KidsOut is committed to protecting your personal information and being transparent about what information we hold, whether you are a donor, volunteer or sponsor.
The purpose of this policy is to give you a clear explanation about how KidsOut collects and uses the personal information you provide to us and that we collect, whether online, via phone, email, in letters or in any other correspondence.
We ensure that we use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
- What information KidsOut may collect about you;
- How we will use that information;
- Your choices regarding the information you provide to us; and
Who we are
We are a childrens charity in the UK and our registered charity numbers are 1075789 in England and Wales, and SC039477 in Scotland.
We collect information in the following ways:
- Information you give to us. For example, when you make a donation to us, register for an event or otherwise provide us with personal information. When you register, we’ll ask for personal information, like your name, email address and telephone number to help identify you.
- Information we get from your use of our website and fundraising services. We collect information about the services you use and how you use them, like when you visit our websites or donate.
- Information from third parties. We may also receive information about you from third parties. This can include information such as your name, postal address, email address, phone number, your geographic location, etc. and whether you are a tax payer so that we can claim Gift Aid.
Data Protection law recognises that certain categories of personal information are more sensitive. This is known as ‘sensitive personal data’ and covers health information, race, religious beliefs and political opinions. We do not usually collect ‘sensitive personal data’ about our supporters unless there is a clear reason for doing so, such as participation in a marathon or similar fundraising event or where we need this information to ensure that we provide appropriate facilities or support to enable you to participate in an event.
Your debit and credit card information
If you use your credit or debit card to donate to us, buy something or pay for a registration online or over the phone, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. You can find our more information about PCI DSS here – https://www.pcisecuritystandards.org/security_standards/index.php
Legal basis & Legitimate Interests
When we collect and use your personal information, we will make sure this is only done accordance with at least one of the legal grounds available to us under Data Protection law.
One of these is where we have obtained your specific consent to use your information for a previously notified purpose, such as to send you a newsletter email or to provide you with a product, service or information at your request.
In certain instances, we may collect and use personal information where this is necessary in our legitimate interest as a charity, this includes being able to:
- send direct marketing newsletters/marketing to supporters by post or contacting them by telephone for fundraising purposes;
- conduct research to better understand who our supporters are and better target our fundraising activity;
- monitor who we deal with to protect our charity against fraud, money laundering and other risks;
- maintain and administer our donor database and systems.
In all cases, we balance our legitimate interests against your rights as an individual and make sure we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this Policy and that does not intrude on your privacy or previously expressed marketing preferences.
Where we process sensitive personal data (as mentioned above), we will make sure that we only do so in accordance with one of the additional lawful grounds for processing such as where we have your explicit consent or you have made that information public. When we do this, we will tell you what sensitive personal data we are collecting and why.
We want to ensure you receive the level of information about KidsOut that is right for you.
If you actively provide your consent to us along with your email address and/or mobile phone number, we may contact you for marketing purposes by email or text message. By subscribing to KidsOut emails or opting in to email communication from KidsOut, you grant us the right to use the email for email marketing purposes.
If you have provided us with your postal address or telephone number we may send you direct mail or telephone you about our work unless you have told us that you would prefer not to receive such information.
It is always your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to use your personal information in these ways please indicate your preferences on the form on which we collect your data.
You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link in at the end of our marketing emails.
We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain your details on a suppression list to help ensure that we do not continue to contact you.
From time to time we carry out targeted fundraising activity to ensure that we are contacting you with the most appropriate communication, which is relevant and timely and will ultimately provide an improved experience for you.
Recipients – Information and disclosure
We are committed to protecting the privacy of the young people that engage with us on our website.
Our fundraising events also request specific information about the age of participants. When we collect information about a child or young person aged under 18 we will make it very clear as to the reasons for collecting this information and how it will be used.
Keeping your personal information
We keep your personal information only for as long as required to operate the service in accordance with legal requirements and tax and accounting rules. Where your information is no longer required, we will ensure it is disposed of in a secure manner.
Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to improve the performance of a website, for saving different options and to provide website owners with information on how the site is being used.
Acceptance of cookie use
Your rights to your personal information
Under the Data Protection Act 1998 you have a right to request a copy of the personal information we hold about you and to have any inaccuracies corrected. You also have the right to request us to erase your personal information, request us to restrict our processing of your personal information or to object to our processing of your personal information.
Should you wish to exercise these rights we require you to prove your identity with two pieces of approved identification. Please address requests to the Data Protection Officer, KidsOut, 14 Church Square, Leighton Buzzard, Bedfordshire LU7 1AE and we will respond within 40 days, of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. We reserve the right to charge a fee of £10 for this process.
Where you have provided your consent for our use of your personal information, you always have a right to withdraw your consent at any time.
Editing and deleting your information preferences
The accuracy of your personal information is important to us. You can edit your information, including your address and contact details at any time. If you would like to change your preferences or update the details we hold about you, please contact us at KidsOut, 14 Church Square, Leighton Buzzard, Bedfordshire LU7 1AE or email firstname.lastname@example.org