The Friendly Bench CIC Privacy Notice – 2020
Background
The Friendly Bench (company number 11431257) is a Community Interest Company. Our fundraising activities are carried out the UK.Throughout this Policy we refer to ourselves as “TFB” “we” or “us”.
This Privacy Policy applies to the personal information of our volunteers, staff, Directors, existing and prospective donors, network members, prospective members and media. It explains why we collect personal information, how we will use it and who we will share it with. For the purposes of data protection law, The Friendly Bench CIC is the “data controller” in respect of the personal information covered by this Policy.
The Friendly Bench CIC respects your privacy and takes our obligations under data protection law seriously. We hope that this Policy will provide you with the information you require. However, if you have further questions about the way we use your personal information please contact us using the details below:
· By post: Suzie Rees, c/o 41 Belvoir Road, Bottesford, Leicestershire, NG13 0BG
· By email: thefriendlybenchtm@gmail.com
What data do we collect?
When you get in touch with us to request information, apply to join our network, make a donation, are named as a referee for a prospective TFB network member or otherwise support TFB’s work we will collect information about you.
The information we collect may include your name, email address, home or work address, telephone number(s), social media accounts and if you represent a prospective TFB network member, information on your organisation’s activities.
Why do we collect your data?
TFB collects and processes personal information in order to carry out and support fundraising activities and events, and to facilitate the expansion of The Friendly Bench network to new areas and groups, and to communicate with existing TFB network members.
This means that we may use the personal information we collect for the following purposes:
· To manage and support TFB network member groups, including contacting you with event information, marketing help, fundraising support and other tailored communications.
· Sending communications about our work, its impact on individuals and communities we seek to help and how to support us. For example, we may send you emails or postal communications about our fundraising activities, how you can get involved or how to donate.
· Maintaining past/current donor lists for historical records, relationship management and to determine who we may ask to support us in the future.
· Maintaining accurate list of individuals that do/do not wish to receive further contact from us.
· To identify potential networks and connections to inform financial ‘asks’ and develop individual stewardship strategies.
· To create a prospect management list and approach potential new donors.
· To manage our internal administration, including complying with our accounting, legal and regulatory obligations as a CIC.
· The maintenance of an accurate donation log to enable the development of annual accounts.
In order to ensure the information held is up-to-date and accurate, we may use publicly available sources to verify internal records.
DATA COLLECTION POINTS
Personal information may be collected by us in the following ways:
· When you apply to join TFB network through our official application form
· When you express interest in the work of TFB or in joining the TFB network, by giving us your contact details or contacting us directly for more information, whether through our website or by email, phone, text or via social media.
· When you make a donation to us through our website via Paypal
· When you donate to us through any other means or fundraise on our behalf.
We do not buy data from external or third-party sources. However, we may obtain information about you from other sources. This includes where a business contact, friend or family member contacts us on your behalf because they think you would be interested in supporting our work.
We may also collect and combine your information with publicly available information so that we can tailor the communications we send you and to make sure they are relevant to you. We also use this information to ensure we contact people who are more likely to be interested in supporting our fundraising activities and donating to us.
When you visit our website, we use cookies to facilitate and improve your experience of our website. For a list of the cookies used, see Appendix 1. You can choose to delete cookies on your computer or device at any time. However, you may lose any info that enables you to access our site more quickly and effectively, including but limited to, log in and personalisation settings.
LEGAL BASIS
Data protection law requires us to have a legal basis for using your personal information. The legal basis will, in almost all circumstances, be one of the following:
· You have provided your consent.
· It is necessary to fulfil a contract that we have in place with you.
· It is necessary so that we can comply with a legal or regulatory obligation we are subject to.
· It is in TFB’s legitimate interests to contact you so that we can pursue and fulfil our charitable aims.
· It is necessary for administration of an event that you, or your next of kin is taking part in.
PROVIDING CONSENT TO MARKETING
TFB will only send you direct marketing communications by email or text if you have given unambiguous and explicit ‘Opt-in’ consent for us to do so (unless you fall into the ‘corporate subscriber’ category[1] and it is in our legitimate interests to contact you).
You will be provided with the option to ‘unsubscribe’ from all our direct marketing communications. You can also withdraw your consent by contacting:
· Suzie Rees [Director]
RETAINING PERSONAL INFORMATION
We take steps to ensure that your personal information is only retained for only as long as it is necessary for the purpose it was collected. After this period, it will be deleted or in some cases anonymised. If we collected the personal information based on your consent and we have no other legal basis to continue using your information, if you subsequently withdraw your consent, then we will delete your personal and contact information, although we may keep your name on file to ensure you are not re-added to our database in error.
THIRD PARTIES
The Friendly Bench CIC works with various third-party suppliers and providers to support with the delivery of our activities, including online giving platforms Paypal and our website provider Wix. We will receive your personal information from these third-parties where you have agreed that the information can be shared with us. In these instances, you are advised to consult other sites’ privacy notices as we have no control over information that is submitted to, or collected by, these third parties.
In some situations, we may need to share your personal information with other third parties. If we do share your data, we will ensure we have the agreement of organisations or individuals beforehand to follow our data protection requirements and this privacy notice. These situations may include:
· To obtain legal or financial advice from our professional advisors.
· To enforce an agreement we have with you or investigate a suspected breach of that agreement.
· To protect the rights, property or safety of ourselves or others.
· Where we are under a legal or regulatory obligation to disclose your information. For example, where we have received a valid request from the police.
· In other circumstances where you have otherwise provided your consent.
TRANSFERS OUTSIDE THE UK AND EU
We will not transfer your data outside the UK.
YOUR RIGHTS
Data protection law gives you certain rights in relation to your personal information. These include: (in certain circumstances) the right to object to and / or withdraw consent to the processing of your personal information, the right to access to your personal information, and the ability to erase, restrict or receive a machine-readable copy of your personal information.
We will handle any request to exercise your rights in accordance with applicable law. This means there may be certain situations in which we are not legally required to comply with your request. If you wish to exercise any of these rights please refer to the “Contact Us” section of this privacy policy.
CHANGES TO OUR PRIVACY POLICY
We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on our website and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our website following the alterations. We recommend that you check this page regularly to keep up-to-date.
CONTACT US
Questions and comments regarding this policy should be sent to:
· Suzie Rees [Director]
If you have a complaint or concern about how we have handled your personal information, please contact us in the first instance. We will work hard to resolve your concerns, however, if you are still not satisfied you can lodge a complaint with the Information Commission’s Office (the data protection regulator in the UK).
APPENDIX 1 – COOKIES USED ON OUR WEBSITE
The following cookies are used on our website thefriendlybench.co.uk which is hosted by Wix. The list below explains what cookies are used, what data is collected and when they expire. http://www.allaboutcookies.org/
Cookies used by our host Wix:
First-Party Cookies
Strictly Necessary
Cookie name Duration Purpose
ForceFlashSite Session When viewing a mobile site (old mobile under m.domain.com) it will force the server to display the non-mobile version and avoid redirecting to the mobile site
hs Session Security
smSession Persistent (Two days or two weekS). Identifies logged in site members
XSRF-TOKEN Session Security
Functionality
Cookie name Duration Purpose
svSession Persistent (Two years) Identifies unique visitors and tracks a visitor’s sessions on a site
SSR-caching Session Indicates how a site was rendered.
smSession Persistent (Two weeks) Identifies logged in site members
Third-Party Cookies
Functionality
Cookie name Duration Purpose
TS* Session Security
TS01******* Session Security
TSxxxxxxxx
(where x is replaced
with a random series
of numberS
and letters) Session
Security
TSxxxxxxxx_d
(where x is replaced
with a random series
of numbers
and letters) Session Security
Other cookies used on our site:
Cookie Name Used by Description Expiration
__utma Google Analytics Stores the number of visits of a user, the
time of their first visit, the previous visit,
and the current visit. It does not contain
any personal information and is used
only for analytical purposes. 2 years from set/update
_utmz Google Analytics This performance cookie stores where a
user came from (eg. search engine,
search keyword, link). 6 months from set/update
_ga and _gid Google Analytics Used to distinguish between website users
in Google Analytics. 2 years and 2 hours
_gat_UA-XXXXXXXX-X
(where the Xs are
replaced by the
Google Analytics
ID number) Google Analytics Used to moderate calls to the Google
Analytics service. 1 minute
[1] ‘Corporate subscriber’ refers to organisations, or individuals representing them who are companies as defined by the Companies Act 1985, companies incorporated in pursuance of a royal charter or letters patent, corporations sole, partnerships in Scotland, and any other corporate body or entity (including charities) which is a legal person distinct from its members.
The following links explain how to access cookie settings in various browsers:
· Cookie settings in Internet Explorer
· Cookie settings in Google Chrome
· Cookie settings in Safari (OS X)
· Cookie settings in Safari (iOS)
To opt out of being tracked by Google Analytics across all websites, visit this link: http://tools.google.com/dlpage/gaoptout.