24 May 2018
WHO WE ARE
We (or ‘us’) means
registered address: Belsyre Court, 57 Woodstock Road, Oxford OX2 6HJ (offices: c/o St Antony’s College, 62 Woodstock Road, Oxford OX2 6JF)
registered charity (number 1105477)
limited company (number 04639157)
main contact email: email@example.com
Senior Information Rights Owner: Dr Hartmut Mayer (Executive Chair)
Data Protection Controller: Susanne Heinrich (Administrator)
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 academic contacts, 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 email us
- make a donation to an appeal or campaign managed by Charities Trust.
- subscribe to receiving our regular emailed bulletin (your email address is held in a WordPress database)
- apply for a Europaeum event, course or programme, or express an interest to do so
- are an agreed contact person at one of our member universities
- Alumni: through registration on the Alumni online database or email consent to be contacted for Alumni-related matters
WHAT PERSONAL INFORMATION DO WE COLLECT?
Personal information we collect about you may include
- contact information (including your name, postal address, email address, phone numbers, date of birth
- academic affiliation, research interest
- NI number or payroll number (in case you are working for us)
- information provided by you as part of your application for an event, workshop, course or programme (including academic achievements, references..)
- visa information where applicable
- very occasionally passport information if you are signing up for an event that requires this information (for example the European Parliament)
- academic marks and progress
- we do not collect “sensitive personal data” about you.
- Alumni: relevant information as in the Alumni database categories
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:
- contacting you about academic and official Europaeum business (no marketing)
- administration of applications, events, degrees or bursaries
- Alumni: contacting Alumni about Alumni-related matters
Donors: 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. The details are laid out in this document (above).
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.
We will only 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 can opt in or opt out of us keeping your contact data by completing our online form above.
Some donations you make through Charities Trust’s products and services will be eligible for Gift Aid
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.
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.
Your personal data is held in a password-protected directory within our organisation. We do not transfer your data anywhere else.
HOW YOU CAN UPDATE YOUR INFORMATION
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: firstname.lastname@example.org.
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.
In order to able to assist with your request, we need you to confirm your identity and what data you require. Please send your request to email@example.com or our office address (see above). Access requests need to be made in writing.
In the first instance, you should contact our office with any complaint. If you remain unsatisfied with our response and feel you need to take the matter further, you can contact the Charities Trust using the 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 Susanne Heinrich (Data Protection Controller) at firstname.lastname@example.org