What might we do with your information?
If you support us, for example make a donation, volunteer, register to fundraise, sign up for an event we will mainly use your data to:
- Provide you with the services, products or information that you asked for; as well as information about other services, products or information we think might interest you.
- Administer your donation or support you’re fundraising, including processing Gift Aid.
- Send you surveys, and for market research as well as recording your responses to our initiatives and events.
- Invite you to events.
- Keep a record of your relationship with us and record the contact we have with you.
- Ensure we know how you prefer to be contacted.
- To allow you to participate in interactive features on our website, when you choose to do so. For example, we may help you auto-complete forms by inserting your contact details for you to edit.
- To analyse and improve the services offered on our websites. This means we can provide you with the most user-friendly navigation experience we can, which may involve providing your information to third parties.
- To use your IP addresses to identify relevant information. This may include information such as your approximate location. It also helps us to block disruptive use or establish information like the number of visits to the website from different countries.
- To make our marketing campaigns more targeted and relevant to potential supporters and donors.
- To process personal information and/or provide this to a third party for the purposes of profiling and understanding who visits our site. This could be analysing demographics to inform our campaign and marketing strategies.
Tools may be used to improve the effectiveness of The Lord Mayor’s Appeal communications with you, including tracking whether you open the emails we send you and which links you click within a message.
How we update your information
We continuously review records of supporters to ensure your data is as accurate as possible and always appreciate it if you let us know if your contact details change. Where possible we use publicly available sources to keep your records up to date for example, the Post Office’s National Change of Address database, or information provided to us by other organisations as described in Section 1. It is important that we keep your personal data as up to date as possible so that we can cross reference your information with the Mail and Telephone Preference Services.
Who might we share your information with?
We are committed to protecting your data and therefore it will never be disclosed or sold to external organisations other than those acting as agents and data processors carrying out work on our behalf. Where we enter into a relationship with an external party, any such arrangements will be subject to a formal agreement between The Lord Mayor’s Appeal and that organisation to protect the security of your data. They only act under our instructions and we maintain full responsibility for your data.
We may also ask external service providers to carry out tracking and analysis on our behalf as described in the cookies policy.
Third Parties may include:
- Our Trustees where we share information for internal procedures and policies only. Should we merge with another organisation to form a new entity, your data may be transferred to the new entity.
How to access, correct or delete your information
If your contact details change, or if you believe that the information that The Lord Mayor’s Appeal holds about you is out of date or inaccurate, please get in touch with us and provide us with the correct details at email@example.com
If you do not want to receive any further information about The Lord Mayor’s Appeal and would like us to remove your name from our mailing list, you can opt out by following the link on any email we send you. Alternatively email us at firstname.lastname@example.org or write to us at The Lord Mayor’s Appeal, Mansion House, London, EC4N 8BH. To help us locate any personal information about you (or in case we need to get in touch with you to obtain further information to help us locate your records) please include your full name, address and telephone number with your request.
If you’d like to request a copy of the personal information we hold which relates to you, please email your request to email@example.com
How we keep your data safe
We aim to ensure that there are appropriate, physical, technical and managerial controls in place to protect any personal information you may provide to us; for example our online forms are always encrypted and our network is protected and monitored. Within our offices all of our staff receives training on handling data securely.
How long we store your data for
We will hold your personal information on our systems for as long as is necessary for the relevant activity. If you request that we stop sending you marketing communications we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us, we won’t keep any information that we don’t need.
We are legally required to hold some personal information to fulfil statutory obligations, for example the collection of Gift Aid or to support certain financial transactions to up to 6 years.
The law allows you to withdraw your consent to any particular use of your data at any time without needing to specify a reason. You can withdraw your consent by emailing us at firstname.lastname@example.org
How will we contact you
We will contact you by email, from which you can unsubscribe at any time. Some individual fundraisers and supporters will be asked to consent to receive email communication from us.
We may occasionally phone you or send you a letter, tell us if you would prefer us not to. However, of course, we will not contact you again if you ask us not to or if as an individual fundraiser, we do not have your consent to do so. This will relate to all communications with you from the Lord Mayor’s Appeal.
We may also collect details of your visits to our website, for example your location data, other sites you’ve visited and the resources that you access. We use this to provide you with the information, services or products that you’re interested in and are most relevant to you.
Making our communications relevant to you
We want to ensure that we provide you with information that is relevant to you. In order to do this, we may need to analyse the information we hold on you for supporter analysis and data quality purposes. This analysis may include modelling (e.g. how likely you are to respond to the invitation) and segmenting (looking at people who are similar to you), so that you receive targeted and relevant communication.
How do we handle your debit or credit card information
The Lord Mayor’s Appeal will ensure that when collecting sensitive information over the Internet such as debit cards, credit cards or personal information that this done so securely. We and our partners use TLS (Transport Level Security) to encrypt data sent between the customer and us or our partners.
The Lord Mayor’s Appeal is PCI compliant and uses external Payment Card Industry (PCI) compliant providers to collect this data on our behalf. We do not store PCI data on our own systems.
How to protect yourself and your personal information
To protect yourself when sending us sensitive information, please ensure that you use devices running supported operating systems that are regularly patched, and incorporate some form of malware protection. Only connect your devices to networks that you trust.
Where we have given you (or where you have chosen) a password which enables you to access certain parts our website, you are responsible for keeping the password confidential. You agree not to share that password with anyone else.
Following links to third party websites
How do we store your information
The personal information collected from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by individuals operating outside the EEA who work for us or working on our behalf. This includes staff engaged in, among other things, the processing of your payment details and the provision of support services.
Data is always encrypted and uses Secure Sockets Layer (SSL)/Transport Layer Security (TLS) for data transfer, creating a secure tunnel protected by 128-bit or higher Advanced Encryption Standard (AES) encryption.
By submitting your personal data, you agree to this transfer, storing and processing at a location outside the European Economic Area.
Unfortunately, the transmission of information via the Internet is never 100% secure and we cannot guarantee the security of your data transmitted to our website. This means any such transmission is at your own risk.
In cases when we use external websites provided by other organisations such as Twitter, YouTube or Facebook, then we would ask you to consult their privacy policies.