Privacy policy

At The Lord Mayor’s Appeal we rely on the generosity and support of individuals like you to carry out our vital work in helping one million people thrive in the City of London and beyond. That is why we want to be transparent about why we need the personal details we request when you engage with us and how we will use them.

The Lord Mayor’s Appeal is committed to protecting the personal data that we collect and process about you. We aim to be clear and transparent and not do anything you wouldn’t reasonably expect. We do this by ensuring you are provided with an explanation about how The Lord Mayor’s Appeal collects and processes the information you provide us with, or that we collect about you, whether online, via phone, email, in letters or in any other correspondence or from third parties.

Please read this policy carefully to understand how we collect, use and store your personal information.

Who we are

The aim of the Lord Mayor’s Appeal is to help one million people thrive in the City of London and beyond over the next three years. Our initiatives and campaigns focus on:

  • supporting better diversity and inclusion in the workplace
  • reducing the stigma of mental illness and creating mentally healthy workplaces
  • improving the skills of our current and future workforce, young people and those who face disadvantages
  • philanthropy, fundraising and volunteering 

Developing a better understanding of our supporters and the effectiveness of our initiatives and campaigns through personal data allows us to make better decisions, make a greater impact, develop our thought leadership programmes, fundraise more efficiently and create events and communications that ultimately, help us to reach our goal.

The Lord Mayor’s Appeal is a registered charity (Registered Charity No: 1148976) and company limited by guarantee (Company No: 08140664). The registered address is Mansion House, London, EC4N 8BH.

Our charity is also registered as Data Controllers with the Information Commissioner’s Officer under the Data Protection Act 1998.

Data controller Registration number: ZA235094

The Lord Mayor’s Appeal may process your personal information for our legitimate business interests** which includes some or all of the following:

  • Where the processing enables us to enhance, modify, personalise or improve our communications or initiatives for the benefit of our supporters, beneficiaries and donors
  • To provide communications and events which we think will be of interest to you
  • To enhance the security of our network and information systems
  • To determine the effectiveness of our initiatives, promotions, campaigns and advertising
  • To better understand how people interact with our websites

Whenever we process data for these purposes we will ensure that we always keep your Personal Data rights in high regard and take account of these rights. You have the right to object to this processing if you wish and if you wish to do please let us know at info@thelordmayorsappeal.org Please bear in mind if you object this may affect our ability to carry out the tasks above for your benefit.

We will ask some of our individual fundraisers and supporters  to consent to receive communication from us.

Click here **if you want to learn more about what we mean about legitimate interests. ** Legitimate interests mean the interests of The Lord Mayor’s Appeal in conducting and managing our organisation and charitable activities. For instance we have an interest in making sure our communications, initiatives and events are relevant for you, so we may process your information to send you marketing and information that is tailored to your interests.

When we process your personal information for our legitimate interests we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests. We will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law).

We collect information in the following ways:

Information you give us

  • The Lord Mayor’s Appeal may obtain personal information from you when, for example, you complete an online form, register with The Lord Mayor’s Appeal for a mailing list, apply to become a volunteer, take part in an event or make a donation.

Information from Third Parties

  • We may also receive information about you from independent third parties, such as fundraising sites like Just Giving, Virgin Money Giving, Blackbaud and Eventbrite. We will only receive data from third parties in this way if you have given your consent for your data to be passed on to us. You should check their Privacy Policy when you provide your information to understand how they will process your data. Data obtained in this manner will be covered by this privacy policy.

Information we get from your use of our website and services

  • We collect information about the services you use and how you use them, like when you watch a video on YouTube, visit our websites or view and interact with our emails, ads and content.

Information in the public domain

  • We may obtain some information from publicly available sources such as Companies House, newspaper articles or open postings on social media such as Facebook, Twitter and LinkedIn.

What information do we collect?

The types of personal information that The Lord Mayor’s Appeal collects may include:

  • Your title, name;
  • Your contact details (address, email, phone number and social media contact details);
  • Family and spouse/partner details, relationships to other supporters;
  • Your professional activities and employment details;
  • Current interests and activities;
  • Gift aid status and records of donations;
  • Contact preferences;
  • Media articles about you;
  • Your IP address, location, browser type and information on how you interact on our website
  • Your bank or credit card details in line with payment card industry standards;
  • Any other information provided by yourself at the request of The Lord Mayor’s Appeal.

Where appropriate we may also ask your interests and motivation for supporting The Lord Mayor’s Appeal, we will never make this question mandatory, and only want to know the answer if you are comfortable providing us with that information.

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 disclose your personal information to third parties if we are legally obliged to; or in order to enforce or apply our terms of use for this website or other agreements; or to protect the rights, property or safety of the Lord Mayor’s Appeal, our donors or others. This includes exchanging information with other companies and organisations for the purposes of fraud detection and protection.

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 info@thelordmayorsappeal.org

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 info@thelordmayorsappeal.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 info@thelordmayorsappeal.org

How The Lord Mayor’s Appeal uses Cookies

Like many websites, we may collect and record information in order for us to understand more about how our website is used and to provide you with a personalised experience when you visit our website. We use 'cookie technology' to do this. We may use cookies to gather certain information about you, including details of your operating system, browser version, domain name and IP address, and the details of the website you linked from to the website. The Lord Mayor’s Appeal uses Google Analytics to record this information and implements Demographics and Interest reporting, which enables us to better understand website usage and improve the experience for our visitors.

By continuing to use our site, you agree to our use of cookies - but these cookie files and IP addresses will never identify you as an individual.

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 info@lordmayorsappeal.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

This website may include links to other websites, not owned or managed by the Lord Mayor’s Appeal. Whilst we try our best to only link to reputable websites we cannot be held responsible for the privacy of data collected by sites not managed by the Lord Mayor’s Appeal, nor can we accept responsibility or liability for those policies. For this reason you should consult the privacy policy on any external website you link to before you submit any data to those 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.

We have taken all steps reasonably necessary to make sure that your data is treated securely and in accordance with this privacy policy. We have done our best to protect your personal data, and ensured that it will be held in compliance with European data protection regulations.

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.