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Privacy policy

Privacy Policy

Who are we?

Age UK Rotherham is committed to protecting and respecting your privacy and security. Whenever you provide us with your personal information via our website “Site(s)”, we will treat that information in accordance with this policy, our terms and conditions and current UK Data Protection legislation.

By using the Site and any services we offer via our Site, you are agreeing to be bound by this policy.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. This policy may change from time to time, so please check this page periodically.

Age UK Rotherham is a registered charity (number 1039771) and company limited by guarantee (number 1927474). The registered address is Age UK Rotherham, Galax Business Centre, Eastwood Trading Estate, Fitzwilliam Road, Rotherham, S65 1SL.

If you have any questions around this privacy policy, you should contact us on 01709 835 214.

 

How do we collect information from you?

Information you give to us directly

This could be when you donate, access a service, attend an event, apply to volunteer for us or request information from us.

Information we get from your use of the website

We, like many companies, automatically collect the following information:

technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect your computer to the internet. This information may be used to improve the services we offer.

information about your visit to this website, for example we collect information about pages you visit and how you navigate the website, i.e. length of visits to certain pages, products and services you viewed and searched for, referral sources (e.g. how you arrived at our website).

Information you provide to us indirectly

With your consent, your information may be shared with us by third parties, for example:

  • Via a health or social care professional who thinks that you will benefit from one of our services;
  • Via a family or friend who thinks that you will benefit from one of our services;
  • Via fundraising sites like Just Giving;
  • If you sign up as a volunteer for us through an external volunteering website;

You should check any privacy policy provided to you where you give your data to a third party.

What type of information is collected from you? The personal information we collect might include:

  • Name, address (including postcode), email address, telephone number, IP address
  • Date of birth
  • information about your activities on our website and about the device used to access it, for instance your IP address and geographical location
  • your bank or credit card details. If you make a donation online or make a purchase, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions;
  • information as to whether you are a UK taxpayer so we can claim gift aid; and
  • any other personal information shared with us.

Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health, ethnicity and religion.

We do not usually collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us to, for example, we may ask for your health information if you are taking part in one of our Charity running events.
Where appropriate, we will make why we are collecting this type of information and what it will be used for clear.

 

Social Media

When you interact with us on social media platforms such as Facebook and Twitter we may obtain information about you (for example, when you publicly tag us in an event photo). The information we receive will depend on the privacy preferences you have set on those types of platforms.
How is your information used? We may use your information to:

  • provide you with the services, products or information you asked for.
  • processing orders that you have submitted;
  • carrying out our obligations under any contracts entered into between you and us;
  • keeping a record of your relationship with us;
  • conducting analysis and market research so we can understand how we can improve our services, products or information;
  • notifying you of changes to our services;
  • sending you communications which you have requested and that may be of interest to you. These may include information about fundraising appeals and activities and promotions of goods and services; and
  • processing grant or job applications.


Who has access to your information?

  • We will not sell or rent your information to third parties.
  • We will not share your information with third parties for marketing purposes.
  • It may be necessary to pass your information to a 3rd party in order to process a service (e.g. when you make a donation), but we will only share the personal information necessary to deliver the service.

 

Lawful Processing

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

Specific Consent - Where you have provided specific consent to us using your personal information in a certain way, such as to send you email, text and/or telephone marketing.

Performance of a contract - Where we are entering into a contract with you or performing our obligations under it like when you buy Age UK Rotherham named products and services.

 

Legal obligation

Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where we are ordered by a court or regulatory authority like the Charity Commission or Fundraising Regulator.

 

Vital interests

Where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual at one of our events) or a safeguarding issue which requires us to share you information with the emergency services.

 

Legitimate interests

Where it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).

We consider our legitimate interests to be running Age UK Rotherham as a charitable organisation in pursuit of our aims and ideals. For example to:

  • send postal communications which we think will be of interest to you;
  • conduct research to better understand who our supporters are to better target our fundraising;
  • monitor who we deal with to protect the charity against fraud, money laundering and other risks;
  • enhance, modify, personalise or otherwise improve our services /communications for the benefit of our customers; and
  • understand better how people interact with our website.

When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).
When we use sensitive personal information, we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law (for example, if we need to process it for employment, social security or social protection purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).

 

Fundraising and Marketing

We may use your contact details to provide you with information about the vital work we do for older people, our fundraising appeals and opportunities to support us, as well as the products and services you can buy, if we think it may be of interest to you.

 

Email/text/Phone

We will only send you marketing and fundraising communications by email, text and telephone if you have explicitly provided your prior consent. You may opt out of our marketing communications at any time by clicking the unsubscribe link at the end of our marketing emails.

 

Post

We may send you marketing and fundraising communications by post unless you have told us that you would prefer not to hear from us.
Your choices You have the right to opt out of receiving communications from us at any time by contacting Age UK Rotherham

You can also change the way we contact you at any time.

You can contact us by writing to us at Age UK Rotherham, Galax Business Centre, Eastwood Trading Estate, Fitzwilliam Road, Rotherham, S65 1SL.

Or by phone on: 01790 835214

Or by email to: consent@ageukrotherham.org

In order to opt you out of receiving communications, it is necessary to retain some of your details to ensure we don’t contact you again in future. Your details will only be used for this purpose.

 

Your Rights

Under UK data protection law, you have certain rights over the personal information that we hold about you. Here is a summary of the rights that we think apply:

 

Right of access

You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.
If you want to access your information, please send a description of the information you want to see and proof of your identity by post to the address provided below.

 

Right to have your inaccurate personal information corrected

You have the right to have inaccurate or incomplete information we hold about you corrected. The accuracy of your information is important to us so 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 if you believe any of the other information we hold is inaccurate or out of date, please contact us via email or post (see below). Alternatively, you can telephone 01709 835 214.

 

Right to restrict use

You have a right to ask us to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy or we’re not lawfully allowed to use it.

 

Right of erasure

You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions; we will do so as far as we are required to. In many cases, we will anonymise that information, rather than delete it.

 

Right for your personal information to be portable

If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.

 

Right to object

You have the right to object to processing where we using your personal information (1) based on legitimate interests, (2) for direct marketing or (3) for statistical/research purposes.

If you want to exercise any of the above rights, please email us at consent@ageukrotherham.orgor write to GDPR Officer, Age UK Rotherham, Galax Business Centre, Eastwood Trading Estate, Fitzwilliam Road, Rotherham, S65 1SL. We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.

Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office, https://ico.org.uk/

 

Keeping your information safe

When you give us personal information, we take steps to ensure that it’s treated securely.

Your information will be recorded securely on our Customer Record Management system, HR Management system (both of which are certified to ISO 27001) and in other IT systems (including the organisation's email system).

Any sensitive information (such as credit or debit card details) is encrypted and protected with the following software 128 Bit encryption on SSL.

When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

 

Use of 'cookies'

Like many other websites, our website uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. You can read our Cookie Policy here

 

Transferring your information outside of Europe

We will not transfer any personal data to countries outside the EEA

 

Data Retention

We take the principles of data minimisation and removal seriously and have internal
policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data once it is no longer required.

Typically if you are receive a service from Age UK Rotherham we will retain your data for a minimum period of six years.

 

Complaints

We hope you never need to complain about Age UK Rotherham or the services we provide. But, if you feel we have fallen short of the standards you expect, please let us know either:

by email: feedback@ageukrotherham.org

by post, marked 'Private & Confidential' to:

Age UK Rotherham
Galax Business Centre
Eastwood Trading Estate
Fitzwilliam Road
Rotherham
S65 1SL

 

Review of this Policy

This policy was last updated May 2023. This is kept under regular review and updated where necessary.