The privacy and security of your personal information is very important to us. This policy explains how and why we use your personal data to ensure you feel confident in giving us this information.
Any personal information that you provide on this website is controlled by TRELOAR TRUST
If you are a supporter of Treloar’s and contribute to our fundraising activities, we will hold your data separately. Scroll down for Fundraising specific information.
Your personal information
Occasionally you will be asked to submit personal information about yourself (e.g. name, address and email address) in order to receive or use services on our websites. Such services include newsletters, publications and information and advice. Please scroll down for Fundraising specific information.
By entering your details in the fields requested and pressing ‘Submit’, you are consenting to the processing of your information by TRELOAR TRUST and its agents in accordance with this Data Policy. You may also provide personal information to us when you contact us by email, telephone or letter. Whenever you provide such personal information, we will treat that information in accordance with this policy. Our services are designed to give you the information that you have requested. TRELOAR TRUST will, at all times, act in accordance with current legislation and aim to meet current Internet best practice.
Use and storage of your personal information
When you supply any personal information to TRELOAR TRUST we have legal obligations towards you in the way we deal with that information. We must collect the information fairly, that is, we must explain how we will use it. This Data Policy explains how we will use your personal information. The ‘Data Protection Notice’ that you will find present whenever personal information is collected will provide additional information about how your personal information will be used by TRELOAR TRUST.
We will use personal information provided by you or gathered by TRELOAR TRUST for the following purposes:
- To process and respond to requests, enquiries and complaints received from you
- To provide services requested by you
- To communicate with you about services provided to you
- To process payments
- To update our records
- To analyse trends and profiles
- For audit purposes
- To carry out customer satisfaction research
- To prevent or detect fraud.
We will only hold your personal information on our systems for as long as is necessary for the purposes set out above and we will remove it when the purposes have been met, unless you opt-in for future communications with us.
Where you have opted-in to future communications, we will, on each subsequent communication, offer you an easily executable ‘opt-out’ option, which will allow you to remove yourself from any future mailings.
What is a cookie?
When you enter a site your computer will automatically be issued with a cookie. Cookies are text files that identify your computer to our server. Cookies in themselves do not identify the individual user, just the computer used. Many websites do this whenever a user visits their site in order to track traffic flows.
Cookies themselves only record those areas of the site that have been visited by the computer in question, and for how long. Users have the opportunity to set their computers to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time. The last of these, of course, means that certain personalised services cannot then be provided to that user.
Fundraising Specific Data
We always want the experience of supporting us to be a positive one, to help us to build more engaging and involved relationships with our supporters. You can change your mind at any time – see below for further details.
The type and quantity of information we collect
The type and quantity of information we collect and how we use it depends on what our relationship is with you and why you are providing your data.
If you support us, for example make a donation, volunteer, register to fundraise, sign up for an event or buy something from our shop, we will usually collect:
- Your name
- Your contact details
- Your date of birth – where appropriate
- Your bank or credit card details – (only if appropriate and we do not keep any records once payments are processed.)
- Where it is appropriate we may also ask why you choose to support Treloar’s. Questions like this will never be mandatory, and we only ever want to know the answers if you are completely comfortable telling us.
- We may also store photographs of you if you attend an event
We will use your data to:
- Provide you with the services, products or information you specifically asked for
- Administer your donation or support your fundraising, including processing Gift Aid
- Keep a record of your relationship with us
- Contact you in the way you prefer: mail, email, text etc.
- Understand how we can improve our services, products or information.
- Direct Marketing of our events and activities
With your consent, we will contact you to let you know about the progress we are making and on occasions to ask for donations or other support.
We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear preference questions and we include information on how to opt-out when we send you information.
If you don’t want to hear from us, that’s fine. Just let us know when you provide your data.
We do not sell personal details to third parties.
How we keep your data safe
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
We use external companies to process personal data on our behalf, for example our mailing houses. We do comprehensive checks on these companies before we work with them, and have a contract in place that sets out the expectations and requirements, especially regarding how they manage the personal data they have access to.
We do not use suppliers outside the European Economic Area (EEA).
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
Keeping your information up to date
We would really appreciate it if you would let us know if your contact details ever change.
Your right to know what data we hold on you
You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so.
Contact the Fundraising Office on 01420 547 477 if you have any concerns or questions.
You have a right to ask for a copy of any information we hold on you.
How we will obtain your permission
In line with guidance from the Fundraising Regulator, Treloar’s fundraising team will ask people to opt-in to future fundraising communications.
We will seek unambiguous and explicit permission from all new supporters before we contact them for future fundraising support.
We collect data in the following ways:
When you choose to give it to us directly.
You may give us your information in order to sign up for our TRElottery, sign up to one of our active or fundraising events, simply make a donation, purchase our products or communicate with us on some issue.
We may receive your information indirectly.
This policy was last updated 3rd December 2018.