Privacy policy
ABOUT OUR POLICY
At Hope Classic Rally, we are committed to protecting your personal information and being transparent about the information we hold. The purpose of this Privacy Policy is to clearly set out how we collect, use and store your personal information, which is any information that identifies or could identify you.
WHEN AND HOW DO WE COLLECT YOUR PERSONAL DATA?
We collect information that allows us to run the Hope Classic Rally, fundraise more efficiently and provide you with the best possible experience through our website and communications. We collect your information when you give it to us directly, indirectly or when you use our website.
DIRECTLY: You may give us your personal information when you interact with us through signing up for the Rally, making a donation, or receiving our newsletter
INDIRECTLY: We may receive your personal information through events organised on behalf of us.
WEBSITE: You can browse our website without revealing any personal information. If you contact us through an email link, you will need to provide personal information which will only be collected with your consent.
WHAT INFORMATION DO WE COLLECT?
When you interact with us either online, in person or at the event, we may collect your name, email address, postal address, phone number and contact preferences. Depending on the reason for your contact, we may also request your bank or credit card details, taxpayer status (to understand if we can claim Gift Aid), the date or year of birth (to check you are over 18) and gender (where appropriate for entering an event for example).
HOW DO WE USE YOUR INFORMATION?
We will use your data to:
Deal with your enquiries or requests.
Process and acknowledge donations, including claiming Gift Aid or verifying other financial transactions.
Analyse our fundraising activity and performance.
Undertake administrative purposes, for example to contact about a donation query.
Provide updates on our work and the difference your support is making, as well as tell you about other ways you might be able to support us, where you have agreed to receive this.
Ask you to participate in a survey so we can better improve our fundraising activities.
Analyse and improve our website, services, products or information.
Administer volunteer arrangements on occasion where you volunteer for us.
The use of your data will depend on the reason you provide us with it.
We will send you direct marketing with updates on our work and latest events via email if you have given consent for us to do so (an unsubscribe option to which is provided at the end of each email).
We will send communications via post based on legitimate interest unless you specify you don’t want to hear from us this way (see below for more information on our legal basis).
We respect your preferences and will only send you information that will be of interest and in your chosen format.
WHO HAS ACCESS TO YOUR INFORMATION?
Your personal information is accessible by the Hope Classic Rally team and We See Hope, our partner charity. Access is regularly reviewed and all partners will only act under our instruction, within a contractual relationship and not use data for their own purposes.
From time to time, it may be necessary for us to share your personal data with third parties who are organising an external event on our behalf. We always have contracts in place requiring them to comply with our data protection policy and have systems in place to ensure they protect your personal data. We will never sell your data to third parties or another organisation.
Organisations who we may share your data with, include:
MailChimp – marketing automation platform
Donation processors & Gift Aid claims – REALEX, BACS, Payroll giving, HMRC
We will only disclose your personal information without your consent when it is required for us to do so by law, such as to authorised agencies or government authorities.
HOW DO WE KEEP YOUR INFORMATION SAFE?
We have appropriate measures and precautions in place to ensure we protect and look after your personal data. At Hope Classic Rally, we recognise that the security of passing data through the internet cannot be guaranteed. Whilst we strive to ensure protection of any data you transmit to us, you do so at your own risk. However, once we receive your data, we make every effort to guarantee its security, in both our own systems and that shared with organisations performing operations on our behalf.
HOW LONG DO WE KEEP YOUR INFORMATION FOR?
We hold your data for as long as needed to meet any financial or legal obligations or until it is no longer relevant or necessary for the use originally intended.
If you wish to no longer hear from us we will retain the minimum information required to ensure we do not contact you in the future and to store any historic financial transactions you have made to us.
WHAT IS OUR LEGAL BASIS FOR PROCESSING YOUR PERSONAL INFORMATION?
A lawful basis is required for all organisations to legally collect and use personal data under data protection laws. The types of lawful basis relevant to the type of work that Hope Classic Rally carries out, include:
Individual consent – to send direct marketing and communications via email.
Legal Obligation – processing necessary for compliance with a legal obligation (where consent may not have been given), for example requesting a gift aid declaration.
Legitimate interest – includes contacting you with regards to a legal obligation (as above), use of your personal data for analytics to better understand our supporters and the user experience we offer them or contact about our work via post. In this instance we will use and process your data as long as it is fair and does not adversely impact your rights as an individual or where there is an imbalance of the interests of both parties involved.
HOW CAN YOU CHANGE YOUR INFORMATION AND HOW CAN YOU ACCESS IT?
It is important to us at Hope Classic Rally that you are happy with the way we are communicating with you. If for any reason you are not, please contact Marina@hopeclassicrally.org to change your contact preferences.
Please note that if you tell us you no longer want to hear from us for marketing purposes, we may still contact you for administrative purposes, such as any donations you make, administering Gift Aid or resolving a query.
Under data protection legislation, you have a number of rights with regards to your access to the data we hold on you.
If you believe our record of you to be incorrect, please get in touch to ask us to update this.
If you wish to request the information we hold on you, please get in touch using the details above and we will send it to you in writing. Your request will be processed immediately but please allow up to 30 days to receive the data.
You have the right to ask us to stop using your personal data, for example in a situation where you feel it is no longer needed for the reason you initially provided it or disagree about its accuracy or the legitimate interest to which we are processing it.
You have the right to be forgotten, for example have your personal data deleted or transferred to another organisation (data portability). In this instance we will need to keep limited information to ensure that you are not contacted in the future and for the minimum period required for any financial obligation related to a donation you may have made.
In all circumstances you will be asked to provide proof of identity before we can share or amend any personal data. If you have any concerns about the way we are using your data please get in touch using details provided below. You are also entitled to make a complaint to the Information Commissioner’s Office and Fundraising Regulator:
Commissioner’s Office
0303 123 1113
Fundraising Regulator
2nd floor, CAN Mezzanine Building, 49-51 East Road, London, N1 6AH
enquiries@fundraisingregulator.org.uk
0300 999 3407
WHAT IF YOU ARE UNDER 18 YEARS OF AGE?
We work hard to support the rights and protect the privacy of all young people that engage with us so it is important that if you are under the age of 18 you ask permission from a parent or guardian before providing us with your personal data through our website. When we are collecting data about young people under 18, we will also make it clear as to the reasons for doing so.
WHAT IS OUR COOKIE POLICY?
WHAT ARE COOKIES?
A cookie is a small text file stored on the hard drive of your computer. Cookies recognise your computer and tell us about your actions and remember your preferences on our website. Because all the data we get is anonymous, the cookies we use cannot be used to identify you. You can find out more at https://ico.org.uk/your-data-matters/online/cookies/.
WHAT COOKIES DO WE USE AND WHY?
We currently don’t use cookies to track users or engagement with our site. The site is hosted by Squarespace who have their own cookie policy which you can view here https://www.squarespace.com/cookie-policy
HOW CAN YOU MANAGE YOUR COOKIES?
You can turn off and change your cookie preferences at any time. You can find out how to do this by visiting https://ico.org.uk/your-data-matters/online/cookies/.
WHEN WILL WE UPDATE THIS NOTICE?
This policy was last updated in May 2022. Where necessary, changes will be made, so we recommend you check back from time to time, however any significant changes will be made clear on our website or you will be contacted if these directly affect you.
HOW CAN YOU CONTACT US?
Should you require any further information with regards to our Privacy Policy, how to change your contact preferences or amend any of the data we hold on you please get in touch with us at Marina@hopeclassicrally.org.
