In order for The Batemans Trust to fulfil its function as a charity, we process personal data
which relates to our supporters, donors, trustees as well as other contacts. The Batemans Trust is committed to maintaining the appropriate confidentiality, integrity and security of personal data that we process by complying with both our legal and ethical obligations in respect of data protection and privacy. We are committed to protecting personal data from being misused, getting into the wrong hands as a result of poor security or being shared carelessly, or being inaccurate, as we are aware that people can be upset or harmed if any of these things happen.
This policy sets out the principles THE BATEMANS TRUST adheres to when processing personal data and outlines the operational aspects of our various data processing activities.
This policy applies if you’re a supporter of THE BATEMANS TRUST (donor, volunteer, supporter, trustee), visit our website, email, call or write to us.
We’ll never sell your personal data and will only share it with organisations we work with when it’s necessary and the privacy and security of your data is assured.
Who are ‘we’?
In this policy, whenever you see the words ‘we’, ‘us’, ‘our’, it refers to The Batemans Trust.
The Batemans Trust (Reg. Charity number 1072820) is a charitable organisation set up to support our partner “The Satkaarya Trust” in Chennai India in support of vulnerable children.
How this policy applies to you and what you need to know
As a trustee or volunteer processing personal information on behalf of THE BATEMANS TRUST, you are required to comply with this policy and ensure that any procedures that involve personal data follow the rules set out in this policy. If you think that you have accidentally breached the policy it is important that you contact the Chair immediately so that we can take swift action to try and limit the impact of the breach.
Anyone who breaches the Data Protection Policy may be subject to disciplinary action, and where that individual has breached the policy intentionally, recklessly, or for personal benefit they may also be liable to prosecution or to regulatory action.
Before you collect or handle any personal data as part of your work for THE BATEMANS TRUST, it is important that you take the time to read this policy carefully and understand what is required of you, as well as the organisation’s responsibilities when we process data.
Our procedures will be in line with the requirements of this policy, but if you are unsure about whether anything you plan to do, or are currently doing, might breach this policy you must first speak to the Chair.
If you are an individual whose personal data we hold and use. We will handle your personal information in line with this policy.
Training and guidance
We will provide general training at least annually for all trustees and regular volunteers to raise awareness of their obligations and our responsibilities, as well as to outline the law.
We may also issue procedures, guidance or instructions from time to time. All trustees and volunteers must set aside time to look together at the implications for their work of this policy.
What personal data do we collect?
We may collect information from you in the following ways:
(b) You make a donation to us, or respond to our mailings and appeals (this includes when you sponsor a child yourself or on someone else’s behalf);
(c) We send you updates on your sponsorship;
(d) You contact us in relation to volunteering for us, act as an ambassador or fundraise on our behalf;
(e) You attend an event (e.g. THE BATEMANS TRUST annual Spice Lunch);
(f) You request and/or receive a copy of the newsletter or any other materials from us;
(g) You register to sponsor a child; or
(h) You contact us with enquiries or other correspondence (including via social media) or become involved with us in another way (e.g. by indicating you would like to hear more from us, or you would like to make a donation to us).
(i) You are a trustee
We process personal data in both electronic and paper form and all this data is protected under data protection law. The personal data we process can include information such as names and contact details, education or employment details, and visual images of people. We’ll only collect the personal data that we need.
If you interact with us in one of the ways listed above, we may collect and process personal information about you such as:
(a) Your name, address, email address, telephone number,
(b) Records of your correspondence with us, if you have contacted us;
(c) Details of your visit to our website, including your IP address;
(d) Financial information such as a record of your payment for our accounts and information required for claiming gift aid if relevant;
(e) Whether you have a relationship to another supporter (e.g. husband/wife).
We may need to use your personal data to manage your volunteering, from the moment you enquire to the time you decide to stop volunteering with us. This could include: contacting you about a role we think you might be interested in, expense claims you’ve made and to recognise your contribution.
We may keep additional personal information on trustees to enable us to report to the Charity Commission and other government departments in order to allow us to comply with relevant legislation.
How we use your personal data
We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018)/UK Data Protection Act and Privacy of Electronic Communication Regulation.
Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If required by any lawful authority investigating suspected illegal activities, we may need to provide your personal data.
We will process your personal information in accordance with this policy and our obligations under applicable data protection laws and regulations, for one or more of the following reasons:
(a) To administer your donation or support your fundraising, including processing Gift Aid;
(b) To provide you with the annual newsletter and Wish List, to update you on your sponsorship,
activities or information you have indicated you are happy to receive or which you have asked for;
(c) To comply with applicable laws and regulations, and requests from statutory agencies;
(d) For our own internal administrative purposes and to keep a record of your relationship with us;
(e) To keep you up to date with the activities of THE BATEMANS TRUST and to provide you with information about us, our fundraising campaigns, the opportunity to leave a gift in a will, our events, our services, and any other information, products, activities or services that we provide or provide access to (e.g. supporter updates);
(f) To provide you with information about volunteering opportunities;
(g) To provide essential event information where you have signed up to attend;
(i) To manage your communication preferences with us generally;
(j) To ensure that content from our website is presented in the most effective manner for you and for your computer/mobile device.
If you request to receive no further contact from us, we will keep some basic information in order to avoid sending you unwanted materials in the future, and to ensure that we do not accidentally store details for the same person multiple times. If we did not retain this information then this could result in us contacting you again as we would no longer have a record of your request not to be contacted.
We will keep your personal data for no longer than is necessary for the purposes for which it is processed, in accordance with our internal policies.
What must we tell individuals before we use their data?
If personal data is collected directly from the individual, we will inform them about; our contact details and those of the chair, the reasons for processing, and the legal bases, explaining our legitimate interests, and explaining, where relevant, the consequences of not providing data needed for a contract or statutory requirement; who we will share the data with; if we plan to send the data outside of the European Union; how long the data will be stored and the individuals’ rights.
This information is commonly referred to as a ‘Privacy Notice’.
This information will be given at the time when the personal data is collected.
When we need consent to process data
Where none of the other legal conditions apply to the processing, and we are required to get consent from the individual, we will clearly set out what we are asking consent for, including why we are collecting the data and how we plan to use it. Consent will be specific to each process we are requesting consent for and we will only ask for consent when the individual has a real choice whether or not to provide us with their data.
Consent can however be withdrawn at any time and if withdrawn, the processing will stop.
Individuals will be informed of their right to withdraw consent and it will be as easy to withdraw consent as it is to give consent.
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