As an independent charity, the BDA Benevolent Fund believes it is important to be transparent in all our processes. Part of this is making you aware of what happens with your data. The following information outlines what information we collect, for what purpose we process it and where and how long we store it for.
What personal data we collect and why we collect it
There is a link on this website to sign up to receive our newsletter. This asks for your name and email address. We hope you will have an ongoing relationship with the charity and want to learn more about what we are doing. The newsletter is managed via MailChimp, sent periodically (no more than 6 times per year) and will always feature a link for you to unsubscribe should you no longer want to hear from us. No data is saved on the website. We will not share this information with other organisations unless we gain prior consent, or as outlined below, or where we are required to do so for legal reasons.
We use Google Analytics on our website to track site usage (anonymously) to inform future improvements of the website e.g. making information easier to find.
Embedded content from other websites
Contact us form
Details sent via the contact us, or via the links in our website will be received as an email in the office and will be dealt with according to the nature of the query.
Applications and requests for help
The charity assesses requests for help via an application form. This can be sent in via email or in the post to the office address. The information included on the form will remain confidential and only seen by relevant Trustees and the office staff. Security is important and we use passwords when sending around applications for consideration and redact details which aren’t relevant to the decision making process. Applications are kept in accordance with our Archive and record retention policy .
We use Mailchimp to send our Newsletter – this is a United States (US) based company and your information will be transferred to the US – find out how Mailchimp is complying with the General Data Protection Regulation 2018.
If you register to receive communications via email then messages you receive may be trackable at an individual level, allowing us to determine, for example, opens and link clicks. This information is used by us to help assess the effectiveness of our communications so that we can improve them and may also occasionally be used to send relevant further communications in response to your actions (e.g. opening an email) or your inaction (e.g. not opening an email). You can unsubscribe from our newsletter at any time using the unsubscribe link in the footer of each email message.
We will only retain your personal information for as long as necessary for the purposes we collected it as outlined above.
We use all reasonable technical, physical and organisational safeguards to maintain the security of the personal data we hold about you, to protect against loss, theft or unauthorised access, use, modification or disclosure. We also carry out due diligence checks on the security notices of any data processors that we use.
Third party data processors
As outlined above, we use some 3rd party providers to process your data e.g. for sending out our Newsletter and for collecting donations, most of whom will store your data on our behalf in the United States. We carry out reasonable due diligence checks on these providers including checking they have signed up to the EU US Privacy Shield where data is stored outside of the EU, as well as checking their privacy policies and security statements.
Under GDPR, you have a number of data rights: the right to access; right to rectification; right to erasure; right to object; right to restrict processing and the right to data portability.
Changes to this policy
This policy will be reviewed regularly in accordance with good practice and the updated policy will be available here along with the date of modification. This policy was published on 25 May 2018 and last updated on 17 April 2019.