privacy notice
We are committed to protecting your personal information and being transparent
about what we do with it, no matter how you interact with us. That’s whether you
want to work, volunteer or advocate for us, donate, buy goods or use our services,
want information, training or want to learn more about what we do.
We are committed to using your personal information in accordance with our
responsibilities. We are required to provide you with the information in this Privacy
Notice under applicable law which includes:
The European Union General Data Protection Regulation (Regulation
(EU) 2016/679) (‘GDPR’) and the Data Protection Act 2018 (‘DPA’)
referred to as the ‘data protection legislation’
The Privacy and Electronic Communications Regulation (2003)
We won’t do anything with your information you wouldn’t reasonably expect.
Processing of your personal information is carried out by or on behalf of the Inspire
You; registered as a charity in England and Wales (1170856) and registered as a
company in England and Wales (07705770).
This notice, together with our website terms and conditions and our cookies
policy tells you about how we collect, use and protect your personal information.
If you have any queries about our Privacy Notice, please get in touch with our
Information Governance team:
Email hello (@) inspireyou.vision
Phone 0845 467 6595
Post Inspire You Centre
1 St Judes Road
Tettenhall
Wolverhampton
West Midlands
WV6 0EB
How and when we collect information about you
When you directly give us information
We may collect and store information about you when you interact with us. For
example, this could be when you:
support our work through a donation
fundraise on our behalf
register for an event
tell us your story
buy goods from our online shop
submit an enquiry
register for or use our services
participate in our training
give us feedback
make a complaint
use one of our apps
apply for a job
register as a volunteer
enter into a contract with us
are captured by CCTV recording
When you indirectly give us information
When you interact with us on social media platforms such as Facebook, WhatsApp,
Twitter or LinkedIn we may also obtain some personal information about you. The
information we receive will depend on the privacy preferences you have set on each
platform and the privacy policies of each platform. To change your settings on these
platforms, please refer to their privacy notices.
We may obtain information about your visit to our site, for example the pages you
visit and how you navigate the site, by using cookies. Please visit our cookies
policy for information on this.
What information we might collect
When you engage with us by phone, mail, in person or online, we may collect
information about you (referred to in this Privacy Notice as personal information).
This may include your name, address, email address, telephone number, date of
birth, job title and details of your education and career, why you are interested in
Inspire You Charity, and other information relating to you personally which you may
choose to provide to us.
Data protection law recognises that certain types of personal information are more
sensitive. This is known as sensitive; or special category; personal information and
covers information revealing racial or ethnic origin, religious or philosophical beliefs
and political opinions, trade union membership, genetic or biometric data,
information concerning health or data concerning a person’s sex life or sexual
orientation.
Sensitive information will only be collected where necessary, for example, we may
need to collect health information from you when you register for a challenge event
or to deliver a community service as a volunteer or member of staff. Clear notices
will be provided at the time we collect this information, stating what information is
needed, and why.
With your explicit consent, we may also collect sensitive personal information if you
choose to tell us about your experiences relating to our services for use in a case
study.
If you are under 16
If you are aged under 16, you must get your parent/guardian’s permission before you
provide any personal information to us.
How and why we use your information
We will use your personal information for the following purposes:
Donation processing: We will process personal information you
provide in order to administer any one-off or on-going donations you
make and claim Gift Aid.
Responding to a request: If you contact us with a query, we may use
your personal information to provide you with a response.
Fundraising or direct marketing: We will only send you marketing
information by email, SMS, or phone if you have given us specific
consent. If you withdraw your consent and then subsequently opt in to
receive marketing information again, then your most recent preference
may supersede. If you respond to a fundraising appeal by post, you
may also receive fundraising mail, which you can opt out of at any time.
Monitoring and Evaluating: We may use your information in order to
improve current and future delivery of our services.
Processing an application to work with us: We may process your
information if you send or fill in an application form or send us your CV
or details in respect of an opportunity to work with us in order to
evaluate your suitability and respond to you.
Transactional purposes: We will need to use your personal
information in order to carry out our obligations arising from any
contracts entered into between you and us for goods or services.
Providing and developing our website: We may use your personal
information to help provide you with access to our website, personalise
your experience, and improve and develop it further.
Administration: We may use your personal information to record and
deal with a complaint, record a request not to receive further marking
information, record what our volunteers have done for us, and for other
essential internal record keeping purposes.
Prevention of crime: We may record your image on CCTV which we
use to prevent crime and keep our people and the public safe.
Protecting your vital interests: We may process your personal
information where we reasonably think that there is a risk of serious
harm or abuse to you or someone else.
Market research and surveys: We may invite you to participate in
surveys or market research to help us improve our website, fundraising,
services and strategic development. Participation is always voluntary
and no individuals will be identified as a result of this research, unless
you consent to us publishing your feedback.
Legal, regulatory and tax compliance: Where required we are subject
to a legal obligation, we may process your personal information to fulfil
that obligation.
Profiling and analysis: We may occasionally for the purposes of our
legitimate interests use your personal information to conduct profiling of
our supporters or potential supporters. This will help us target
communications in a more focused, efficient and cost effective way,
helping us reduce the chances of supporters and potential supporters
receiving inappropriate or irrelevant communications. You can object to
such use of your personal information for profiling at any time by
contacting us at the details set out at the end of this Privacy Notice.
Our profiling and analysis activities can be broken into five categories:
1. Data matching
We may combine the personal information you have given us with data obtained
from external sources, such as the Office for National Statistics, to infer the likely
social, demographic and financial characteristics, so we can tailor our
communications and services to better meet your needs or the needs of others like
you based on the insight we gain from the profile we build. We will not use the
results of this data matching activity in a way that intrudes on your privacy or your
previously expressed privacy preferences.
2. Segmenting
We conduct analysis of supporters by group, post code or particular area where
supporters may be based. This is to ensure that campaigns or mailings are sent to
those who will be most interested or likely to respond. This type of activity is not
aimed at identifying specific individuals to target, but rather many individuals who
may fall within a certain segment of supporters.
3. Major donor analysis
We may carry out research to determine whether an individual could be a potential
major donor. We may use publicly available information from third party sources
such as Google; Companies House; published biographies and publicly available
LinkedIn profiles. The type of information we collect can include:
career overview
gift capacity
areas of interest
history of giving to us and others
how the individual is connected with us and others
public information on any philanthropic activities.
4. High value event planning
We may also use profiling to produce short biographies of people who are due to
meet with our leadership or attend an event that we may be hosting.
This helps our people to understand more about those we engage with, and their
interests or connection to us.
5. Ethical screening and minimising risk
As a registered charity, we are subject to a number of legal and regulatory
obligations and standards. The public naturally expect charities to operate in an
ethical manner and this is integral to developing high levels of trust and
demonstrating our integrity.
This means that we may carry out appropriate due diligence of donors, check
donations and implement robust financial controls to help protect the charity from
abuse, fraud and/or money laundering.
We may carry out background checks and due diligence on potential donors or
anyone planning on making a significant donation or gift before we can accept it.
We may also ethically screen supporters to minimise risk of creating an association
with an individual or group that conflicts with the standards we have set out in our
overarching ethical policy.
Who do we share your information with?
We will only use your information for the purposes for which it was obtained. We will
not, under any circumstances, sell or share your personal information with any third
party for their own purposes, and you will not receive marketing from any other
companies, charities or other organisations as a result of giving your details to us.
We will only share your data for the following purposes:
1. Third party suppliers: We may need to share your information
with data hosting providers or service providers who help us to
deliver our services, projects, or fundraising activities and
appeals. These providers will only act under our instruction and
are subject to pre-contract scrutiny and contractual obligations
containing strict data protection clauses.
2. Where legally required: We will comply with requests where
disclosure is required by law, for example, we may disclose your
personal information to the government for tax investigation
purposes, or to law enforcement agencies for the prevention and
detection of crime. We may also share your information with the
emergency services if we reasonably think there is a risk of
serious harm or abuse to you or someone else.
We always aim to ensure that personal information is only used by those third parties
for lawful purposes in accordance with this Privacy Notice.
How we protect your information
We use technical and corporate organisational safeguards to ensure that your
personal information is secure. We limit access to information on a need-to-know
basis and take appropriate measures to ensure that our people are aware that such
information is only used in accordance with this Privacy Notice.
We undertake regular reviews of who has access to information that we hold to
ensure that your information is only accessible by appropriately trained staff,
volunteers and contractors.
Our online forms are always encrypted and our network is protected and routinely
monitored.
If you use your credit or debit card to donate to us, buy something or make a booking
online, we pass your card details securely to our payment processing partners. We
do this in accordance with industry standards and do not store the details on our
website.
However, please be aware that there are always inherent risks in sending
information by public networks or using public computers and we cannot 100%
guarantee the security of data (including personal information) disclosed or
transmitted over public networks.
Vulnerable circumstances
We understand that additional care may be needed when we collect and process the
personal information of vulnerable supporters and volunteers. In recognition of this,
we observe good practice guideline in our interactions with vulnerable people.
How long will we keep your information?
We will keep your personal information in respect of financial transactions for as long
as the law requires us to for tax or accounting purposes (which may be up to six
years after a particular transaction).
If you request that we stop processing your personal information for the purpose of
marketing we may in some instances need to add your details to a suppression file
to enable us to comply with your request not to be contacted.
In respect of other personal information, we will retain it for no longer than necessary
for the purposes for which it was collected, taking into account guidance issued by
the Information Commissioner’s Office.
International transfers of information
We may, on occasion decide to use the services of a supplier outside the European
Economic Area (EEA), which means that your personal information is transferred,
processed and stored outside the EEA. You should be aware that, in general, legal
protection for personal information in countries outside the EEA may not be
equivalent to the level of protection provided in the EEA.
However we take steps to put in place suitable safeguards to protect your personal
information when processed by the supplier such as entering into the European
Commission approved standard contractual clauses. By submitting your personal
information to us you agree to this transfer, storing or processing at a location
outside the EEA.
Your rights to your personal information
Data protection legislation gives you the right to request access to personal
information about you which is processed by the Inspire You Charity and to have any
inaccuracies corrected.
You also have the right to ask us to erase your personal information, ask us to
restrict our processing of your personal information or to object to our processing of
your personal information.
If you wish to exercise these rights, please complete this request form (PDF) and
send it along with copies of two separate identification documents which provide
photo identification and confirm your address, such as a passport, driving licence, or
utility bill.
Please also provide any additional information that is relevant to the nature of your
contact with us, as this will help us to locate your records.
You can send us the documents via post to:
Email info@inspireyou.org.uk
Phone 0845 467 6595
Post Inspire You Centre
1 St Judes Road
Tettenhall
Wolverhampton
West Midlands
WV6 0EB
Alternatively email a copy of the form along with scans or photos of your two forms of
identification to: hello (@) inspireyou.vision
We will respond within 30 days, on receipt of your written request and copies of your
identification documents.
How to make a complaint or raise a concern
If you would like more information, or have any questions about this policy, to make
a formal complaint about our approach to data protection or raise privacy concerns
please contact the Information Governance Team:
Email hello (@) inspireyou.vision
Phone 0845 467 6595
Post Inspire You Centre
1 St Judes Road
Tettenhall
Wolverhampton
West Midlands
WV6 0EB
If you would like to make a complaint in relation to how we have handled your
personal information, please follow our complaints procedure. If you are not happy
with the response you receive, then you can raise your concern with the relevant
statutory body:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Alternatively you can visit their website.
Changes to our Privacy Notice
Our Privacy Notice may change from time to time, so please check this page
occasionally to see if we have included any updates or changes, and that you are
happy with them.
(Last updated: 07 May 2019)