Privacy Policy

About this policy

This policy describes how we use your personal data when you use our website (www.thesopercollection.org) or when you engage with our organisation.  We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for and how we keep it safe.  You have legal rights to access the personal data that we hold about you and to control how we use it which are also explained.

You can read, print and save this whole policy or click on the links below to see specific information about:

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Who we are and how you can contact us

We are The Soper Collection, a company registered in England and Wales (registered company number 11222098) and a registered charity (registered charity number 1179196). Our registered address is at 12 – 14 Water Street, Lavenham, Sudbury, Suffolk, CO10 9RW.

You can contact us in writing at the address given above or by emailing enquiries@thesopercollection.org.

What personal data we collect about you

We collect:

  • personal data that you provide to us. There are several ways in which you may share your personal data with us. When you use our website, you might sign up for our newsletter, submit an enquiry via our contact form or comment on our blog. If you make a donation to us, we will ask you to fill in a donor form.  You might also provide personal data to us if you call or email us, if you visit us in person or if you interact with us via our social media sites. The personal data that you provide to us may include your name, address, e-mail address, phone number and any other details which you choose to provide as part of your enquiry or comments.
  • personal data that we receive from third parties. If we work with other businesses or use sub-contractors these parties may collect personal data about you which they will share with us.
  • personal data about your use of our website. This is technical information and includes details such as your IP address, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, as well as details of how you navigated to our website and where you went when you left, what pages you viewed or searched for, page response times, download errors, length of visits to certain pages, and page interaction information (such as scrolling, clicks, and mouse-overs).

What we use your personal data for

We use your personal data in the following ways:

  • personal data that you provide to us is used to:
  • personal data that we receive from third parties is combined with the personal data that you provide to us and used for the purposes described above.
  • personal data about your use of our website is used to:
    • administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
    • to improve our website to ensure that content is presented in the most effective manner for you and for your computer or mobile device
    • as part of our efforts to keep our site safe and secure

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy.

When we need your consent to use your personal data

Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it.  In the day to day running of our business we may use your personal data without asking for your consent because:

  • we are entering into and carrying out our obligations under a contract with you
  • we need to use your personal data for our own legitimate purposes (such as the administration and management of our business and the improvement of our services) and our doing so will not interfere with your privacy rights

In exceptional circumstances we may wish to use your personal data for a different purpose which does require your consent.  In these circumstances we will contact you to explain how we wish to use your data and to ask for your consent.  You are not required to give consent just because we ask for it.  If you do give consent you can change your mind and withdraw it at a later date.

The most common situation in which we will process your personal data on the grounds of consent is where we wish to send fundraising/campaign communications to you. Please refer to the section on How we use your personal data for fundraising/campaign communications to read about our practices.

To help you understand the legal grounds we rely on for different types of processing, we have set out an overview of the main processing activities we undertake and the relevant legal grounds below:

Categories of personal data used Purpose Legal basis
Name and contact details To respond to your enquiries Legitimate interest (in promoting our organisation and developing new supporter relationships)
Name and contact details, financial information, donation history To process donations you wish to make Legitimate interests (to collect donations made to us)
Name and contact details, financial information, donation history To manage our relationship with you e.g. to keep your details up to date and notify you of any changes to our policies Legitimate interests (to keep our records updated and understand how our supporters engage with us)
Name and contact details, donation history, details of your interests and preferences, technical data about your use of our website, your communication preferences To send you appropriate fundraising/campaign communications in accordance with your preferences] Consent and/or legitimate interests (to grow and promote our organisation and to understand how our supporters engage with us)
Name and contact details, donation history, technical data about your use of our website To manage and administer our organisation and website  (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)] Legitimate interests (to run our organisation and website)
Name and contact details, donation history, details of your interests and preferences, technical data about your use of our website, your communication preferences To develop and improve our website and our supporter relationships and experience Legitimate interests (to understand our supporters, to keep our website updated and relevant and to inform our fundraising/campaign strategy)

Personal data you are legally obliged to provide

You are not under a legal obligation to provide us with any of your personal data but please note that if you elect not to provide us with your personal data we may be unable to claim Gift Aid on donations you make.

Your rights to know what personal data we hold and to control how we use it

You have a legal right to know what personal data we hold about you – this is called the right of subject access.  You can exercise this right by sending us a written request at any time. Please mark your letter “Subject Access Request” and send it to us by post or email using the details in the Who we are and how you can contact us section.

You also have rights to:

  • prevent your personal data being used for marketing purposes (see How we use your personal data for marketing for further details)
  • have inaccurate personal data corrected, blocked or erased
  • object to decisions being made about you by automated means [or to your personal data being used for profiling purposes
  • object to our using your personal data in ways that are likely to cause you damage or distress
  • restrict our use of your personal data
  • require that we delete your personal data
  • require that we provide you, or anyone that you nominate, with a copy of any personal data you have given us in a structured electronic form such as a CSV file

You can find full details of your personal data rights on the Information Commissioner’s Office website at www.ico.org.uk.

Automated decision making and profiling

We do not make use of automated decision making or profiling.

When we will share your personal data with others

We share your data with the following people in the day to day running our business:

  • any business partners, suppliers and sub-contractors we work with to operate our organisation and to manage our fundraising/campaigning activities.
  • analytics and search engine providers that assist us in the improvement and optimisation of our site
  • HMRC and other governmental/regulatory bodies to the extent we are required to do so by law

We may also share your personal information with third parties on a one-off basis, for example, if:

  • we sell or buy any business or assets (including our own), in which case we will disclose your personal data to the prospective seller or buyer of such business or assets
  • we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply the terms of our policies and contracts, or to protect the rights, property, or safety of our supporters, ourselves or others.

How we keep your personal data safe

We take every care to ensure that your personal data is kept secure.  The security measures we take include:

  • only storing your personal data on our secure servers
  • ensuring that our staff receive regular data security awareness training
  • keeping paper records to a minimum and ensuring that those we do have are stored in locked filing cabinets on our office premises
  • maintaining up to date firewalls and anti-virus software to minimise the risk of unauthorised access to our systems
  • enforcing a strict policy on the use of mobile devices and out of office working

Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of personal data sent to our website; you send us personal data at your own risk. Once we have received your personal data, we will use strict procedures and security features (some of which are described above) to try to prevent unauthorised access.

How we use your personal data for fundraising/campaign communications.

We will add your details to our database if:

  • you sign up to receive our newsletter
  • you have told a third party that you would like them to pass us your contact details so that we can send you updates about our fundraising/campaigning activities

We may send you fundraising/campaigning communications by email, telephone or post.

You can ask us to only send you fundraising/campaigning communications by particular methods (for example, you may be happy to receive emails from us but not telephone calls), or you may ask us not to send you any fundraising/campaign communications at all.

You can check and update your current communication preferences at any time by calling or emailing us using the details set out in the Who we are and how you can contact us section above.  You will find an unsubscribe link at the bottom of every e-newsletter or other fundraising/campaign communication we send out that you can use to tell us you no longer wish to receive fundraising/campaign communications from us.  link to page 2, top para

We will only share your personal data with third parties for fundraising/campaigning purposes if you provide us with your consent to do so.

When we will send your personal data to other countries

[Your personal data may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”) by us or by our sub-contractors.  Where we, or our sub-contractors, use IT systems or software that is provided by non-UK companies, your personal data may be stored on the servers of these non-UK companies outside the EEA.  We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy whenever it is transferred outside of the EEA.]

Name/description of third party to which personal data is transferred Categories of personal data transferred and purpose of processing Destination to which personal data is transferred Safeguards

How long we keep your personal data

We only keep your personal data for as long as we actually need it.  In practice this means that we will keep:

  • We only keep your personal data for as long as we actually need it.  In practice this means that if you make a donation to us we will keep a record of your details for up to 7 years. If you make more than one donation to us, we will keep a record of your details for 7 years from the date of your last donation.
  • if you sign up to receive our newsletter, we will keep your details until you ask to be removed from our mailing list.
  • If you make an enquiry via our website, over the telephone or in person, we will keep a record of your details for a period of 6 months following the last contact from you.

Please note that we may anonymise your personal data or use it for statistical purposes.   We keep anonymised and statistical data indefinitely but we take care to ensure that such data can no longer identify or be connected to any individual.

How you can make a complaint

If you are unhappy with the way we have used your personal data please contact us to discuss this using the contact details set out in the Who we are and how you can contact us section above.

You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting www.ico.org.uk.  Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.

How we keep this policy up to date

We will review and update this policy from time to time. This may be to reflect a change in fundraising/campaign strategy or to our internal procedures or it may be to reflect a change in the law.

The easiest way to check for updates is by looking for the latest version of this policy on our website: www.thesopercollection.org  or you can contact us (see Who we are and how to contact us) to ask us to send you the latest version of our policy.

Each time we update our policy we will update the policy version number shown at the end of the policy and the date on which that version of the policy came into force.

This is policy version No.1 which came into effect on 7th August 2018.

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