Privacy notice Girlguiding Anglia
Including Hautbois Activity Centre and Anglia Region Retail
What is a privacy notice?
Our privacy notice sets out how Girlguiding Anglia* gathers, uses, discloses and manages your data. Here at Girlguiding Anglia we take your privacy very seriously.
We regularly check this notice to ensure we provide you with the most up-to-date information regarding our data processing activities. We strongly advise you to read this page from time to time to ensure you are happy with any changes that might be made.
This privacy notice was prepared to be as comprehensive as possible, but it does not include an exhaustive list of every aspect our collection and use of personal information. However, we would be happy to provide any further information or explanation about our practices.
If you have any questions about this notice, please contact us using the details in the “Get in touch” section below.
Who ‘Girlguiding Anglia’, ‘we’ or ‘us’ are:
*”Girlguiding Anglia”, “Us”, “We” or “Our” refers to the registered charity The Guide Association Anglia Region no. 278508 which includes Hautbois Activity Centre and Anglia Region Retail.
Registered / Head Office address:
Girlguiding Anglia – 7 Great Hautbois Road, Coltishall, Norwich. NR12 7JN
Hautbois Activity Centre – 5 Great Hautbois Road, Coltishall, Norwich, NR12 7JN
Anglia Region Retail – 5 Great Hautbois Road, Coltishall, Norwich, NR12 7JN
What personal information do we collect and how?
We collect the following personal information:
This information may be collected via:
We sometimes also collect sensitive personal data about individuals. This includes information about health, religion, sexuality, ethnicity, political and philosophical beliefs and criminal records. We will normally only record this data where we have your explicit consent, unless we are permitted to do so in other circumstances under data protection law. For example, we may make a record that a person is in a vulnerable circumstance in order to comply with requirements under charity law and the Code of Fundraising Practice to ensure that we do not send fundraising communications to them.
Why and how do we use your personal data?
We will use your personal information to:
We send the following types of marketing materials:
You can withdraw your consent, unsubscribe from or update your marketing preferences at any point using the details in the “Get in touch” section below.
If you make any changes to your consent, we will update your record as soon as we possibly can. It may take up to 60 days for our systems to update and stop any postal communications from being sent to you. E-mail communications will however be stopped immediately.
If you tell us you do not wish to receive marketing, fundraising or campaign communications, you may still receive transactional and service-based communications confirming and servicing other relationships you have with us (as described below).
You can also opt-out of receiving fundraising communications from us by signing up to the Fundraising Preference Service (https://www.fundraisingregulator.org.uk/the-fundraising-preference-service).
We may also analyse your personal information and create a profile of your interests and preferences. This allows us to ensure communications are relevant and timely and provide an improved experience for our supporters. It also helps us understand the background of our supporters so that we can make appropriate requests to those who may be willing and able to give more than they already do, enabling us to raise funds sooner and more cost-effectively.
When building such a profile, we may make use of additional information about you, including geo-demographic information. This information is taken from publicly available sources, for example from public registers, such as listed Directorships, typical earnings in a geographical area, information from the electoral roll, press reports and social media posts.
Legal bases for processing your personal information
We need a lawful basis to collect and use your personal data under data protection law. The law allows for six ways to process personal data (and additional ways for sensitive personal data). Four of these are relevant to the types of processing that Girlguiding Anglia carries out. This includes information that is processed on the basis of:
Personal data may be legally collected and used if it is necessary for a legitimate interest of the organisation using the data, as long as its use is fair and does not adversely impact the rights of the individual concerned.
When we use your personal information, we will always consider if it is fair and balanced to do so and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to ensure that we use your personal information in ways that are not unduly intrusive or unfair. Girlguiding Anglia’s legitimate interests include:
If you would like more information on our uses of legitimate interests or to change our use of your personal data in this manner, please get in touch with us using the details in the “Get in touch” section below.
If you are 14 or under
If you are under the age of 14, you must obtain permission from your parent or guardian before registering or providing any personal information to us.
How long do we keep your personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
If you request to receive no further contact from us, we will keep some basic information about you on our suppression list to avoid sending you unwanted materials in the future.
Do we share your data with other organisations?
We do not share or sell your personal information to third-party organisations for marketing, fundraising or campaigning purposes.
We share your personal information with relevant national, regional and local Girlguiding organisations to:
We will share your personal information with an international affiliate of Girlguiding if you express interest about joining that international affiliate.
We share personal information:
We may use third-party suppliers to manage mailings for fundraising appeals, challenge events, campaigns, conduct research surveys or storage of your personal information on our behalf. You can find out more about the suppliers that we use by getting in touch with us using the details in the “Get in touch” section below.
We actively screen and monitor these companies to maximise the protection of your privacy and security. They are only permitted to use the data in accordance with relevant data protection legislation, under strict instructions from Girlguiding Anglia and in accordance with a data processing agreement entered into between Girlguiding Anglia and the supplier.
How we protect your personal information
We use appropriate technical and organisational measures and precautions in order to protect your personal data and to prevent the loss, misuse or alteration of your personal information.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
All credit card payments are processed securely through our secure payment Gateway which is PCI DSS Compliant. We do not store credit card details.
The personal information and credit card details that we request are only used by us to fulfil your order or process your donation.
The personal information that is required for our accounts is kept securely and only for as long as required by law.
The information we collect from you may be transferred to and processed and/or stored at a destination outside the European Economic Area (“EEA”). If we send your personal data outside the EEA, we will take reasonable steps to ensure that the recipient implements appropriate measures to protect your information
Cookies and digital marketing
Cookies are small text files placed on your computer by websites that you visit. They are widely used to make websites work more efficiently for visitors, and to provide information to the owners of the site.
We cannot be responsible for any information you disclose in public community areas of the Girlguiding Anglia websites or on websites that we link to from our platforms. This information can be viewed or collected by any third party and you should always be wary of publishing any personal information in public community areas.
We also encourage you to read the privacy notices of any other websites that we link to from Girlguiding Anglia websites which you choose to visit so you may understand what information is collected from you and for what purpose.
Girlguiding Anglia cannot be held responsible for the policies of any third-party website that we link to and you access these websites at your own risk.
You have the following rights:
You have the right know what information we hold about you and to ask, in writing, to see your records.
We will supply any information you ask for that we hold about you as soon as possible, but this may take up to 30 days. We will not charge you for this other than in exceptional circumstances. You will be asked for proof of identity as the person dealing with your request may not be the staff member you have met before. We need to be sure we are only releasing your personal data to you.
This is called a data subject access request and can be made via the details set out in the “Get in touch” section below.
You have the right to be informed about how your personal data will be used. This notice as well as any additional information or notice that is provided to you either at the time you provided your details or otherwise, is intended to provide you with this information.
Where we process your data based on your consent (for example, to send you marketing texts or e-mails) you can withdraw that consent at any time. To do this, or to discuss this right further with us, please contact us using the details in the “Get in touch” section below.
You also have a right to object to us processing data where we are relying on it being within our legitimate interests to do so (for example, to send you direct marketing by post). To do this, or to discuss this right further with us, please contact us using the details in the “Get in touch” section below.
In certain situations, you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.
In some cases, you have the right to be forgotten (i.e. to have your personal data deleted from our database). Where you have requested that we do not send you marketing materials we will need to keep some limited information in order to ensure that you are not contacted in the future.
If you believe our records are inaccurate you have the right to ask for those records concerning, you to be updated. To update your records please get in touch with us using the details in the “Get in touch” section below.
Where we are processing your personal data because you have given us your consent to do so, you have the right to request that the data is transferred from one service provider to another.
Please contact our Data Protection Officer at email@example.com if you want to exercise any of the above rights. If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations.
Get in touch
If you have any concerns about the Girlguiding Anglia’s privacy notice or feel that we are not adhering to the provisions set out here, please do not hesitate to contact us by writing to:
The Data Protection Officer
7 Great Hautbois Road, Coltishall, Norwich. NR12 7JN.
Alternatively, you can email our Data Protection Officer at firstname.lastname@example.org or telephone 01603 737357.
Please mark all communications Private & Confidential.
If you have any complaints about the way in which Girlguiding Anglia has used your data, please get in touch with us using the details in this “Get in touch” section. We would be happy to help and discuss your concerns.
Changes to this privacy notice
This privacy notice may change from time to time. Please visit this website section periodically to keep up to date with the changes in our privacy notice.
This privacy notice was last updated on 17/07/2018
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