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Privacy Policy

 

We are so grateful to you for being interested in the Jo Walters Trust, and feel the least we can do for you in return is to do our utmost to look after your personal data. Below we’ve outlined as much as we can about the data we hold and what we are likely to do with it, but if you have any questions or need something more specific, please do get in touch with us at info@jowalterstrust.org.uk and our data officer, Lucy, will do her best to help.

 

Data We Collect

  • Your email address if you provide it to us, for example through signing up for our periodic (sent roughly once a quarter) newsletter, or if you apply for one of our grants. You might also provide us with your email address if you buy a product from our shop, or a ticket to one of our events. In both cases we collect your email address in order to correspond with you about that purchase. In other instances when we ask for your email address such as if you’re a volunteer at an event, or collaborate with us on a project, you can expect us to explain how we will use it and to ensure it is processed securely.
  • Your name: again, typically, this will be collected if you subscribe to our newsletter in order that we can address you properly. We would also collect this if you apply for one of our grants or buy a product or ticket from our website so that we can correspond with you about the sale.

  • Information about your geographical location, language choice, browser, device and email platform from which you view our site or newsletter: this is information that is available to us through tools such as Google Analytics which we use to monitor how people interact with our website, and also Mailchimp which we use to send our newsletters. None of this information is tied to personal information such as your email address or name. There are ways to avoid being tracked by adjusting your cookie and browser privacy settings if you’d prefer not to be tracked in this way. The Jo Walters Trust does not use personalised advertising tools such as AdWords Remarketing, nor Social Media Remarketing. We do use social media such as Facebook, Twitter LinkedIn and YouTube based and search engines such as Google which give us access to limited data that they hold.

  • Address and phone number: usually this is collected only for a transaction to take place, either when you apply for one of our grants, or buy one of our products.

If you’d prefer not to share this information please do contact us at info@jowalterstrust.org.uk and let us know and we can do our best to work out a way to complete the transaction without this information.

Sharing Information:

The Jo Walters Trust does not share (or ‘sell’) our users’ data with 3rd parties to make money. To be able to run the charity though, some of your data could be shared, as follows:

  • Donation processing: to process donations and to claim Gift Aid, we sometimes use 3rd party sites such as BT MyDonate, JustGiving, VirginMoney Giving and Paypal amongst others. We may also share your information with the government in order to claim Gift Aid. By donating to us through websites you will be sharing some information with those website owners, and thereby also with us, as we are given access to a report about your donation on these platforms. Please note this does NOT include any secure data such as card numbers, expiry dates, PINs, passwords etc
  • Financial Reporting & Tax Processing: We will also share some parts of your data with companies, government and individuals who help us with our accounts and tax processes. Before doing this, we ensure those companies and individuals understand the importance of security and privacy, and we limit the data we share with them to the minimum required for them to do their job.
  • Events: when running events we may need to share data about you (e.g emergency contact details, or food preferences) with people who are helping us to run the event in order for it to run smoothly. Again, we ensure that anyone with access to your data understands the need for security and privacy, and we share the minimum amount of information possible.

  • Our team: we will share your information with our team at the Jo Walters Trust, as required, in order to run our organisation. For example if you apply for a grant from us, we will share the details of your application with the panel who is deciding to whom we will give a grant, though we will always keep the shared information to a minimum. For example, when you apply for a grant, only the very minimum number of the team will see your personal information, the rest of the team will only have access to the non-personal details of the grant application you have submitted. We also follow this process for donations and payments.

  • Data processing: we primarily use Google Drive and Mailchimp to store our documents and data, as well as occasionally in offline spreadsheets and documents. We check that the data processing companies we use are signed up to the EU-US Privacy Shield. We use cloud storage solutions such as these because we feel these providers take data protection and security of data seriously. This means that this data is, at the very least, password protected which minimises the risk of data breaches. We will inform you of any breaches of data security that affect your data as quickly as possible after we discover the breach.

How Long Do We Keep Your Data?

We will keep your data for no longer than is appropriate. For example, if you sign up to our email newsletter, your name and email address will remain on our list unless you ask to be removed. You can remove yourself from our list at any time by clicking on the ‘unsubscribe’ link at the bottom of our newsletters. Some other data we need to keep for regulatory reasons, e.g some financial information needs to be kept for 7 years. The new GDPR rules mean we are now thinking hard about how long we keep data, and we are putting in place processes that will mean we delete data once it stops being necessary to hold it. If you would ever like to see the data we hold on you please get in touch and we’ll do our best to facilitate this as quickly as we can.

 

Keeping Data Current:

In line with the GDPR requirements, we also need to make sure your data is current. We will therefore be putting in place a checking process to give you the chance to update your data with us when it changes.

 

Consent:

We only gather data about anyone with their permission, for example you will only be on our newsletter mailing list if you have opted yourself onto it. We have made our privacy policy as clear as we can on our website and by using the website, we assume that you consent to what is written on this page. Please do get in touch though if you have any questions or requests:

 

3rd Party Links:

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

 

Updates:

We will update our privacy policy as and when required. We will keep a log of such changes from May 18 onwards, and allow you to refer back to previous policies. We will notify people of changes as we are able, for example through our newsletter.

This version was updated on the 22nd of May 2018. The previous version is available to view here: 

 

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