At With You, we use people’s personal data for a number of reasons, and we always clearly state what lawful basis we have to process data. If you have asked us to send you information about our fundraising activities, products or services, we will use your personal details to send you what you have asked for. We do this because you have given us your consent to use your data for this purpose.
Under data protection law, you have the right to change your mind and withdraw your consent for us to use and store your personal information at any time. You can do that by contacting us at firstname.lastname@example.org.
We will only share your personal information with appropriately trained staff and volunteers. We will never share it with a third party unless necessary to process your donation or if you have explicitly requested it in writing.
Sometimes we may want to let you know by post about our latest fundraising news and updates, or about changes in our products and services. When we do this, we will use your contact details to send you this information. Under the law, using your data for this purpose is called legitimate interest.
We may send you, for example:
- general newsletters updating you on our work and fundraising activities
- fundraising appeals or we may signpost to you our charity’s publications, such as our Annual Report and Accounts on our website.
If you support our charity by donating or undertaking an event or by volunteering, we will retain your personal data in line with applicable law and regulations, and with our policies and current best practice. Whilst we hold your personal information, it will be adequately safeguarded and subsequently disposed of securely once it's no longer needed.
What information is collected from you
- your personal information such as name, postal address, telephone number and email address
- details about your donation such as donation amount, date, purpose and method
- information on events attended, publications received and special requests for information
- any comments or suggestions provided regarding special interests or preferences.
We may also combine your personal information with data collected from third parties (e.g online fundraising platforms) in relation to donations or other fundraising activities.
You can request to see a copy of the information we have about you at any time, and/or ask for this information to be amended or deleted, by emailing email@example.com
We use third parties to process regular donations (Access Paysuite) and one-off donations (Blackbaud Merchant Services). These are processed via a secure server, using Secure Sockets Layer (SSL) technology to encrypt your personal information, including card number, name and address, so that it cannot be read as it travels over the internet.
Our partners are compliant with data protection laws and regulations. We also undertake comprehensive checks on companies before we work with them, and put in place a contract that sets out our expectations and requirements, especially in regards to how they manage the personal information they collect or have access to on our behalf.
If you would like to know what data we hold about you, or you need to tell us about any changes in your personal information, you can write to us at: Fundraising Team at With You, Part Lower Ground Floor, Gate House, 1-3 St. John's Square, London, England, EC1M 4DH or you can email us: firstname.lastname@example.org
There are also other rights that apply to your personal data, you can find out more about your rights on the ICO website, or if you have any questions about how we process your personal data, or a concern about it, you can contact our Data Protection Officer by email: email@example.com
If you are unhappy about the way we process your personal data, and you don't feel that we have addressed your concern satisfactorily, you have the right to raise it with the ICO - you can find more information on their website, and use their online complaint form.
How we use your personal information
Using our website
We also collect personal information about you when you enter it into online forms or applications. These include webchat, donation forms, newsletter subscriptions and job applications.
By entering information on our forms or apps, we understand that you have given us that information for a purpose, for example your name and bank details in order to make a donation.
If you follow any links to another website, you will no longer be subject to our privacy terms. We recommend you read the other sites’ privacy notices.
If you contact us on social media, for example Facebook or Twitter, you agree to their terms and conditions and understand that information posted in the public domain is not confidential.
We use Hotjar in order to better understand our users’ needs and to optimise this service and experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback.
For further details, please see the ‘about Hotjar’ section of Hotjar’s support site.
Using our webchat service
Giving your consent
To record, use or share your personal information we must ask for your consent.
Our web chat will ask you to give your consent prior to starting the conversation. However, before we share any information we will again ask for your consent and explain why we need to share the information and with whom.
You have the right to withdraw your consent at any point during the chat or afterwards. You can do so by either talking to the advisor or, if it is after the conversation, by emailing the IG team at firstname.lastname@example.org.
What information we collect
If you use the webchat service there’s information that is visible to us, including your IP address, where on our website you’ve come from and the type of device you’re using.
Your email address will be visible to the advisor in the transcript if you choose to have the transcript sent to it after your conversation with us.
We keep the transcripts of individual chats in a secure online database for two years, in case you come back to us with a query, or if you decide that you want a copy of your personal data. in line with data protection law.
Webchat advisors are able to see what you’re typing. This speeds up how quickly we can get you the right support.
Our advisors won’t ask for personal information that identifies you. The only identifiable information that we have when someone accesses the webchat is the IP address of the device they you’re using.
How we share this information
We may use and share aggregated information for training and quality assurance purposes to deliver, advertise and improve our services. Aggregated information is data that has been mixed together and summarised. Individuals can’t be identified from the summary.
If it is felt that there is immediate danger to you, or to another individual, we may share your IP address with the police. They will be able to trace the IP address back to the device that was used. We would only do this if there was real concern for your or someone else’s immediate safety.
Applying for a job
Our recruitment is managed through third party provider MHR.
What personal information we collect
We collect the information you enter about yourself to show your suitability for the job. This includes personal information and contact details, so that we can get in touch to update you about the progress of your job application, interviews and so on. We also collect sensitive personal information for equal opportunities monitoring, but you can choose not to answer the questions.
How we protect your personal information
We keep everything secure and personalised to you by asking you to create an account using an email address and password for our job application system. By creating an account, we understand that you’re happy for us to process the information you give us for the purposes of applying for and hearing about jobs with With You.
Your information is stored securely on a database hosted by MHR and only our administration and human resources staff have access to your personal information. Your application is then sent using our internal email to the managers and other interview panel members. Once the interviews are over, we will store your application for six months. During that time, if you didn’t get the job and a similar job comes up, we may contact you and ask you to apply. You can use some of the data you’ve already saved in your account for the new application. Paper copies are stored in locked cabinets and digital copies are stored on restricted areas of our secure servers.
How we use your personal information
We use the information you enter on your application for recruitment purposes. We may also use your information to help us improve our systems and processes, but we will remove any identifiable information first.
We will pass on your personal information within With You so that the right managers and decision makers get to see it. We will not share your information outside With You unless doing so would prevent serious harm. We will usually seek your consent if this is the case.
What to do if your information is incorrect
You can change the information you enter into our job applications forms until you have submitted the application. If something is incorrect after this time, please email email@example.com.
If you change your mind and want to delete your account, log in and go to My Profile.
We use Hotjar to better understand our users’ needs and to optimise this service and experience. For more details, please see Hotjar’s support site.