GDPR DEBRA Privacy Policy

(Revised November 2022)

This Privacy Policy sets out how DEBRA uses and protects information you give us to improve the way we communicate and work with you.

Fairness

DEBRA will always process your personal data fairly and lawfully and will only collect information from you for the purposes specified in our Privacy Policy to deliver our services and provide support.

Data Controller: DEBRA, The Capitol Building, Oldbury, Bracknell RG12 8FZ

Data Protection Officer: Dawn Jarvis – [email protected]

ico registration number: Z6861140

Any of the following information may be collected by DEBRA:

Name and contact details – DEBRA collect information such as your first and last name, email address, postal address, phone number and other personal data required as part of your relationship with DEBRA.

Payment information –, This includes but is not limited to credit/debit card details, Just Giving, Stripe and Rapidata. This data is passed securely to third party processors as necessary to process your payment if you make purchases or donations. DEBRA does not keep the details of these payments once the transaction has been completed. Bank details you provide to us when setting up a Direct Debit.

 

How DEBRA collects and uses personal information

DEBRA collects information to fulfil the charity’s aims and objectives.

DEBRA may contact you about:

Shop Gift Aid Scheme – DEBRA has a legal requirement to share data with the HM Revenue and Customs (HMRC) to collect Gift Aid on the sales of secondhand goods sold from our shops. DEBRA is legally obliged to inform you of these sales, so that you can check you are paying enough tax to cover the claimed amount. We will use your information to keep our records up to date. This includes recording any changes of address and Gift Aid declaration renewals and will communicate with you via your preferred method. Further information can be found in the leaflet you were given when you made your first donation under the gift aid scheme. You may opt out of the shops gift aid scheme at any time and you are given 21 days’ notice to stop any claim.

Transactions through the DEBRA online shop.

Shop delivery and collection service – If you use DEBRA’s shop delivery or collection services your details may be shared with third party suppliers. These suppliers are required by their contracts to treat your data with the same care that DEBRA would.

Fundraising Gift Aid – If you sign a gift aid form your name and address will be shared with HMRC if you make a qualifying donation.

EB Community Support and Membership Team – Our team of EB Community Support and Membership Managers record details of visits and calls to the people within the EB Community that they are working with. This may sometimes be sensitive personal information collected with your consent. This information is used to record the support/activity undertaken with a named member and to be used anonymously for reporting and funding purposes. This information will not be used for marketing purposes.

Membership – DEBRA is a membership organisation and is legally obliged to send all members over the age of 16 AGM information once a year. When you join our membership scheme you will be informed of the benefits and ways in which we will contact you. As part of your membership benefits, we will send communications, which include information about research and services provided, information updates, surveys and networking invitations.

Fundraising and Communication – DEBRA sends out fundraising newsletters, event information, thank you letters and appeals based on your giving history and mailing preferences. You may opt-in and out of these communications at any time.

• DEBRA INFO - News, campaigns and fundraising activities
• Sporting Challenges, inclusive of running, walking and trekking activities
• Wining and dining events
• The DEBRA Golf Society
• The DEBRA Shooting Society
• DEBRA Fight Night

DEBRA may contact you if you have previously attended an event or taken part in a sponsored sporting challenge. You may opt out of these mailings by contacting our Fundraising department – [email protected].

Fundraising Corporates – DEBRA uses a third-party data processor to research potential corporate donors. Agreements are in place to ensure that any shared data is kept securely.

Legacies – For administration purposes.

Human Resources – DEBRA uses a third-party online recruitment tool to collect initial stages of job application data. This data is held within the EU in accordance with GDPR law. DEBRA has an agreement in place to ensure that any data collected is kept securely.

When you apply for a Volunteering role – We collect your name, address, telephone number and referees to process your application.

 

Legitimate Interest Statement

Under the new GDPR rules which came into force on 25 May 2018, legitimate interest is one of the 6 lawful reasons for processing your personal information. DEBRA may in some cases process your personal information because we have a genuine and legitimate reason to do so, this will not affect any of your rights or freedoms.

When you provide us with your personal details, we will use this information to carry out our work to further the charity’s aims and objectives. Some of the ways we may do this are listed below:

DEBRA will use legitimate interest as the legal basis to communicate with individuals who have given us their postal address if we consider the purpose to be reasonable and compatible with the original purpose.

Business to business and corporate partnership relationships – Legitimate interest will be the basis for DEBRA to keep in touch with named individuals at a business address and corporate partnership contacts. You may opt-out of these communications by contacting our fundraising department. – [email protected].

Mailing Houses – Mailing data is passed securely to third party processors as necessary for items such as newsletters, Gift Aid letters, fundraising campaigns, membership mailings and AGM papers.

Other Third-Party processors – Controls are in place to keep data safe. A Data Sharing Agreement will be put in place with any external provider before data is shared, for tasks such as legacy marketing, event booking services. The data will only be used for the purpose of the DEBRA project they are appointed to carry out.

 

How you can change the way DEBRA uses your personal data

When you submit data to DEBRA you will be given options to restrict our use of your data.

 

Consent

DEBRA considers anyone under the age of 16 to be a minor and will require consent from their legal guardian before their data can be collected and processed

How to withdraw consent and change how we communicate with you

You may withdraw your consent, and object to some or all of our Direct Marketing communications,  at any time by contacting [email protected] or by phoning our head office 01344 771961 and stating the mailing you wish to be excluded from. You can also use this information to let us know if your contact details change so that we may keep our records up to date.

If you contact us directly, with a request or a complaint for example, we will use any information you provide to handle your request and respond to you.

You have the right to obtain a copy of the information DEBRA keeps about you, this is known as a Subject Access Request. A request for access to this information may be made in writing, to DEBRA’s Data Protection Officer – Dawn Jarvis, by email - [email protected] or by post to DEBRA, The Capitol Building, Oldbury, Bracknell, RG12 8FZ.

Please provide as much detail as possible about the personal information you are seeking and whether it relates to a specific incident or specific date/period of time.

 

Data Retention

Any data that you supply will only be used for the purposes we collected it for and will be retained by DEBRA on a secure database for as long as you use the services or if there is a legal requirement to hold the data, such as gift aid information.

DEBRA will never sell your information to a third party.

 

Cookies & Similar Technologies

Cookies are pieces of data created when you visit a website and are stored in the cookies directory of your computer.

We use cookies along with web analytic tools to see how our site is used and to help us provide a better service. We also collect non-identifiable information: This includes:

• collecting information about how you use our website and journey through it
• Identifying your interests and collecting location data to show you ads on third party websites – such as Google – that might be of interest to you
• We use the Google AdWords remarketing service to advertise on third party websites – including Google – to previous visitors to our site. This could be in the form of an advertisement on the Google search results page, or a site in the Google Display Network. Third-party vendors, including Google, use cookies to serve ads based on someone’s past visits to the DEBRA website.

Any data collected will be used in accordance with our own privacy policy and Google’s privacy policy.

You can set preferences for how Google advertises to you using the Google Ad Preferences page, and if you want to you can opt out of interest-based advertising entirely by changing the cookie settings on your computer.

The use of cookies does not give us access to your computer and they cannot be used to identify an individual user.

 

Changes to this policy

DEBRA reserves the right to change the privacy policy as we may deem necessary from time to time or as required by law. Any changes will be immediately posted on the website and you are deemed to have accepted the terms of the policy on your first use of the website following the alterations.

 

This privacy policy was last updated on 1/11/2022.