Look Around is committed to protecting your personal information and being transparent about what information we hold, whether you are a donor, volunteer, or campaigner.
Developing a better understanding of our supporters through their personal information allows us to fundraise more efficiently, which ultimately helps in our work with people struggling from addiction. We have made improvements to this Policy so that transparency is at the core of what we do.
We ensure that we use your personal information in accordance with the law. This Policy explains:
- What information the Look Around may collect about you;
- How we will use that information;
- Whether we disclose your details to anyone else;
- Your choices regarding the information you provide to us.
If you have any queries about this privacy and cookies policy please contact the Data Protection Officer at email@example.com
The Policy may change from time to time. For example, we have recently updated it to reflect new legal requirements of the EU General Data Protection Regulation (also known as the ‘GDPR’). Please visit this website section periodically in order to keep up to date with the changes in our Policy.
Who we are
Look Around charity is a Christian charity working to provide support for those struggling with drug and alcohol addiction in the UK and our registered charity number is 1149672 in England and Wales.
In this Policy ‘we’ means the charity. The charity may collect and decide for themselves how to use your personal information. The legal phrase that’s used to describe an organisation that makes these decisions is ‘data controller’.
We collect information about you in the following ways:
- Information you give us. For example, when you post information on our social media or message boards, make a donation to us, register for an event or otherwise provide us with personal information. When you register, we’ll ask for personal information, like your name, email address, telephone number, date of birth, bank account details for setting up a regular direct debit and contact preferences.
- Information from known third parties. We may also receive information about you from our third party partners with whom you choose to interact, for example websites such as GoFundMe when making a donation. This can include information such as your name, postal or email address, phone number, your geographic location, credit/debit card details and whether you are a tax payer so that we can claim Gift Aid. To the extent that we have not done so already, we (or they) will notify you when we receive information about you from them and tell you how and why we intend to use that information.
- Information available publicly. We may include information found in places such as Companies House, LinkedIn and information that has been published in articles/newspapers.
Wherever possible we use aggregated or anonymous information which does not identify individuals by name. See below How we use your information to understand our purposes for processing your personal information.
What personal information do we process?
We collect, store and use the following kinds of personal information:
- Your name and contact details, including postal address, telephone number, email address and, where applicable, your social media profile
- Your date of birth
- Financial information you provide where you make a payment, such as bank details or credit/debit card details, although we don’t store credit or debit card details (see below)
- Information about your computer/mobile device and your visits to and use of this website, including for example your IP address and geographical location
- Information about our services which you use/which we consider of interest to you
- Information as to whether you are a tax payer so that we can claim Gift Aid
- Any other personal information you share with us as described above
Do we process Special Category Data?
Certain categories of personal information are regarded by the law as more sensitive than others.
This is known as ‘special category’ or ‘sensitive personal data’ and covers things like information about your health, ethnic origin, religious beliefs, political opinions or any genetic or biometric data that is used to identify you.
We do not usually collect ‘sensitive personal data’ about our supporters unless there is a clear reason for doing so, such as participation in a marathon or similar fundraising event or where we need this information to ensure that we provide appropriate facilities or medical support to enable you to safely participate. We may also collect sensitive personal data if you make the information public or if you tell us about your experiences relating to addiction.
We will always make it clear when we collect this information from you what sensitive personal data we are collecting and why.
Your debit and credit card information
If you use your credit or debit card to donate to us, buy something or pay for a registration online we will use a specialist payment processor. We will also ensure that card details are handled securely under Payment Card Industry (PCI) Data Security Standards. For more information about these Standards see here – https://www.pcisecuritystandards.org/security_standards/index.php.
If you provide your card details to make a donation by phone, only Look Around staff who are authorised and trained to process payments should be able to collect or see your card details. We never store your credit or debit card details following the completion of your transaction. All card details and validation codes are securely destroyed once the payment or donation has been processed.
Please do not send an email containing any credit or debit card details, since it will be immediately deleted and no payment will be taken. If this happens, we’ll let you know.
All purchases or donations should be completed through the donation page on our website www.lookaround.org.uk or via Paypal Giving Fund page https://www.paypal.com/gb/fundraiser/charity/3216573.
- We collect and retain information about your interactions with us so that we can process any request you make and efficiently deal with future queries.
- Our website uses products like Google Analytics to analyse and improve user experience. These products track user experience of the website by looking at behaviours like mouse clicks, mouse movements, page scrolling and any text entered into website forms. The information is used to improve and personalise website experience, personalise the content of emails and for statistical and aggregate reporting.
How we use your information
We use your personal information for a number of purposes including the following:
- To provide you with the services, products or information you have requested;
- To provide information about our work, activities, volunteering or events although this will only be where you have consented to being contacted for those purposes unless the Look Around is in a position to rely on the Legitimate Interest basis for contacting you (see further information below under Legal Basis for Processing)
- To process donations we may receive from you;
- To fundraise in a manner referred to in this Policy or that you would reasonably expect;
- To create an account for you if you register with us;
- To deliver products or services to you;
- For administration purposes (for example we may contact you regarding a donation you have made, including in relation to Gift Aid or the event you have registered for);
- For internal management, such as record keeping of enquiries, feedback or complaints;
- To invite you to participate in surveys or research (although this is voluntary);
- To use IP addresses to identify your approximate location, to block disruptive use, to record website traffic or to personalise the way our information is presented to you;
- To analyse and improve the online services we offer, to make them as user-friendly as possible;
- We may collect personal information to conduct supporter research and this is on occasion through our existing network. We may also analyse information you provide to us with other freely available public information to create a profile of supporter interests, preferences and level of potential donations so that we can contact you in the most appropriate way and with the most relevant information (for more information about this use, see How will you combine and analyse the information we collect about you?)
- Where collecting and holding your information is required or authorised by law;
- Other specific purposes that you may agree to from time to time.
How we combine and analyse the information we collect about you
Before contacting you, we may use data analysis to interpret your data and predict how likely you are to be interested in or responsive to a particular campaign or fundraising message. Where we have identified that you have the capacity and/or affinity to support the Look Around at a higher level, we may collect additional information about you (see ‘How we use your information’) and combine, analyse and compile that information into a profile of you in order to assist us in engaging with you in a more personalised way.
We typically look at and combine information published in the media but other commonly used publically available sources including company resources, the Electoral Register and any data you choose to make public on LinkedIn such as your professional memberships and networks. We may also use any publically available data that you share on social media. We may use additional information such as geographical information for measures of affluence where available. In order to do this efficiently, we may use trusted third party specialist companies that collate and analyse information from public registers alongside statistical social-economic data to automate some of this work. This helps us to understand more about your interests and level of potential engagement or donation.
You can opt out of your data being combined and analysed for marketing purposes by contacting us on firstname.lastname@example.org
Please note that before seeking or accepting major donations we are required to conduct a minimum level of due diligence. This is in accordance with our legal and regulatory obligations and our internal risk management policies and procedures. This means that if you opt out of analysis of your data, we may still conduct some analysis that is required to enable us to accept donations from you.
The Look Around uses social media to promote our work. We have accounts on Facebook, Twitter, LinkedIn, and Instagram. We collect donations through Facebook Fundraisers and Facebook Donate. Where members of the public engage with our posts or publish content relevant to our work, we may like the posts, follow them, reply or write to them. We conduct research on what people say on public social media platforms to better understand how people feel about our sector and to improve our work. This research may be done by staff or companies we work with.
If you are a social media user, we will user social media tools as part of our relationship with you. These tools include Facebook Custom and Lookalike audiences. Through using these tools, we will provide some of your data to the social media platform to allow them to identify your social media profile. You will then be shown advertising relating to Look Around which we think you will be interested in seeing. The social media platform will also use your profile to identify those with similar characteristics to you who we think may also be interested in finding out more about the work we do. These individuals will then be shown advertising about the Look Around. You can object to your information being shared with social media platforms. Please contact us at email@example.com if you wish to object.
Legal basis for processing
The law requires us to set out the lawful grounds on which we collect and process your personal information as described in this Policy. Depending on the purposes for which we use your data, one or more of the grounds listed below may be relevant:
We rely on the “legitimate interest’ ground for processing where we believe it is in the legitimate interests of you, as the data subject, or of the Look Around, to process your data. When we process your personal information in this way, we also consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information for activities where our interests are overridden by the impact on you, for example where collection and use of your information would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law). We will only use your information in accordance with the purposes described in this Policy. Examples of processing based on the legitimate interests ground are:
- Sending direct marketing material to supporters by post for fundraising purposes
- Conducting research to better understand who our supporters are and better target our fundraising activity;
- Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective;
- Providing information about heart health;
- Taking and using photos and/or films of event participants and attendees;
- Administering events;
- Sending relevant communications to your work email address;
- Staff recruitment and taking applications for volunteers and contacting volunteers about their role; and
- Promoting Look Around on social media, Google, YouTube and other online platforms
In many instances, we will rely on obtaining your consent to our use of your personal information in a certain way (for example, asking for your consent to use your personal information to send you direct marketing information, and we may ask for your explicit consent to share sensitive personal information with us)
We may need to collect, process and disclose personal information to comply with a legal obligation. For example, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid or accounting/tax purposes. We may also use personal information to cross check and prevent known malicious activities on Look Around operated services.
You have the following legal rights in relation to our collection and processing of your personal information:
- Right to be informed – you have the right to be told how your personal information will be used. This Policy and other policies and statements used on this website and in our communications are intended to provide you with a clear and transparent description of how your personal information may be used.
- Right of access – you can write to us to ask for confirmation of what information we hold on you and to request a copy of that information (and other related information). Provided we are satisfied that you are entitled to see the information requested and we have successfully confirmed your identity, we will provide you with your personal information subject to any exceptions that apply.
- Right of erasure – at your request we will delete your personal information from our records as far as we don’t have an overriding legitimate reason for holding on to it (e.g. to comply with a legal obligation).
- Right of rectification – if you believe our records of your personal information are inaccurate, you have the right to ask us to update those records. You can also ask us to check the personal information that we hold about you if you are unsure whether it is up to date or not.
- Right to restrict processing – you have the right to ask us to restrict the processing of your personal information if there is disagreement about its accuracy or whether our use is legitimate or not.
- Rights related to automated decision-making – where we take automated decisions in relation to your personal information with no human involvement (i.e. such as credit scoring) you have the right to ask us for human intervention or to challenge any such decision.
- Right to object – you have the right to object to processing where we are: (i) processing your personal information on the basis of the legitimate interests ground (see ‘Legal basis for processing’ above) and we have no compelling reason we can demonstrate to continue with that processing; (ii) using your personal information for direct marketing, or; (iii) using your personal information for statistical purposes.
It is always your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to continue to contact you, you have the right to object or change your mind at any time.
You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link in at the end of our marketing emails.
If you have indicated that you do not wish to be contacted by us for marketing purposes, we will retain your details on a ‘do not contact’ list to help ensure that we do not contact you accidentally. However, we may still need to contact you if you carry on dealing with us, including (but not limited to):
- Processing a donation you make or any continuing direct debit;
- Providing you with information you need in order to participate in an activity or event for which you have registered;
- Explaining and apologising where we have made a mistake; and
- Dealing with future legal claims in connection with a contract we have with you
To exercise any of these rights, please send a description of the personal information in question to our Data Protection Office at the address shown in the Contact us section below. Please note that some of these rights may be subject to legal restrictions, which we’ll tell you about if they apply.
Recipients – Information and disclosure
We do not sell or rent your information to third parties for marketing purposes. However, we may disclose your personal information in the following circumstances:
- We may provide your email address or mobile phone number in an encrypted format to social media companies, such as Facebook, Instagram, Twitter or YouTube, or to digital advertising networks that are providing services to us by displaying our advertising to you on those social media platforms and other websites, as well as identifying audiences with interests similar to yours. You can opt out of your data being used in this way by contacting our Supporter Care Team or our Data Protection Officer as described below. However, this may not prevent our advertisements being shown to you where you have not been targeted personally.
Inappropriate website content
If you post or send any content that we believe to be inappropriate, offensive or in breach of any laws, such as defamatory, abusive, or hateful content on our forums or social media pages, if necessary, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.
International transfers of personal information
Your information is normally kept within the UK or within the European Economic Area (EEA) and this is a priority for the BHF when selecting where we host and use your information.
On some occasions, we may have to use services that host your information outside of these areas. When this occurs, we will only ever use highly reputable suppliers that have gone through information security due diligence, have contractual clauses about the high standard of data processing, and meet all requirements that your information is looked after to a standard as if it were in the UK or the EEA. If and when this occurs, usually this is a company in the USA.
For more information about this please contact us using the Contact Us section below.
Keeping your personal information
We keep your personal information only for as long as we need to use it for the purposes set out in this Policy.
We have adopted a data retention policy that sets out the different periods we retain personal information for in respect of these relevant purposes. The criteria we use for determining these retention periods is based on various legal requirements; the purpose for which we hold data and whether there is a legitimate reason for continuing to store it (such as in order to deal with any future legal disputes); and guidance issued by relevant regulatory authorities including, but not limited to, the Information Commissioner’s Office (ICO).
Personal information that we no longer need is securely disposed of and/or anonymised so you can no longer be identified from it. Some personal information may be retained by us in archives for statistical or historical research purposes although we will do this in a manner that complies with applicable data protection law.
We continually review what personal information and records that we hold, and delete what is no longer required. We never store payment card data after the transaction has been completed.
If you would like to receive further information about this Policy, please contact us on firstname.lastname@example.org.
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