Privacy and Data Protection Policy

The Friends of Bude Sea Pool Charity is committed to protecting your personal information and being transparent about what information we hold. This policy is designed to give you a clear explanation about how we collect and use the personal information you provide to us and ensure that we are honest and clear about your privacy and personal information at all times.

Who we are

In our policies, ‘we’, ‘us’ and ‘our’ refers to The Friends of Bude Sea Pool Charity (FoBSP),

We are a registered charity no. 1143156 (England and Wales). FoBSP is a company limited by guarantee no. 07630060. We are registered at Bude Tourist Information Centre, The Crescent, Bude, Cornwall EX23 8LE

Your Acceptance of this policy and our right to change it

By using our websites, social media pages, services (including phone and email) or providing your information to us, we will collect and use your information in the way(s) set out in this policy. If you do not agree with this policy, please do not use our sites, social media pages or services.

We may make changes to this policy from time to time. If we do so, we will post the changes on this page and they will apply from the time we post them. This policy was last changed on 02/05/2018.

What is personal data

Personal data is information that can be used to help identify an individual, such as name, address, phone number or email address. Some categories of data are more sensitive, which is known as personal sensitive data, including health information. Non-personal data is data that can’t identify you personally, but can provide us with information to improve our services.

Overview of this Policy

It’s important that you read our policy in full but to help guide you if you don’t have time right now, here is a quick summary:

  • We collect information that can be personal data, sensitive personal data or non-personal data.
  • We collect information about our supporters, funders, volunteers and employees.
  • We collect information to provide services or goods, to provide information, to apply for grants,to fundraise for our work, for administration, analysis to better understand our supporters and for the prevention or detection of crime.
  • We only collect the information that we need or that helps us to provide the best possible service and fulfil our charitable aims and objectives.
  • We do our utmost to keep personal information secure, including SSL technology (secure server software) on all of our websites and storing data on a secure database.
  • We never share your data with another company or charity for their marketing or commercial purposes.
  • We only share data where we are required by law or with carefully selected suppliers and trusted partners who do work for us, for example, a mailing house to send out our newsletter. All our partners are required by their contract with us to treat your data as carefully as we do, to only use it as instructed and to allow us to check they do this.
  • Our websites use cookies so we can give you a personalised website experience.

Our Full Policy

This policy applies to all the websites we operate, our use of emails and any other methods we use for collecting information. It covers what we collect and why, what we do with your information, what we won’t do with your information and what rights you have.

The information we collect

We collect information when you interact with us in order to run the charity and to maintain Bude Sea Pool

We collect three kinds of information

  • Non-personal information such as IP addresses (the location of the computer on the internet), pages accessed and files downloaded. This helps us to understand how many people use our websites, how many people visit on a regular basis and how popular/useful our web pages are. This information doesn’t tell us anything about who you are or where you live.
  • Personal information. We will ask you for information in order to provide you with the services requested, for example to send you information or process a donation.
  • Sensitive personal information. We may ask you for information about your health, for example, so that we can provide you with relevant information in order to support your safe participation in an event.

Under 16s

We are committed to protecting the privacy of the young people that engage with us. If you are under 16 and would like to get involved, please ensure you have consent from a parent or guardian before you provide your personal information to us. We do not send any marketing communications direct to children under 16.

How we collect your information

We collect information about you in the following ways:

Information you give to us directly, for example when you:

  • Sign up to take part in or attend one of our fundraising or support events
  • Register with and buy products on our shop
  • Make a donation or tell us about your fundraising plans
  • Request information from our team
  • Choose to share your story with us
  • Take part in surveys, questionnaires or get involved with us
  • Volunteer with us or apply to work with us
  • Sign up to our e-newsletter
  • When you visit our websites, we collect technical information such as the IP address you use to visit the website, your browser type and version
  • Contact us or become involved with us in any other way not listed above.

Information from third parties

We may also receive information about you from third parties if you have given them permission to share this information and indicated that you wish to support FoBSP, for example, if you set up a fundraising page for us with JustGiving.

Depending on your settings or the privacy policies for social media and messaging services, we may access information from those accounts or services.

If you have been named as the Executor on a Will, we may receive your details in order to administer a Gift left to us in that Will.

Your credit and debit card information

If you use your credit or debit card to donate to us, pay for a registration or make a purchase over the phone, we will ensure this is done securely and in accordance with the Payment Card Industry Data Security Standard. We do not store your credit or debit card details at all following the completion of your transaction. All card details are securely destroyed once the payment or donation has been processed.

All purchases and donations completed online are handled securely by World Pay or PayPal and we do not receive your card details.

How we use your data

We will mainly use the information we collect about you to:

  • Provide you with the services, products or information you asked for, for example, membership.
  • Administer your donation or support your fundraising, including submitting your details to HMRC to claim Gift Aid if applicable.
  • Administer your participation in an event.
  • Keep you up-to-date with the impact of your support and to ask for financial and non-financial support.
  • Support and further our mission, for example if you have shared your story or given us consent to use your photo, we may use this in marketing or promotional materials.
  • Carry out any obligations arising from any contracts entered into by you and us.
  • Process a job or volunteering application.

Keeping a record of your relationship with us

We record contact we have with you, so we have a clear understanding of our relationship, how you’ve supported us. We may also collect and retain your information if you send us feedback about our services, give us a compliment or make a complaint.

Understanding how we can improve our services, events, products or information

We believe it’s important to make sure that all of our services are the very best they can be, which is why we evaluate them. Once you’ve used one of our services, taken part in an event, received information or bought a product, we may get in touch to ask you about your experience. You don’t have to take part but it’s really valuable to help us improve in the future.

Understanding our supporters and working more effectively

We are committed to providing everyone who gets in touch with us with the very best experience, providing you with timely and relevant communications and using our resources effectively.

To do this, we may use profiling techniques to provide us with general information about you, which may include geographic, demographic or other information relating to you to better understand your interests and preferences. This information is compiled, either by our employees using information that you have already provided to us.

By doing this it allows us to understand the background of the people who support us and helps us to make the right requests. Importantly, it helps us to raise more funds, sooner, and more cost-effectively, than we otherwise would.

Communicating with you

If you have provided us with your postal address we may send you direct mail, including annual Hand book, which will include updates on our work, our business sponsors. We may also contact you about fundraising and events. We do not ask for consent to write or call you about these things, because, as a charity, each of these activities is fundamental to how we work, so we have a legitimate interest to contact you. However, you will also have an option to opt-out of receiving marketing communications by post or phone.

If you receive our e-newsletter, you can unsubscribe at any time by clicking on the link in the email. Our mass email service allows us to track who has opened our e-newsletter and what links have been clicked on. This allows us to monitor what information is most useful to improve our content and information in future.

Storing data

When you give us your details, you agree to us recording your details on our secure database, so we can provide you with the best possible service every time you contact us. We hold your personal information for as long as required to provide you with the information or services you have requested, to administer your relationship with us, to inform our supporters’ preferences, to comply with the law or to ensure we do not communicate with people who no longer wish to hear from us.

FoBSP holds its data on a secure database. Access to this system is limited and there is restricted access to data based on a person’s role in the organisation.

All paper records are stored on premises at our offices. These offices are securely locked when no members of staff are present and access is restricted and monitored during the working day.

In line with the principles defined in the General Data Protection Regulations and  FoBSP will ensure that personal data will:

  • Be obtained fairly and lawfully, and shall not be processed unless certain conditions are met.
  • Be obtained for a specific and lawful purpose.
  • Be adequate, relevant, but not excessive.
  • Be accurate and be kept up to date to the best of our ability.
  • Not be held longer than necessary. The necessity will be defined by its viability in helping the Charity achieve its aim.
  • Be processed in accordance with the rights of the data subjects (those about whom information is stored).
  • Be subject to appropriate and effective security measures.
  • Not be transferred outside the European Economic Area (EEA) unless explicitly stated.

Your details will be kept securely and only shared with trusted suppliers who enable us to deliver our charitable objectives, for example, distribution of our newsletter or if required to by law, i.e. with the police or a regulatory body. At all times we remain legally responsible for your data. We never share your data with any third parties for their own marketing or commercial purposes, including charities

Use of cookies and other online technology of cookies and other online technology

Cookies and similar technologies

Our website uses cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites

Our cookies help us:

  • Make our website work as you’d expect
  • Remember your settings during and between visits
  • Improve the speed/security of the site
  • Allow you to share pages with social networks like Facebook
  • Continuously improve our website for you
  • Make our marketing more efficient (ultimately helping us to offer the service we do at the price we do)

Granting us permission to use cookies

If the settings on your browser that you are using to view this website are adjusted to accept cookies we take this, and your continued use of our website, to mean that you are fine with this. Should you wish to remove or not use cookies from our site you can learn how to do this below, however
doing so will likely mean that our site will not work as you would expect.

How long do cookies last?

When a web server sends a cookie, it asks your browser to keep that particular cookie until a certain date and time. These dates can be:

  • Some date in the future – Might be a few minutes or a few hours from now (to track something like your shopping cart in an online store). The cookie might expire many years in the future, to keep track of your browser for a long time
  • When you close your browser – Called a session cookie, the next time you start your browser these will have vanished
  • Some date in the past – This is how the server asks a browser to remove a previously-stored cookie

Our own cookies

We use cookies to make our website work including:

  • Remembering if you have accepted our terms and conditions
  • Allowing you to add comments to our site
  • Remembering if we have already asked you certain questions (e.g. you declined to take our survey)

There is no way to prevent these cookies being set other than to not use our site.

Site improvement cookies

We regularly test new designs or site features on our sites. We may do this
by showing slightly different versions of our websites to different people
and anonymously monitoring how our site visitors respond to these different
versions. Ultimately this helps us to offer you a better website
experience.

Anonymous visitor statistics cookies

We use cookies to compile visitor statistics such as how many people have visited our website, what type of technology they are using, how long they spend on the site, what page they look at, etc. This helps us to continuously improve our website. These analytics programs also tell us, on an anonymous basis, how people reached this site (e.g. from a search engine) and whether they have been here before, helping us to develop our services for you. Our site uses the following analytics programmes:

In some cases, these third party platforms may also collect some or all of the above information using cookies or similar technologies. Where they do so, their collection, use and protection of your information is governed by those third parties’ privacy policies and practices, and not this privacy policy.

You may be able to opt-out of third party advertising technologies (including cookies) which remember your browsing habits and try and display relevant advertising when you use our websites, app(s) or services by visiting www.youronlinechoices.com/uk/your-ad-choices. If you choose to turn off these technologies, we may still serve you ads but these ads are unlikely to be tailored to your interests.

We don’t store personally identifiable information, but we do use the information we gather to help improve the experience of our website. For example, they help us to identify and resolve errors, or to determine the most relevant information and services to show our visitors in the future.

Keeping your information upto date.

However, we really appreciate it if you let us know if your contact details or circumstances change. Just contact our membership team at membership@budeseapool.org and we will update our records.

How to change the way we contact you

Your personal preferences and keeping your data accurate is of utmost importance to us.

If at any stage you do not want to hear from us or want to update your details, you can email membership@budeseapool.org or write to us at FoBSP, Summerleaze Car Park, Bude, Cornwall, EX23 0LS

You can also now register your details with the Fundraising Preference Service if you want to tell us that you would prefer us not to contact you.

Any email we send you will contain information about how to unsubscribe from email marketing communications. During any phone conversation you have with us, please feel free to let us know how you prefer to be contacted.

How to find out what information we hold about you

Any person whose personal information is held or processed by FoBSP has the right to know:

  • What information we hold about them.
  • How to gain access to this information.
  • How to keep it up to date.
  • What the charity is doing to comply with the Data Protection Act and EU General Data Protection Regulation.

Individuals have a right to access certain personal data being kept about them, either physically or digitally. Anyone who wishes to exercise this right should apply, in writing, to the Data Protection Officer at the address above. The Charity will respond within 1 month, providing that the request includes appropriate contact details, proof of identity from the individual and we can validate the request.

If you are unhappy at any time about the way we process your personal information, please contact the Data Protection Officer at the address above, who will investigate your concerns.