This Privacy Notice outlines the way in which we use and disclose personal data that is provided to us.
The Deborah Rogers Foundation (we, us, The Charity) recognises that your privacy is very important, so it is equally as important to us that you are confident with the way we handle your personal information.
Personal data includes any data that relates to a living individual who can be identified from that data. The data we collect may include your name, address, telephone numbers and/or email address, photograph, bank details, other financial, health and background information.
This may come from potential or actual beneficiaries, employees, supporters, volunteers, trustees and donors.
If you are applying for an award, you may also provide additional information about your work history, qualifications, skills, projects and research that you are involved in, references, and any other such similar information that you may provide to us.
How we collect personal data
The Charity receives and stores personal information supplied to us in writing, via email, via the telephone, in person or online when enquiring or applying for an award, employment, trusteeship or volunteering opportunities or when attending events or donating money to the Charity.
We may also receive personal information from third parties, for example, a charity, agency or organisation who refers you to our service.
Purpose of using personal data
The Charity is funded entirely by donations. It is seeking to raise a fund large enough to endow two biennial Awards and to secure their future for ten years or more. Professional advice, management and finance are all provided on a pro-bono basis.
The Charity principally collects personal information to provide you with the services or information you have requested. Where we use your information, it may be because you have consented to us doing so (where we ask for consent), we have a legitimate interest or need to comply with a legal obligation. Some examples can be found below:
- We need it to carry out our business and to provide the services or perform a contract with you, for example:
- To deal with award applications
- To fulfil donation and membership requests
- For internal administration and analyses
- For fundraising support, which is a fundamental part of our business
- We have a legal obligation to use your information, for example to claim Gift Aid
- We are using your information in pursuit of a legitimate interest, for example:
- To collect money that is owed to us
- To manage our relationship with members, trustees, award applicants, supporters, volunteers and donors, for example to invite people to events
- To deal with publicity and enquiries about the website and share your information with our website developer and/or IT support provider as necessary to provide support, including correct services to our website users
We may process your personal information in reliance on more than one of the grounds listed above depending on the specific purpose for which we are using your data.
Disclosure of Information
Your data is treated as strictly confidential and is only disclosed to parties who have a need to access it to fulfil the Charity’s objectives and purposes described above.
The Charity may disclose personal data to other employees and the Charity Trustees. We do not permit these parties to use such information for any other purposes than to perform the service instructed by us.
We may also share personal data with our professional advisors (including legal and accounting) and service providers whom we work with to deliver our business (including, for example, hosting or operating the website and IT support provider). Our website displays names of shortlisted and longlisted award candidates, award judges, donors, members and trustees and photographs of award winners and ceremonies for publicity purposes. We may also need to disclose your information if required to do so by law. For example, we are legally required to provide your data to HMRC if you have agreed to us claiming Gift Aid on your behalf.
Visiting our website
How long we keep your personal information
We will keep your personal information for as long as is reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. The retention period may vary depending on the purposes for which we collect your personal information.
Some of our external third parties are located in the UK and have offices outside the European Economic Area (EEA) so their processing of your personal data may involve a transfer of data outside the EEA. For example, this may happen when the systems used to hold personal data are accessed by system providers located in a country outside the EEA. Where this is the case, we ask our system providers to secure your personal information in a manner consistent with the requirements within the EEA.
Storage and security of personal data
To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect.
Individuals have the right to request access to and rectification or deletion of their personal data or restrict processing in certain circumstances at any point from when personal data is provided to us.
You have the right to withdraw your consent for our use of your information in reliance on your consent (refer to Purpose section to see when we are relying on your consent), which you can do by contacting us using the details in this Privacy Notice.
If you have any reason why we should amend, delete or restrict use of your data, please contact us to discuss your concern.
- If you have any questions or comments about our privacy practices or this Privacy Notice
- If you want to make use of any of the above rights, or other rights that you may have in relation to your personal data (including if you prefer not to be contacted about fundraising in the future)
- If you have other questions or requests
Please contact us at firstname.lastname@example.org. You can also reach us at the following address: 20 Powis Mews, London, W11 1JN, UK.