St Elizabeth’s Centre (the ‘Charity’/’we’/’us’) is a company limited by guarantee registered in England and Wales (No. 11087989), and registered charity number 1176777.
Please read the following Privacy Policy that explains how we use and protect your information. We will be the ‘data controller’ of the information you provide to us.
Our Contact Details
Our registered address is South End, Much Hadham, Hertfordshire, SG10 6EW.
For data protection queries, please contact us by email at [email protected] or by post at: South End, Much Hadham, Hertfordshire, SG10 6EW.
This Privacy Policy was last updated on 26 November 2024. We may change this policy from time to time and will publish any changes on our website. You should check this page from time to time to ensure that you are happy with any changes.
Who is this for?
This is for visitors to our website and everyone we work with, including people who participate in our activities, supporters, volunteers, donors and third parties (sometimes referred to below as ‘you’).
The type of personal information we collect
We currently collect and process the following information:
- Personal details including, for example, name and address, email address, phone number;
Sensitive information including, for example, information such as date of birth, socio-economic status, and nationality; - Financial information including, for example, records of payments for purchased products and services, and bank details for paying invoices, making donations and gifting awards;
- Other personal information in relation to particular activities or volunteer roles including, for example, biographies, past relevant experience, and creative, editorial or mentoring notes and feedback;
- User statistics from our website, newsletter, social media and other online platforms we use to host or manage our work including, for example, IP address, location, newsletter views.
Information relating to people under 18
At times, we collect the information listed above for young people aged under 18. When any minor engages with an activity that we organise, they are required to share the details of their relevant parent or guardian. If a minor is selected to participate in our activity, their parent or guardian will be informed and asked to provide authorisation.
How we get the personal information, why we have it, and how we use it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
• You have subscribed to our newsletter;
• You are participating in an activity we have organised;
• You have donated (or may be considering donating) to the Charity;
• You have completed a Gift Aid declaration form
• You have volunteered at St Elizabeth’s Centre, charity shops or community events.
• You work in a relevant industry and we believe you have a legitimate interest in an opportunity we offer including, for example, medical professionals are invited to participate in our conference on Epilepsy.
We may also receive personal information about you from third parties, for example when you sign up to fundraise for us using a site such as Enthuse, JustGiving or GoFundMe. We will only use this information for the purpose it has been given.
We also receive personal information from various digital sources, including when you interact with us on social media or if you have visited our website. This information is used to evaluate and improve the Charity’s work and activities.
Our website uses cookies to improve the user experience. Our website uses a cookie control system, allowing the user to consent. We use tracking software to monitor website usage, but this does not store, save or collect personal information. The information we gather may include your IP address, geographical location, browser type and version, operating system, how you found our website, the length of time you spent on our site, which pages you visited and website navigation paths. We use cookies to help us track these activities, but wherever possible use aggregated or anonymous data that does not identify individuals.
We use the information that you have given us in order to:
- Keep you updated on our activities and invite you to participate, including, for example, by sending you our newsletters;
- Manage any submissions you have shared with us;
Invite you to events; - Communicate with you, including supplying you with information, documents, forms and other content you need to engage fully with any activity you may be participating in;
- Send you news of opportunities you may be interested in;
Improve our charitable activities.
Occasionally, we work with third parties or partner organisations and rely on consent or legitimate interest for processing your information. You can see the list of lawful bases we rely on for processing information below. If we are working with a third party or a partner organisation on work that requires sharing of information, they are not allowed to use your information for their own commercial purposes or disclose it without our consent.
Information we obtain independently from you
To better understand those we are engaging with including, for example, people who participate in our activities, event attendees, supporters and donors, we occasionally research publicly available information to estimate their potential interest in different opportunities or in supporting us. We may combine information you have given to us with additional information available from other sources. This information may include philanthropic activities, trusteeships, career history and shared interests.
Storing your personal information
We keep your information only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to fulfil our legal obligations. We will not keep more information than we need. We use the secure, password protected software called DonorFlex to store all donor information. Charity Shops use secure password protected software Cybertill.
How long we keep your information depends on the purpose for which it was collected, including, for example:
- Newsletters: once subscribed we will keep your information indefinitely/until you unsubscribe. We may clean our mailing list from time to time and, if your details are dormant, you may be removed from the list. You can always re-subscribe;
- Financial Records including, for example, bank account details, invoices, donations, gift aid records, and legacy gift administration: in line with The Charities Act 2011, we keep accounting records for ten years from the end of the financial year in which they are made;
- Records of donors who have expressed an interest in leaving a gift in their will to the Charity: retained until they expressly state they will not be leaving such a gift and are also not actively giving/engaging with the Charity in other ways, OR until 7 full financial years have elapsed from our notification of their death;
- Event Attendance: guest lists and attendance information may be kept indefinitely;
Internal Records including, for example, meeting minutes, evaluation of the Charity’s activities, fundraising research: materials will usually be kept indefinitely. - Otherwise, when we no longer require your information for the purposes collected, or to fulfil our legal obligations, it will be erased.
If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of your information, for example, name, address, email address and phone number to ensure we adhere with such requests, for six years.
Security
No information transmission over the internet, or information in digital storage, is 100% secure. We therefore cannot guarantee the security of any information which you disclose to us and wish to draw your attention to the fact that you do so at your own risk.
Your data protection rights
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Where we have your consent. You are able to remove your consent at any time. You can do this by contacting [email protected].
(b) Where we have a contractual obligation.
(c) Where we have a legal obligation. We do not intend to use this lawful basis for collecting information and will only process your information with a legal obligation if we are required to do so.
(d) Where we have a vital interest. We do not intend to use this lawful basis for collecting information and will only process your information with a vital interest if we believe it is necessary (or are required by law) to do so to protect someone from harm.
(e) Where we have a legitimate interest. We collect user data via cookies to monitor and improve our website. We contact relevant individuals and organisations in their professional capacity if we believe they may have a legitimate interest in one of our charitable activities, including, for example, on-site fundraising events, thank-you events or corporate volunteering opportunities.
Under data protection law, you have rights including:
- Your right of access - You have the right to ask us for copies of your personal information.
- Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
How to complain or contact us
If you have any concerns about our use of your personal information, or other queries, you can make a complaint or otherwise contact us via email at [email protected] or by post at: South End, Much Hadham, Hertfordshire, SG10 6EW.
You can also complain to the ICO if you are unhappy with how we have used your information. The ICO’s address is:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk
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