AYBI great care to preserve your privacy and safeguard any personal details you provide to us, whether on this website or by another means. This Policy explains how we collect and use your information.
By using our website or providing us with your personal information you are agreeing to this Policy. We update this Policy from time to time, for example to keep it up to date in line with General Data Protection Regulations and other applicable legislation, so please check it regularly. We will communicate changes as often as we can.
1.When will I need to provide my details?
We may collect personal information (for example your name, your address, your date birth, or your telephone number) from you when you:
(a) Become one of our members;
(b) Apply for a paid or unpaid role within AYBI, for the processing of your application;
(c) Make a donation to us;
(d) Order materials or training from us;
(e) Contact us or become involved with us in another way, for example with our governance, as a campaigner, fundraiser or as a volunteer.
2. Why do you need my details and how do you use them?
If you give us your personal details for any of the above we may rely on your consent, a legal need or contract, or a ‘legitimate interest’ for different purposes.
Consent (our ‘opt-in’ and legitimate interest policies)
We’d love to keep in touch with all our supporters about the work we do, and tell you about the amazing difference you're making, and how your support (both financial and non-financial) could help more people severely affected by domestic violence and/or debt troubles. We’ll only keep in touch if you tell us via our contact preferences forms that you are happy for us to contact you (this is 'opting-in') by phone, email, or SMS.
Please rest assured that we will never sell your details to any third party.
You can read some more examples of us using data under 'legitimate interest' here.
For what other purpose? (eg legal need, or a contract)
Where you have given us your details we may use them to process your donation to us or contact HMRC for Gift Aid. This counts as a type of contract because you asked us to do this for you.
If you offer to volunteer
If you attend one of our services – we will keep professional records of the support we’ve given you, and who else is involved in your care – this is also a type of contract.
When dealing with your personal information we will at all times comply with the Data Protection Act 2018, and any other applicable legislation.
3. Do you pass my details to any other organisations or individuals?
We will never sell your data to another organisation.
In addition, if we ever need to send data to a third party, we will make sure the company we use has signed a data processing agreement with us, so that they are bound to take care of your data in the same way we do. For instance, our partners at Engaging Networks (who manage large e-campaigns for us where we might encourage supporters to email their MP) use the exact same wording on their sign-up page to our campaigns as we use on our own website, and must treat your data with the same care that we do. Here is a full list of the partner organisations we work with for marketing.
If you have made a Gift Aid declaration, we may disclose the information you have provided as part of the declaration to HMRC for the purpose of reclaiming gift aid on your donation(s). We may also share or disclose your personal information if we are required to do so by any law or court order. This is called a legal need.
5. Do you profile my data for marketing purposes?
Yes, we do segment existing supporter data, e.g. at postcode level, in order to see if we can find new supporters of a similar profile.
At AYBI, our work is only made possible thanks to the generosity of our supporters, so It’s vital that our fundraising efforts are as effective as they can be. By developing a better understanding of our supporters through researching them, including using publicly available sources, we can tailor and target our fundraising events and communications (including volunteering opportunities) to those most likely to be interested in them. This allows us to be more efficient and cost-effective with our resources, and also reduces the risk of someone receiving information that they might find irrelevant, intrusive or even distressing.
After taking a supporter’s preferences into account, we, or our trusted service providers, may also use information we hold on such supporters to research their potential to be a significant donor to AYBI, and collect additional details relating to their employment and any philanthropic activity. This might also include estimating their gift capacity, based on their visible assets, history of charitable giving and how connected they are to AYBI. We’re committed to putting you in control of your data and you’re free at any time to opt out from this activity. To find out more, please contact us.
6. How do you keep my information secure?
We will take precautions to prevent the loss, misuse or unauthorised alteration of personal information you give us. For example, our website does not store your personal information when you enter it into one of our contact preference forms - it links directly to our secure database.
We may send communications to you by email. E-mail is not a fully secure means of communication, and whilst we do our utmost to keep our systems and communications protected we cannot guarantee this.
We make no representations about any other websites, and when you access any other website through a link on our website (including social media sites) you should understand that it is independent from us and that we have no control over that website or the way your personal information is collected through those websites.
Those websites may have their own privacy policies and we encourage you to look at those policies or contact the website operators directly to understand how your personal information is used.
Some uses of cookies (like helping you to fill out forms) may be replaced by ‘Local Storage’ in the coming years – we will update our Policy if we adopt this, to keep you informed. There are also new ‘E-Privacy’ regulations coming in the future which will inform more updates about electronic data.
8. How long will you keep my data?
We will keep data for only as long as it makes sense to do - so this becomes more important after you end your membership or other contact with us, for example. Legally we need to keep some records (financial or in relation to care services) in case there is a query. In general, we use a 6-year rule.
We will review supporter data 6 years after your last contact with us, and delete or minimise those we have no reason to keep. In any case, marketing contact stops automatically after 2 years if your ‘consent’ lapses (see note above in section 2 on ‘consent’).
In most cases we won’t totally delete a record of you (see note below in the next section.)
9. What if I don’t want you to use my details anymore?
If you ever change your mind about your marketing choices, you can update your contact preferences at any time by emailing email@example.com Any choices you make will overwrite any previous preferences you told us. This helps us record the most up-to-date information for you.
If you don’t want us to hold your data at all anymore, we have a duty to let you know that the best way for us to be sure we don’t contact you again is to minimise the data we hold (e.g. reduce it to name and last known address) and then ‘block’ those details from contact rather than delete them completely. It’s best practice (from the Information Commissioner’s Office) to hold ‘suppressed’ records rather than to delete completely, so that we can make sure we’re never able to accidentally acquire a person’s details again – that way we can recognise the address and prevent contact to it.
If you have a special reason for us to delete all record of you – just let us know, and of course we can do that.
10. Access rights
You have the right to request copies of certain of your personal information within our custody and control, and details of how we use that information. This is sometimes called a Subject Access Request. If you think any of the personal information we hold about you is inaccurate, you may also request it is corrected. You also have a right, in certain circumstances, to require us to stop processing your personal information.
In relation to all of these rights, please email or write to us at the address below. Please note that we will require proof of identity in order to carry this out, and ask you the scope of the request you’re making, so that we can best help you within the applicable timeframe of one month (in accordance with the Information Commissioner’s Office guidelines).
In certain circumstances (for example where required or permitted by law) we might not be able to provide you with access to some of your personal information, but where appropriate we will notify you of the reasons for this.
If you have any questions about this Policy, please contact us at firstname.lastname@example.org.