The BDA Benevolent Fund believes it is important to be transparent in all its processes. Part of this is making you aware of what happens with your data. The following information outlines what information we collect, how and why we process it, where and how long we store it for.
What personal data we collect and why we collect it
This website collects cookies and there is a Cookie Policy giving you further information regarding this. Although the website is based on a WordPress template and this includes a facility to collect and give comments to our ‘posts’ or ‘pages’, this is not an active function and therefore we do not collect or use information concerning this.
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 a 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.
Website
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
Pages on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website. The budget calculator is embedded content from the Money Advice Service and our videos are content embedded from YouTube. We also have a news section which is linked to our Facebook page.
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.
Donations
Donations through this website are sent via a third party site (VirginMoneyGiving) and a new window opens. We do not collect funds directly and as you are leaving our site, their Privacy Policy applies. If you have sent in donations through a BACS transfer, in person or via cheque, we will keep your name, email address and postal address (where relevant) to process and record this information and make any Gift Aid claims and prepare our accounts and management reports. This information is retained as per our legal obligations.
Applications and requests for help
The charity assesses requests for help via an application form. The information included on the form will remain confidential and only seen by relevant staff and Trustees. Passwords are used when sending around persona information and where we can, we redact details which aren’t relevant to the decision making process. Applications are kept as per our Archive and record retention policy.
Newsletters
We occasionally 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 about Mailchimp and how it works within 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.
Retention
We will only retain your personal information for as long as necessary for the purposes we collected it as outlined above.
Security
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.
Your rights
Under GDPR, you have several 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.
Please contact us with any questions you may have about our Privacy Policy and processing of your data. If you wish to access or update the personal information we hold about you or to correct any errors in our records, please contact us. You also have the right to request the removal of your data from our systems.
You can also contact the Information Commissioner’s Office via info@ico.org.uk if you have any concerns.
Changes to this policy
This policy will be reviewed regularly ccordance 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, updated on 17 April 2019 and 23 September 2019.