What personal information do we collect?
The personal information we collect from you may include:
• Your title, name, address and contact information (telephone number(s) and/or email address(es))
• Your date of birth
• Your background and family situation
• Photographs
• Details of your donations, including Gift Aid information, and financial data relating to donation payments. For example, if you donate by direct debit or standing order, we keep bank account details to set up and collect payments. If you wish to donate by credit card or debit card, your card details are collected in order to process your payment.
• Records of your communications with us
• Information gathered through surveys or forms you have filled out
• Your IP address(es) and information relating to what pages have been viewed and any information volunteered by you when your browse our website, and we may also track if you are opening and engaging with the service emails we send you.
In addition to the above, when you visit our website we use cookies to improve your experience and personalise the service you receive. See our cookies policy for more information.
What about special category data?
Certain categories of personal information are recognised in law as sensitive, including health information and information regarding race, religious beliefs, and political opinions (‘special category data’) and personal data relating to criminal convictions and offences.
We do not routinely collect special category data of our donors and fundraisers but when we do, there is a clear reason for doing so, such as accessibility or dietary requirements for events, or due diligence in respect of major donations.
How do we collect your personal information when you give it to us directly?
We collect personal information that you may provide to us including when you:
• make a donation or complete a Gift Aid declaration;
• respond to an invitation or attend an event; or
• tell us that you are fundraising for us.
How do we collect your personal information when you give it to us indirectly?
We collect personal information that you may provide to us including when you:
• register for a challenge event (e.g. the London Marathon) and the organisers of that event share your information with us;
• When we conduct desktop research: to build PCRC’s income for research purposes, we may research our donors’ interests and preferences to ensure appropriate communications are issued. In addition to sourcing relevant geographic and demographic data, we use publicly available third-party data – for addresses, directorships or typical earnings within a selected region. This means we may seek information relating to your profession, professional qualifications and related information (e.g. your job title, employer, professional history, any business interests etc.). This provides insight into our current and potential supporters, and their possible motivations. PCRC conducts measured, appropriate and cost-effective campaigns for the purpose of increasing charitable income.
• When you have given consent to an academic institution to share your data for the purposes of research.
When we collect it as you use our website
We collect information about the services you use and how you use them in a number of ways, including:
• When you visit our website, including through the use of cookies, we may automatically collection information about your equipment, browsing actions and patterns. See our cookie policy for more information; or
• When you view and interact with our emails and content
How do we use your information and what is our legal basis for processing it?
We will only process your information if we have a legal basis for doing so, including: –
To fulfil a contractual obligation, for example: –
• When you register for an event
• To dispatch fundraising materials to you that you have purchased or ordered free of charge
Where you have granted us consent, for example: –
• To contact you if you subscribe to a mailing list
• To share fundraising information with you by email
Where we have a legitimate interest, for example: –
• To send you a thank you communication for your donation(s)
• To contact you with fundraising information or an administrative enquiry relating to your donation by post or phone
• To manage, review and/or assess any actual or potential contributions, whether these be through financial support, or in-kind donations;
• To administer our internal operations, including the administration of activities involving our partners; or
• To improve our services to ensure that any content is presented to you in the most effective manner for you.
Where we are required by law to process your information, for example: –
• To make a Gift Aid claim
• To facilitate health and safety requirements at an event
We also use the information you provide in an anonymised form for the following purposes: –
• Monitor and evaluate the impact of our programmes
• Refine and improve our services
• Produce reports, such as our annual report or reports for donors
What other organisations do we share your information with?
We may share your personal information with our service providers/data processors so that they can carry out work on our behalf. Whenever we engage a third party to act on our behalf we ensure that the contract we enter into with them require them to comply with UK data protection laws, to process your information only for the purposes we specify and to make sure they have the appropriate controls in place to protect the security of your information.
Examples of service providers/data processors include: –
• Our email distribution service provider;
• Manage donations through our website;
• Manage donations through third parties, e.g. payroll giving
• Any organisations that assist us with events that we are holding
We may also share your personal data with partner organisations that work with us to deliver a service you have signed up for.
How long do we keep your information?
We keep your data for as long as necessary for the purposes set out in this Privacy Policy. The retention period will vary according to the nature of the purpose under which the information is held. For example we retain Gift Aid declarations in accordance with HMRC guidance, which in the case of a one-off donation is generally six years from the end of the accounting period in which the donation is received; the period is longer in the case of a declaration that applies to a series of donations or if an HMRC query is received during the normal retention period.