com/privacy | EEA |
| Beacon CRM | Email, CIO member register. | https://www.beaconcrm.org/legal/privacy | UK and EEA(Ireland) |
| Mailchimp | Sending FoHP Newsletters | https://mailchimp.com/legal/privacy/ | US |
| Stripe (Including apple pay and google pay) | Processing card payments | https://stripe.com/en-gb/privacy | US |
| GoCardless | Direct Debit Processing | https://gocardless.com/privacy/ | EEA |
| PayPal | Processing PayPal payments | https://www.paypal.com/webapps/mpp/ua/privacy-full | US |
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Required Sharing
Where necessary and proportionate, we may need to share your information for legal and compliance reasons. For example, we must share Gift Aid data with HMRC. We also work under other regulators (such as the charity commission) who require reporting of processing activities in certain circumstances.
If we have a safeguarding concern, we may share your personal information with the relevant authority. We also share information to further fraud protection and reduce the risk of fraud, or when requested by the police or a regulatory or government authority investigating illegal activities.
Financial and sensitive data
We ensure that additional controls are in place for financial, sensitive and other special categories of information, to make sure we meet regulatory and legal requirements for managing these types of information.
Your payments via debit or credit card are passed securely to our payment processing partner.
Website Security
We maintain a high level of physical and electronic security to keep your data safe. We use modern encryption software to ensure all the personal information you give over the internet, including credit card numbers, bank account details and name and address, is encrypted. Encryption takes the words and figures you enter and converts them into bits of code that are then securely transmitted over the internet.
While we make every reasonable effort to ensure that information sent to us is done so securely, we cannot warrant the security of information transmitted to us through the internet. When you transmit information to us via the internet, you do so at your own risk.
Data retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.
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.
In some circumstances you can ask us to delete your data: see the section “Your legal rights” below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data’s accuracy.
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us via live chat either on this site or within the Beacon product.
No fee usually required
You will not 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. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Contacting the Data Protection Team
If you wish to exercise any of these rights, please contact the Data Protection Team by email: privacy@friendsofhamworthypark.co.uk
If you wish to change your communication preferences or update your contact details, please see how to do so in the ‘Contact us’ section below.