Privacy & Data Protection Policy
Save Our Open Space N8 (SOSN8) is committed to protecting and respecting your privacy. For the purposes of the General Data Protection Regulations (GDPR) and any subsequent UK legislation covering data protection the Data Controller is SOSN8. This Policy sets out why we collect personal information about individuals and how we use that information. It explains the legal basis for this and the rights you have over the way your information is used.
We may change this Policy from time to time. If you have any questions about this Policy or about your personal information, please contact SOSN8 via email@example.com
What type of personal information we collect
The type and amount of information we collect depends on why you are providing it.
The information we collect when you make an enquiry may include your name, email address, postal address and phone number.
If you are a donor, volunteer or are seeking our advice we will ask for your name and contact details (your full address, email address, and your phone number).
If you donate online, your card information is not held by us, it is collected by our third party payment processors who specialise in the secure online capture and processing of credit/debit card transactions
When we collect information
We may collect information from you whenever you contact us or have any involvement with us for example when you:
visit our website (see our Cookies policy below)
donate to us
enquire about our activities
subscribe to any of our email newsletters in order to receive information about our activities
attend a meeting with us and provide us with information
contact us in any way including online, email, phone, SMS, social media or post
supply us with goods or services
are a volunteer
Where we collect information
We collect information:
From you when you give it to us directly:
You may provide your details when you ask us for information or make a donation, volunteer, attend a meeting or contact us for any other reason.
When you give it to us indirectly:
When you have given other organisations permission to share it: your information may be provided to us by other organisations if you have given them your permission.
When you use our website:
When it is available on social media: depending on your settings or the privacy policies applying for social media and messaging services you use, such as Facebook, Instagram or Twitter, you might give us permission to access information from those accounts or services.
How we use your information
We will use your personal information in a number of ways which reflect the legal basis applying to processing of your data. These may include:
providing you with the information or services you have asked for
processing donations you make
sending you digital marketing communication, with your consent, including information about our services and activities, campaigns and appeals asking for donations and other fundraising activities. You can opt out at any time.
maintaining our organisational records and ensuring we know how you prefer to be contacted
analysing the operation of our website and analysing your website behaviour to improve the website and its usefulness
notifying you of changes to our services
Our legal basis for processing your information
The use of your information for the purposes set out above is lawful because one or more of the following applies:
Where you have provided information to us we will proceed on the basis that you have given consent to us using the information for that purpose, based on the way that you provided the information to us. You may withdraw consent at any time by emailing us at firstname.lastname@example.org. This will not affect the lawfulness of processing of your information prior to your withdrawal of consent being received and actioned.
It is necessary to comply with our legal, charitable, tax or insurance obligations.
Where the purpose of our processing is the provision of information or services to you, we may also rely on the fact that it is necessary for your legitimate interests that we provide the information or service requested, and given that you have made the request, would presume that there is no prejudice to you in our fulfilling your request.
If you want to contact us about your marketing preferences please contact email@example.com. You can also unsubscribe from any of our email newsletters by clicking ‘unsubscribe’ at the bottom of the email.
How we keep your information safe
We understand the importance of your personal data and take appropriate steps to keep it safe. No data transmission over the internet can however be guaranteed to be 100% secure. While we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.
Who has access to your information?
Volunteer organisers processing requests
Analytics and search engine providers that help us to improve our website and its use.
When you are using our secure online donation or payment pages, your donation or payment is processed by a third party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions.
In the unlikely event that the information you provide to us needs to be transferred to countries outside the UK, we will meet our obligations under GDPR by ensuring that the information has equivalent protection as if it were being held within the UK.
We may also disclose your personal information if we are required to do so under any legal obligation and may use external data for the purposes of fraud prevention and credit risk reduction, or where doing so would not infringe your rights, but is necessary and in the public interest.
Other than this, we will not share your information with other organisations without your consent.
Cookies are small pieces of information sent by a web server to a web browser, which enable the server to collect information from the browser. They are stored on your hard drive to allow our website to recognise you when you visit.
You can block any cookies from any website through your browser settings. For more information about how to disable cookies in your browser please visit allaboutcookies.org.
You can find out more information about cookies at www.allaboutcookies.org, which gives details on how to delete cookies from your computer. For information on how to do this on your mobile phone browser, please see your handset manual.
How long we keep your information
We will hold your personal information only for as long as it is necessary for the relevant activity. By way of example, we hold records of donations you make for at least six years so we can fulfil our statutory obligations for tax purposes.
If you ask us to stop contacting you with marketing or fundraising materials, we will keep a record of your contact details and limited information needed to ensure we comply with your request.
You have the right to request details of the processing activities that we carry out with your personal information through making a Subject Access Request. Such requests have to be made in writing. More details about how to make a request, and the procedure to be followed, can be found by contacting firstname.lastname@example.org
Subject to certain safeguard or limitations and exemptions you also have the following rights:
the right to request rectification of information that is inaccurate or out of date;
the right to erasure of your information (known as the “right to be forgotten”);
the right to restrict the way in which we are dealing with and using your information; and
the right to request that your information be provided to you in a format that is secure and suitable for re-use (known as the “right to portability”);
rights in relation to automated decision making and profiling including profiling for marketing purposes.
To exercise any of these rights, you should contact email@example.com
If you are not happy with the way in which we have processed or dealt with your information, you can complain to the Information Commissioner’s Office.
This Policy may be changed from time to time. If we make any significant changes we will advertise this on our website or contact you directly with the information. You are advised to check this Policy when you consider giving your personal information to us.
This Policy was issued in July 2022.