Privacy Policy
Introduction
This policy explains how the Friends of Ruskin Park (FoRP) will protect and respect your privacy when you give us your personal data. It also explains how we manage the information we hold about our Members, volunteers and Subscribers to our newsletter. We may change the Policy from time to time and the latest version will be displayed on the website. By using our website, you’re agreeing to be bound by this policy.
Who are we?
- The data controller is FoRP, a charitable incorporated organisation, registration number 1166358.
- As a small charity focused on working with our members and supporters, we are exempt from registering with the Information Commissioner’s Office. We will comply with the other requirements of the UK General Data Protection Regulation and the Data Protection Act 2018.
How do we collect information from you?
- We collect information about you when you use our website or contact us or participate in FoRP activities. For example, when you become a Member, sign up as Subscriber to receive our newsletters, or make a donation.
What type of information is collected?
- The personal information we collect might include your name, email address, information you provided on interests, postal address, telephone number, IP address, and information about what pages on our website you access and any donations you have made.
- If you make a donation 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 transactions.
- We may collect photographs of volunteers and members of the public when they participate in FoRP activities. As far as reasonably practicable, we will seek to notify members and members of the public that we are taking photographs at events such as fetes or concerts, for example by using signs.
- We do not collect special categories of data and we do not use your data to carry out automated decision-making or profiling.
How is information used?
We will use your information in the course of carrying out our work as a charity. This includes:
- Processing donations you make
- Keeping you informed, and seeking your views or comments, about our activities, including using photographs to publicise FoRP events on our website, social media or in other material (such as our annual report)
- Administering membership, volunteering programmes, projects and grants
- Carrying out obligations arising from any contracts entered into by you and us.
We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid on charitable donations).
We will review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Who has access to your information?
Access to personal data is restricted to the trustees of FoRP and committee members whose roles mean they need access to information (for example, committee members who are responsible for communicating with members and volunteers).
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
We may pass your information to third parties who act as ‘data processors’ for the purpose of undertaking a task or providing a service. For example, we use JotForm for forms, Mailchimp to deliver our newsletters and Google Drive for secure file storage. This information will only be what is necessary in order to carry out our activities.
When you make a donation, it is processed by a third party payment processor, the Charities Aid Foundation.
Photographs may appear on our website or social media accounts, which do not have privacy settings applied to them.
Your choices
You have a choice about whether or not you wish to receive information from us and there is no contractual or statutory requirement to provide us with your personal data.
When you become a Member or a Subscriber to our newsletters, you are consenting to receive email or phone communications about our activities, including for fundraising purposes. As there is currently no membership fee, we may ask you to confirm that you wish to remain a Member every two years if we have not heard from you. In the case that your membership lapses, you will become a Subscriber.
In any case you can edit your contact information and your preferences at any time, and choose to no longer hear from us. You will find an option to ‘unsubscribe’ or ‘change your preferences’ at the bottom of all our email newsletters. Alternatively, you can contact us on info@friendsofruskinpark.org.uk to ask us to remove your information from our systems, including removing photographs from our website or social media accounts.
Accessing your information
You have the right to ask for a copy of the information FoRP holds about you. To make a subject access request please email info@friendsofruskinpark.org.uk. It is helpful if you can tell us what information you are requesting, although you are not obliged to do this.
Security
Non-sensitive details are transmitted normally over the internet, and we can never guarantee this to be 100% secure. Once we receive your information, we will put appropriate measures in place to keep data secure on our systemss.
Links to other websites
Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website, so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
In addition, if you followed a link to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
16 or under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
We will only take photographs of children who appear to be under the age of 16 with the consent of their parent or guardian, if the child is the subject or focus of the photograph.
Where we take pictures of FoRP events involving large numbers of people, such as at a fete or concert, it is unlikely to be possible to obtain consent from a parent or guardian if children appear incidentally in a shot (for example as part of a crowd). In this case we are relying on our legitimate interests in promoting our charitable activities to process data.
We will remove images of children from our social media or website if asked to do so by a child or by their parent(s) or guardian(s). Please email us at info@friendsofruskinpark.org.uk if you want us to remove an image from our website or social media accounts.
Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the UK. By way of example, this may happen if any of our servers are from time to time located in a country outside of the UK.
In some cases, UK adequacy regulations may permit the transfer of data. This includes to countries in the European Economic Area.
If the UK adequacy regulations do not apply, data may be transferred to countries that may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the UK in this way, we will take steps to ensure that appropriate security and other measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
If you have any questions or concerns please contact us at info@friendsofruskinpark.org.uk
You have the right to complain to the Information Commissioner’s Office if you think that we have not handled your personal data in accordance with the UK GDPR or the Data Protection Act 2018. For further information please visit the ICO’s website at ico.gov.uk.
Reviewed and Updated July 2024