Who we are
We (or “us”) means Charitable Giving, a registered charity with registration number 1128013. We are also a limited company (number 06754603). We are registered with the Information Commissioner’s Office as a data controller under number Z1734304.
FAO: Privacy Officer
Union Mine Road
Telephone: 01822 611180 and ask to speak to the Privacy Officer
By contacting us, using our services or visiting our website, which is owned and controlled by us (“our site”), you are accepting and consenting to the practices described in this policy unless you inform us otherwise.
Information we collect from you
We may collect and process the following data about you:
Information you give us.
You may give us information about you by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This includes information you provide if you register to use our site, subscribe to our service, participate in discussion boards or other social media functions on our site, enter a competition, promotion or survey, and when you report a problem with our site. The information you give us may include your name, address, e-mail address and phone number, employer, financial information and personal description.
Information we collect about you.
With regard to visits to our site we may automatically collect the following information:
- technical information, including the Internet Protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
- information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.
Information we receive from other sources.
We may receive information about you from third parties such as professional fundraising organisations or your employer. When that data is collected from you, you should be informed by those third parties at that stage that it may be shared internally by us and combined with data collected from multiple sources.
We also work with third parties (including, for example, business partners, sub-contractors, advertising networks, analytics providers, search information providers) and may receive information about you from them.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.
We use the following cookies:
- Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website.
- Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
- Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
You may block cookies by activating the setting on your browser that allows you to refuse the storage of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
Uses made of the information
We use information held about you in the following ways:
Information you give to us.
We will use this information to:
- carry out our obligations arising from contracts entered into between you and us in relation to your payroll giving and any other donations to charity or to enable you to enter into a contract in relation to payroll giving and any other donations to charity. Such other donations may include for example the Gift Aid scheme for charity tax relief, Every Penny Helps and other charity donations that you have signed up for through us;
- to notify you about changes to our service;
- to ensure that content from our site is presented in the most effective manner for you and for your device.
Where you have indicated to us that you are happy for us to do so, we may also use this information:
- to provide you with information about other services we offer that are similar to those that you have already enquired about or receive from us; and
- to provide you, or permit charities to provide you, with information about campaigns or services that we (or that charity) feel may be of interest you. We will only disclose your information to charities to whom you make donations through our services.
Information we collect about you.
Examples of how we will use this information include (but are not limited to);
- to administer our services, and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
- to improve our site to ensure that content is presented in the most effective manner for you and for your device;
- to allow you to participate in interactive features of our services, when you choose to do so;
- as part of our efforts to keep our services, site and premises safe and secure;
- to measure or understand the effectiveness of our service.
Information we receive from other sources.
We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).
Disclosure of your information
You agree that we can share your personal information with:
- your chosen charities where we have your permission to do so;
- HMRC, for instance where we are required to notify them to ensure your charitable donation is free from income tax; and
- analytics and search engine providers that assist us in the improvement and optimisation of our site.
We will keep your information within the ‘organisation’ except where disclosure is required or permitted by law or when we use third party service providers (data processors) to supply and support our services to you. We have contracts in place with our data processors. This means that they cannot do anything with your personal data unless we have instructed them to do so. They will not share your personal data with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
Please see below the list of services where we use third party data processors which sets out the categories of recipients of personal data.
IT Provider – Cloud Service – IT Support
Secure document disposal service
Internal HR systems provider
You should be aware that the third parties we work with, such as Professional Fundraising Organisations and your chosen charities, will have their own privacy policies and that once your information has been passed to them they are in control of your information and they then determine how it is used. We advise you to check their privacy policies before you give permission to us to share any of your personal data with those third parties.
Anonymous disclosure of information
We may share information in fully anonymised form with the following:
- your employer, so they know how many of their employees are using payroll giving;
- the charities which you donate to using our services, so they know how many employees at different companies donate using payroll giving
- Professional fundraising organisations, for the same reasons; and
- HMRC approved payroll giving agencies, to promote payroll giving;
Please rest assured this type of sharing of data will only be in an anonymised format and you will not be identifiable from the collated data we disclose.
Where we store your personal data
All information you provide to us is stored on our secure servers or on secure servers operated by a third party. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Under the Data Protection Laws your rights are:
- To be informed – We must make available this privacy notice with the emphasis on transparency over how we process your data.
- Access – You are entitled to find out what details we may hold about you and why.
- Rectification – We are obliged to correct or update your details.
- Erasure – This is also known as the request to be forgotten.
- Restrict processing – You have the right to ‘block’ or suppress the processing by us of your personal data.
- Data portability – You have the right to obtain and reuse your personal data that you have provided to us.
- Object – You have the right to object to us processing your data in relation to direct marketing and or profiling.
- Rights in relation to automated decision making and profiling – We do not use automatic decision making or processing.
Our data retention policy is dictated by the Data Protection Laws and is available for inspection by submitting a written request using the contact details provided in this policy.