Who we are
We (or ‘us’) means Charities Trust, a registered charity (number 327489) 1128013. We are a limited company (number 2142757) and our registered address is Suite 20-22, Century Building, Tower Street, Liverpool L3 4BJ.
We are registered with the Information Commissioner’s Office as a data controller (number Z4862397).
By contacting us, using our services or visiting our website you’re agreeing to be bound by this Policy.
Everyone has rights with regard to the way in which their personal data in handled. During our activities, we will collect, store and process personal data about our customers, suppliers and other third parties, and we recognise that the correct and lawful treatment of this data will maintain confidence in the organisation and will provide for successful business operations.
Your personal data, which may be held on paper or on a computer or other media, is subject to certain legal safeguards specified in the Data Protection Act and equivalent EU regulations.
This policy and any other documents referred to in it, sets out the basis on which we will process any personal data we collect from you or that is provided to us by yourself or other sources. This policy sets out rules on data protection and the legal conditions that must be satisfied when we obtain, handle, process, transfer and store personal data.
How do we collect personal information?
We collect personal information about you when you interact with us for example when you visit our website, register for Payroll Giving, when you set up a fundraising page on Sponsor Me or when you make a donation to an appeal or campaign managed by Charities Trust.
What personal information do we collect?
Personal information we collect about you may include your name, postal address, email address, phone numbers, date of birth, NI number or payroll number. We do not collect “sensitive personal data” about you.
We may also collect information about how our website is used and track which pages users visit. We use this information to monitor and improve our website. Where possible we use anonymous or aggregated data that does not identify individuals. See further information about cookies below.
How do we use personal information?
We use the personal information collected from you for these purposes:
- to enable your donation(s) to reach your chosen charity/charities;
- to inform your employer of your decision to donate and to enable them to deduct the donation from your pay
We will only use your information to enable your donation to reach your chosen charity or charities so you may be contacted in the event of a specific query needed to resolve any issue with the processing of your donation.
Lawful Basis for processing your personal information
Under Article 6 of the General Data Protection Regulations (GDPR) our lawful basis for processing and holding personal information is ‘legitimate interest’ as it is necessary for Charities Trust to use this information in order to provide you with our services.
Fair Processing Notice
Our Fair Processing Notice covers the kind of information we use, what we use your Personal Data for, how we process and protect your information. View our complete Fair Processing Notice here >
Charities Trust’s Registration as a Data Controller
Charities Trust is registered as a Data Controller with the Information Commissioner's Office (ICO).
Do we provide information to other parties?
We will never sell your data to any third party nor will we share your details with other entities for marketing purposes.
If you have opted to share your contact details with your chosen charities we will pass these on through our statements service.
The charity is only permitted to contact you if you give them specific consent. They might send you updates about news, events and fundraising activities.
Sometimes, we may need to share your information with a small number of trusted partners (service providers, agents and affiliated companies) but only for the purposes outlined above (e.g. a supplier that processes donor forms or a supplier that processes payments securely). Where we use third parties, we require them to adhere to appropriate controls to protect personal information.
You have a choice about whether or not you wish to receive information from the charities you support. If you do not want to receive direct marketing communications from your chosen charities then you can select your choices by ticking the relevant boxes situated on the forms where we collect your information.
You can change your communication preferences at any time by either:
- Changing your preferences using our Payroll Giving form
- Changing the preferences within your My Giving Account or Sponsor Me profile
- Contacting us at firstname.lastname@example.org
Some donations you make through Charities Trust’s products and services will be eligible for Gift Aid
Some donations you make through Charities Trust’s products and services will be eligible for Gift Aid and we claim Gift Aid on your behalf.
Once we have received these funds from HMRC we will either pass this to the charities or, where applicable, will add this to your My Giving Account balance.
For Charities Trust to claim Gift Aid on your donation, you must currently pay Income Tax equal to or more than the amount of tax which will be reclaimed on your donation. The payment of other taxes such as Council Tax and VAT does not qualify.
As part of this process Charities Trust is required to submit your details including your address to HMRC, and in asking us to make a Gift Aid claim you are giving us permission to use your personal details in this way.
Charities Trust is committed to keeping your personal information safe and secure and we have security policies and technical measures in place to help protect your information (for example, our data processing partner has the ISO27001:13 standard of certification).
We will put in place procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction. Personal data will only be transferred to a data processing company if they are approved by us and agree to comply with these procedures and policies, or if they put in place adequate security measures.
All our employees and the employees of any subcontractors who process data on our behalf are obliged to comply with our strict information security procedures.
Where your data is held
Your personal data is held on secure servers operated by agencies contracted by us. We do not transfer your data outside the EEA.
Cookies are small text files stored on your device when you access most websites on the internet or open certain emails. Among other things, cookies allow a website to recognise your device and remember if you've been to the website before. We use the term cookie to refer to cookies and technologies that perform a similar function to cookies (eg tags, pixels, web beacons, etc). Cookies can be read by the originating website on each subsequent visit and by any other website that recognises the cookie.
We use these to improve our user’s experience of our website, temporarily store data and understand the parts of the website that users are visiting.
Cookies are also used to help us gather statistics on the use of our website anonymously. as well as to provide us with information about how the website is used so that we can make sure it’s kept as up to date, relevant and error free as we can.
Whilst certain cookies may be set as soon as you visit a website, you can remove them using your browser settings - but this may impact the functionality or performance of the website.
How you can update your information
The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: email@example.com.
Subject access requests
You have the right to request a copy of the information we hold about you; we reserve the right to charge a small fee (no more than £10) for information requests in order for us to cover our costs in providing you with details of the information we hold about you especially where the request is deemed to be excessive, repetitive or unfounded.
Before we are able to assist with your request, we need you to confirm your identity and what data you require. Please use our Subject Access Request Form to start this process.
Following your request, we have a 30 day timeframe to provide you with the information. If we need to contact you to ask you to define, narrow or modify your requirements this could result in an extension of a further 60 days whilst we examine your request.
In the first instance, you should contact Charities Trust using our standard complaints procedure.
If you remain unhappy with our use of your personal data, you have the right to complain to the Information Commissioner’s Office. We would encourage you to contact us in the first instance so we can attempt to resolve any concerns.
Any questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to Euan Imrie (Chief Operating Officer) at firstname.lastname@example.org
Date of last revision: 23 April 2018