We are grateful that you are in touch and interested in the SSBA, and would like you to rest assured that we will look after your personal data to the best of our ability. Please read on for an outline about the data we hold and what we are likely to do with it, but if you have any questions or need something more specific, please do get in touch with us at email@example.com and our data officer will get back to you.
Data We Collect
- Your email address: you will possibly provide this to us, for example through signing up for our periodic newsletters, or if you contact us in respect of financial assistance. We collect your email address in order to correspond with you appropriately. In other instances when we ask for your email address such as if you’re a volunteer at an event, or collaborate with us on a project, you can expect us to explain how we will use it and to ensure it is processed securely.
- Your name, address and phone number: typically, these may be collected if you subscribe to our newsletter in order that we can address you properly or apply for membership. We would also collect this if you apply for assistance so that we can correspond with you.
- Information about your geographical location, language choice, browser, device and email platform from which you view our site or newsletter: this is information that is available to us through tools such as Mailchimp which we use to send our newsletters. None of this information is tied to personal information such as your email address or name. There are ways to avoid being tracked by adjusting your cookie and browser privacy settings if you’d prefer not to be tracked in this way. The SSBA does not use personalised advertising tools such as AdWords Remarketing, nor Social Media Remarketing. We do use social media such as Facebook, Twitter and LinkedIn.
If you’d prefer not to share this information please do contact us at firstname.lastname@example.org and let us know and we can do our best to work out a way to complete the transaction without this information.
Sharing Information: The SSBA does not share (or ‘sell’) our users’ data with 3rd parties to make money. To be able to run the charity though, some of your data could be shared, as follows:
- Donation processing: to process donations and to claim Gift Aid, we sometimes use 3rd party sites such as BT MyDonate, JustGiving, VirginMoney Giving and Paypal amongst others. We may also share your information with the government in order to claim Gift Aid. By donating to us through websites you will be sharing some information with those website owners, and thereby also with us, as we are given access to a report about your donation on these platforms. Please note this does NOT include any secure data such as card numbers, expiry dates, PINs, passwords etc.
- Financial Reporting & Tax Processing: We will also share some parts of your data with companies, government and individuals who help us with our accounts and tax processes. Before doing this, we ensure those companies and individuals understand the importance of security and privacy, and we limit the data we share with them to the minimum required for them to do their job.
- Events: when running events we may need to share data about you (e.g. emergency contact details, or food preferences) with people who are helping us to run the event in order for it to run smoothly. Again, we ensure that anyone with access to your data understands the need for security and privacy, and we share the minimum amount of information possible.
- Our team: we will share your information with our team at the SSBA, as required, in order to run our organisation. For example if you apply for financial assistance from us, we will share the details of your application with the panel who is deciding the outcome of your application, although we will always keep the shared information to a minimum.
- Data processing: we primarily use our email account at Outlook Office and Mailchimp to store our documents and data, as well as occasionally in offline spreadsheets and documents. We check that the data processing companies we use are signed up to the EU-US Privacy Shield. We use cloud storage solutions such as these because we feel these providers take data protection and security of data seriously. This means that this data is, at the very least, password protected which minimises the risk of data breaches. We will inform you of any breaches of data security that affect your data as quickly as possible after we discover the breach.
How Long Do We Keep Your Data?
We will keep your data for no longer than is appropriate. For example, if you sign up to our email newsletter, your name and email address will remain on our list unless you ask to be removed. You can remove yourself from our list at any time by clicking on the ‘unsubscribe’ link at the bottom of our newsletters. Some other data we need to keep for regulatory reasons, e.g. some financial information needs to be kept for 7 years. If you would ever like to see the data we hold on you please get in touch and we’ll do our best to facilitate this as quickly as we can.
Keeping Data Current:
In line with the GDPR requirements, we also need to make sure your data is current. We will therefore be putting in place a checking process to give you the chance to update your data with us when it changes.
3rd Party Links:
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
This version was updated on the 13th June 2018.