Privacy Policy This privacy policy describes the way we collect your personal information, how we use your personal information and why. Acceptance of this policy By using our website, social media pages, communicating with us or providing your information you consent to our collection and use of the information you provide in the way(s) set out in this policy. If you do not agree to this policy please do not use our sites, social media pages or services. In this policy "we", "us" and "our" means The Daisy Garland charity What is personal data? 'Personal data' means any information that identifies a living person. This can include name, address, phone number or email address. It also covers our use of any personal information you provide to us. This may be by phone, text message (SMS), email, social media, letter and other correspondence, and in person. It can include IP addresses and other technical identifying information. What is sensitive personal data? 'Sensitive personal data' means information about someone that may include their physical or mental health or condition. For example, this might include their epilepsy status, their age or ethnicity. People we collect information on We need to collect and use your personal data if you contact us for any reason, including if you are a: • Member of our online community. • Supporter. • Someone who uses our advice and information services. • Visitor to any of our websites. • Someone who contacts with us through social media platforms. • Someone who buys goods from our website. • Volunteer or prospective volunteer. • Donor or someone fundraising for us. • Employee or prospective employee of The Daisy Garland. • Supplier or prospective supplier to The Daisy Garland. • Journalist, member of the media or someone who publishes or broadcasts to the public. • MP, other parliamentarian or representative including councillors. • Person within the epilepsy community who works with us. This can include health and social care professionals, commissioners and officials of government and other similar departments. • Person from an organisation that wishes to work with us or ask us for support or information (including, but not limited to, charities, schools, companies). Why we hold your data We hold your details to: • Communicate with you as a supporter and service user. • Respond to your enquiry or request for information. • Provide you with the service you have requested. • Process sales or donations and verify financial transactions. • Manage orders, deliver items you have ordered and communicate with you about your order. • Keep a record of any contact we have with you. • Prevent or detect fraud. • Enable third parties, working for us, to carry out technical or logistical functions for us. • To carry out research on the demographics, background and interest of our supporters and users of our services. This is to get a better understanding of them and improve our services. • Tell you about the things you have told us you are interested in – if you have given us permission to. • Help you with any problems you may be experiencing with a form or our website. We may also do this if you enter your details onto one of our online forms, and you don't 'send' or 'submit' the form. How we collect data We may collect and store information about you whenever you interact with us. For example, when you make a donation, register for an event or submit an enquiry. Other examples include if you register for our services, apply for a job or volunteering opportunity, or otherwise give us any other personal information. We may also receive information about you from third parties for a specific purpose. However, this will only happen if you have given them permission to share your information. Complying with the Data Protection Act Data Protection Act principles require The Daisy Garland charity to process personal data fairly and lawfully. We will offer you choices about the way you are contacted. We will also be clear about how we will use your information. We will make sure that the reason for collecting information is lawful. We only hold data about you that is enough for our purpose, nothing more. We work to make sure the data we hold is accurate and up to date. Accuracy is checked when data is recorded, for example through Royal Mail postcode files. We only hold personal data as long as necessary. However, we may need to keep personal data from you even if you have requested no further contact. This is so that we can make sure we don't contact you about an activity. For example, it means we won't include you when we send promotional communications. We have systems in place to safeguard your personal data. Access to written and electronic personal data is restricted and has a level of security depending on the sensitivity of the data. No sensitive data linked to a person's name or address is taken off-site from our offices unless it is either password protected or encrypted. Marketing communication preferences If you have given us permission to contact you about our work or ways to support us, we will make sure that you can opt out of receiving marketing communications. You will be able to say 'no' to contact by mail, telephone or email. If at a later date you complete another form, giving different contact preferences, we will use those you have given most recently. Note on email marketing Emails are also covered by the Privacy and Electronic Communications Regulations. Every time your email address is recorded, you will be offered email updates. Also, any marketing emails sent by The Daisy Garland will include the opportunity to unsubscribe from future emails. Social media We may use your details to contact you with updates and information relating to your fundraising. This depends on your own privacy settings for social media and messaging sites such as Facebook, WhatsApp and Twitter. We will only do this for events you have expressed an interest in, or registered for. We may also use your details to promote other activities or events on social media platforms. To control these adverts you should amend your social media platform settings. Building profiles of supporters and targeting communications We may use profiling and screening techniques to ensure communications are relevant and well timed. We may also use them to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively. We do this because it allows us to understand the background of the people who support us. This helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. It also helps us to raise more funds, sooner, and more cost-effectively, than we otherwise would. When building a profile we may analyse geographic, demographic and other information relating to you. This is so we can understand your interests and preferences better in order to contact you with the most relevant communications. In doing this, we may use additional information from third-party sources when it is available. This information is gathered using publicly available data about you, for example addresses, listed directorships or typical earnings in a given area. Giving your data to other organisations We do not currently use third parties to handle any services. However, if third parties are used in the future we will comply with all regulation, as allowed under the Data Protection Act. Third parties are only allowed to use your personal information for the specific purpose they have been contracted for e.g. mailing charity newsletter. We would always transfer your personal data securely – through a secure FTP (File Transfer Protocol) website, or as a password-protected file. We will never swap or sell your data to another organisation for them to use for marketing purposes. Sensitive data If you contact our helpline we may record the following. • Your interests in epilepsy and what affects you in your daily life. This helps us to monitor the demand for our services. It also helps us to plan the future content of our information booklets, fact sheets and web pages. • Your age, epilepsy status and ethnicity. This helps us to identify trends in the range of people using our services and to plan improved access to them. We have legally-backed reasons for collecting sensitive data. It helps us to achieve one or more of our charitable aims. For example, we can target membership benefits. None of this data will be used in a way that could harm you as an individual. Use of media and consent Media consent applies to • Photographs • Video footage • Still images taken from video • Sound recordings • Quotes and case studies submitted (spoken or written, including web form submissions) It applies whether or not The Daisy Garland took the material, commissioned it or it was submitted by a third party. If you give consent to the use of media The Daisy Garland may use it as follows • on our website or other websites • on social media and video-hosting platforms (for example Twitter, Facebook, Instagram and YouTube) • in The Daisy Garland information materials, such as leaflets, presentations, posters or fundraising material • for broadcast and radio interviews • for written press articles Expiry of consent • Material will only be used, printed or published for as long as consent has been given. • Consent can be withdrawn at any time in which case every effort will be made to withdraw from use and they will not be used in the future. • Consent will be normally for ten years but may be renewed by you. • After expiry of consent photographs, videos or audio recordings etc will be • Deleted from photographic libraries or other storage and not reused in publications etc. • Withdrawn from use from web use and other similar environments. • The Daisy Garland is unable to guarantee that we can withdraw from use images, videos or quotes that have been published prior to withdrawal of consent although all reasonable steps will be taken to do so. The Daisy Garland will take all reasonable steps to make sure that content used for our web sites, publications and materials is not used by third parties without our permission. However, we cannot guarantee that third parties will always request our consent. At some The Daisy Garland events other photographers not employed or associated with The Daisy Garland may take and distribute photographs etc. These may be journalists, other event attendees or casual passers-by. The use of these images etc are beyond The Daisy Garland's control. Job applicants, current and former employees When people apply to work at The Daisy Garland, we use the information they supply to us to process their application. When we want to disclose information to a third party, we will not do so without telling the person in advance unless the disclosure is required by law. For example, we may need to take up a reference or obtain a 'disclosure' from the Disclosure and Barring Service. Personal information about unsuccessful candidates will be held for 6 months after the recruitment exercise has finished. It will then be securely destroyed or deleted. Once a person has taken up employment with The Daisy Garland, we will compile a file about their employment. The information in this file will be kept secure and will only be used for purposes directly relevant to that person's employment. Once their employment with The Daisy Garland has ended, we will keep the file as required by our retention schedule and then securely destroy or delete it. Your data on our website If you use any of the email facilities or forms on any of our sites, we will capture your email address, your name and, where relevant, your postal address. This means we can respond to your request, enquiry or order. If you use any of the secure forms on our sites, your credit card information is only used to complete that transaction. All such forms are secure and cannot be accessed by anyone other than the members of staff involved in completing the transaction. Information is automatically provided on your browsing behaviour through the use of cookies on our sites. This information does not enable us to identify you personally. However, it does allow us to track usage of our sites so that we can improve them. We use standard third-party web analytics services (such as Google Analytics) to collect anonymous information about your computer, including your IP address, operating system and browser type. This includes for example the number of users viewing pages on the site, but it does not identify you individually. This means we can monitor and report on the effectiveness of the site and help us improve it. If visitors want to post a comment on our sites, we require visitors to enter a name and email address. We may temporarily retain any data that you provide on the website if you place an order through our shop, even if you do not complete your order. Such contact details and data may be used to contact you to enquire if you require any assistance with your order but for no other purpose. Website hosting We use third-party services to host our website. The site is hosted by Raising I.T. Your data may also be available to our website provider to enable us and them to deliver their service to us, carry out analysis and research on demographics, interests and behaviour of our users and supporters to help us gain a better understanding of them to enable us to improve our services. This may include connecting data we receive from you on the website to data available from other sources. Your personally identifiable data will only be used where it is necessary for the analysis required, and where your interests for privacy are not deemed to outweigh their legitimate interests in developing new services for us. In the case of this activity the following will apply: Your data will be made available to our website provider The data that may be available to them include any of the data we collect as described in this privacy policy. Our website provider will not transfer your data to any other third party, or transfer your data outside of the EEA. They will store your data for a maximum of 7 years. This processing does not affect your rights as detailed in this privacy policy. Children's data We recognise the need to protect the privacy and safety of children under 16. We generally use photographs of models wherever possible and only use images of real children and their names where this is necessary in context. Parental permission will have been obtained to use the image, and, in the case of children 13 and over, we also ask for the child's permission. Accessing information held about you The Daisy Garland will assist you if you want to see the information we hold about you. A request should be made in writing, by letter or by email, to [email protected]. The Daisy Garland will reply to a request within a month. We may need to extend this period for particularly complex requests. Incorrect data can be changed, blocked or destroyed. You also have a right to prevent us processing your data for marketing or if it is likely to cause distress. If you have already requested and received this information, there will need to be a reasonable period of time before you can request the information again. Changes to this privacy policy We regularly review our privacy policy. Any updates will be posted on our website and will apply from when they are updated on the website. Changing your communication preferences You can change your communication preferences at any time. You can choose whether we contact you by mail, telephone or email. You can also choose whether or not you receive information on certain activities of The Daisy Garland, such as appeals, campaigns and events. Just contact us – by phone on 01803 847999, in writing or by email to [email protected] Asking for your data to be deleted You can ask The Daisy Garland to stop using your personal data at any time. However, we usually keep the personal data of people who have requested no further contact. This is so that we can make sure we don't include them in any activity aiming to recruit new supporters. How to contact us Requests for information about our privacy statement can be emailed to [email protected] Or by writing to: The Daisy Garland Units A1 and A2 Dart Marine Park Steamer Quay Road Totnes Devon TQ9 5AL Manage Cookie Preferences