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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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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 firstname.lastname@example.org.
We use your personal data in the following ways:
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:
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)|
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.
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:
You can find full details of your personal data rights on the Information Commissioner’s Office website at www.ico.org.uk.
We do not make use of automated decision making or profiling.
We share your data with the following people in the day to day running our business:
We may also share your personal information with third parties on a one-off basis, for example, if:
We take every care to ensure that your personal data is kept secure. The security measures we take include:
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.
We will add your details to our database if:
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.
|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|
We only keep your personal data for as long as we actually need it. In practice this means that we will keep:
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.
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.
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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