You can use our Contact Form, or the contact details on our website, to contact us with any questions you may have about privacy or data protection.
Please note that links from our website may take you to external websites not covered by this policy, including our Fundraising Page on BT MyDonate. We may also provide the contact details for individuals or organisations not covered by this policy. We recommend that you check their privacy policies yourself before submitting any personal information. We will not be responsible for the content, function or information collection policies of these external websites, individuals or organisations.
What information do we collect about you and how do we collect it?
You are not required (by law or by any contract with us) to provide personal information to us via this website. We will only require you to provide personal information to us where it is necessary for us to provide you with a service (such as where you complete our Contact Form or register for our mailing list).
Information you provide to us
We may receive personal information about you whenever you contact us. For example, by doing the following:
• Completing our Contact Form
• Registering for our mailing list
• Making a donation
• Using and browsing our website
• Telephoning, texting, writing by post or emailing us
This information may include the following:
• Normal identification information, such as your full name, gender, marital status
• Contact information, such as your postal address, email address and telephone number
• Additional information relevant to your use of our site and services, such as your marketing preferences, survey responses and feedback
• Payment information such as payment card or bank details
Information we collect about you on our website
When you visit our website we may collect the following information:
•Which pages you view and which links you follow
•Your IP address and general location
•Details of the hardware and software that you are using to access the site
Our Website is not intended for children and we do not knowingly collect information relating to children.
Information we collect about you from other sources
We may collect information about you from other sources. This may include the following:
• Publicly available information, from sources such as search engines
• Information you have shared publicly, including on social media
This list is not exhaustive and, in specific instances, we may need to collect additional information for the purposes set out in this Policy.
Information we receive about you from other sources
• Your full name, gender and marital status
• Your contact details, including your email address, full postal address, and telephone numbers
• Whether you are a UK taxpayer (this is relevant to your eligibility for Gift Aid)
• Your marketing preferences (i.e. whether or not you have told BT that you wish to register for our mailing list)
BT will not provide us with your credit/debit card or other payment details. Any personal information we receive from BT will be processed by us only in accordance with this policy.
Sometimes you will have given your consent for other websites, services or third parties to provide information to us.
How do we use your personal information?
We take data protection law seriously, so below we have set out exactly how and why we use your information, and what our legal basis is to be able to use your information in each way.
Information we collect about you from other sources
If we collect publically available information about you, this is in our legitimate interest to decide if we plan to contact you to see if you would like to make a donation.
Managing your donation
When you make a donation to us (whether through our Fundraising Page, SMS donations, over the phone, in person or otherwise) we will need to process your personal information for the legitimate purposes of processing your donation. This is in order to:
• Process your payment
• Record your donation
• Manage and monitor our donations
Telling you about the work of the DNRC that we think may be of interest to you
We may use your information to identify and tell you about our projects, events and fundraising activities that we think may be of interest to you. This will be based on your specific consent and so we will only do this where you have informed us that you would like to receive marketing communications (for example, where you register for our mailing list on our website, where you make a donation through our Fundraising Page and you tell BT that you wish to register for our mailing list, and where you indicate in an SMS donation message that you wish to receive marketing communications from us).
Whether you choose to receive these marketing communications is entirely up to you. Your choice will not otherwise affect your relationship with us.
You can update your preferences by using the links in any of our emails to you, or by getting in touch using our Contact Form.
Our best practice
Sometimes we may use your information to find ways that we can improve what we do, or how we do it.
In this context, we will only use you information where it is necessary so that we can:
• Review and improve the performance of our systems, processes and staff (including training)
• Improve our site to ensure that content is presented in the most effective manner for you and for your computer
Sometimes we may need to use the information that we have about you in order to respond to your questions or let you know about important changes to the charity.
We will only use your information in this respect where it is necessary so that we can:
• Interact and respond to any communications you send us, including where you use our Contact Form, and any social media posts that you tag us in
• Let you know about any important changes to our charity
Verifying your identity
We may use your information where it is necessary for us to do so in order to meet our legal obligations or to detect and prevent fraud, money-laundering and other crimes.
Protecting you and others from harm
We may use your information where it is necessary to protect your interests, or the interests of other. This may be required in the event of a criminal activity that has taken place, for example in the event of identity theft, piracy or fraud.
Who do we share your personal information with?
Sharing your information within our company and group
We may share the information that you provide to us with our staff, and with our subsidiary company, BS Stanford Limited (company number 07489494), for internal administration purposes to pursue our charitable activities.
Sharing your information with third parties
Other than as set out in this Policy, we will not generally share your information with any third parties.
All details of applicants are held in a customer relationship management system, operated by Salesforce held in both the European Union (EU) and the USA. Some information will therefore be transferred outside the European Economic Area (EEA). The sharing of this information is necessary in order for us to provide a service to you (namely, the means to manage the required information in connection with your funding request). The European Commission has decided that the USA ensures an adequate level of protection of personal information as a result of the EU-U.S. Privacy Shield. For more information on the EU-U.S. Privacy Shield, please see the guidance issued by the European Commission.
There are certain exceptional circumstances in which we may disclose your information to third parties. This would be where we believe that the disclosure is:
• Required by the law, or in order to comply with judicial proceedings, court orders or legal or regulatory proceedings
• Necessary to protect the safety of our employees, our property or the public
• Necessary for the prevention or detection of crime, including exchanging information with other companies or organisations for the purposes of fraud protection and credit risk reduction.
How long do we keep your personal information?
We will only store your personal information for as long as we need it for the purposes for which it was collected.
We will only keep your information for marketing communications for as long as you agree to receive these communications.
If we contact you about becoming a donor and you decide not to donate we will then dispose of your personal information.
If you make a donation, we will retain your personal information for two years after the public fundraising campaign has been completed.
We may also use some of your personal information for the purposes of keeping and maintaining the historical records of the Westminster Foundation, as part of the Grosvenor Estate. In particular this is in relation to any information that is held in our annual reports or your impact measurement reports. In respect of current or recent information about you, we believe that your fundamental right to privacy is more important than any public interest in our records. We have a legitimate interest in keeping this information as it will later become an important historical record but, in order to protect your privacy, the information that we collate for use in our historical records will be kept confidential for a period of 100 years after collection. During that period, access to your personal information will be restricted to certain individuals within our archiving team and will not be made available to the public.
How do we protect your personal information?
We will take all steps reasonably necessary to ensure that your information is treated securely and in accordance with this policy.
We try to ensure that all information you provide to us is transferred securely via the website (always check for the padlock symbol and “https” at the beginning of the URL). Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
All information you provide to us is stored securely, including in a physically secure environment, on our secure servers, and on third party secure servers in relation to our customer relationship management system.
What rights do you have in respect of your personal information?
You have the right to be informed
We have a legal obligation to provide you with concise, transparent, intelligible and easily accessible information about your personal information and our use of it. We have written this policy to do just that, but if you have any questions or require more specific information, you can get in touch using our Contact Form.
You have the right to access your personal information
You have the right to ask us to confirm whether or not we hold any of your personal information. If we do, you have the right to have a copy of your information and to be informed of the following:
• Why we have been using your information
• What categories of information we were using
• Who we have shared the information with
• How long we envisage holding your information
In order to maintain the security of your information, we will have to verify your identity before we provide you with a copy of the information we hold.
You have the right to correct any inaccurate or incomplete personal information
Where you have requested a copy of the information we hold about you, you may notice that there are inaccuracies in the records, or that certain parts are incomplete. If this is the case you can contact us so that we can correct our records.
You have the right to be forgotten
There may be times where it is no longer necessary for us to hold personal information about you. This could be if:
• The information is no longer needed for the original purpose that we collected it for
• You withdraw your consent for us to use the information (and we have no other legal reason to keep using it)
• You object to us using your information and we have no overriding reason to keep using it
• We have used your information unlawfully
• We are subject to a legal requirement to delete your information
In those situations you have the right to have your personal information deleted. If you believe one of these situations applies to you, please get in touch using our Contact Form.
You have the right to object to marketing communications
You can tell us at any time that you would prefer that we do not use your information for marketing communication purposes. If you would not like to receive any direct marketing from us, please contact us or use the links provided in any of our marketing communications, and we will stop sending direct marketing immediately.
You have the right to restrict how we use your personal information
You have the right to ask us to stop using your personal information in any way other than simply keeping a copy of it. This right is available where:
• You have informed us that the information we hold about you is inaccurate, and we have not yet been able to verify this
• We have used your information in an unlawful way, but you do not want us to delete your information
• We no longer need to use the information, but you need it for a legal claim
If you believe any of these situations apply, please contact us.
If you wish to make a complaint about our collection or use of your personal information, please contact us in the first instance so that we may seek to resolve your complaint.
Once we have gone through our own internal complaints procedure and you are still not satisfied you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the statutory body which oversees data protection law in the UK. This is the link to the ICO website if you wish to lodge a complaint with the ICO.