The Gurkha Welfare Trust (We) promises to respect any personal data you share with us, or that we get from other organisations, and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.
Developing a better understanding of our supporters through their personal data allows us to make better decisions, fundraise more efficiently and, ultimately, helps us to ensure Gurkha veterans and their widows live with dignity.
In line with GDPR regulations, we comply with an ‘opt in’ consent for phone and email and a ‘legitimate interest’ consent for postal communications. We take every effort to comply with the latest guidelines on data protection, we are partners with the Fundraising Regulator, the Fundraising Preference Service and follow the guidelines issued by the Information Commissioner’s Office (ICO).
Where we collect information about you from
We collect information in the following ways:
When you give it to us directly
You may give us your information in order to sign up for one of our events, make a donation, or communicate with us.
When you give it to us indirectly
Your information may be shared with us by independent event organisers, for example, the London Marathon or fundraising sites like Just Giving or Virgin Money Giving.
When you give permission to other organisations to share or it is available publicly
We may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters to improve our fundraising methods, products and services.
The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them.
This information comes from the following sources:
Third party organisations
You may have provided permission for a company or other organisation to share your data with third parties, including charities. This could be when you buy a product or service, register for an online competition or sign up with a comparison site.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.
Information available publicly
This may include information found in places such as Companies House and information that has been published in articles/ newspapers.
When we collect information as you use our website: Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.
What personal data we collect and how we use it
What personal data we collect and how we use it
We may ask for and store the following types of information, although these might not all be relevant to you and your support:
• Your name – title, forename, initials, surname and post-nominal titles
• Your contact details – postal address, telephone number, email address
• Your date of birth
• Your gender
• Information on where you go on our website, what type of device you use to access our website and information such as your IP address and geographical location
• Information about areas of our work and events that we feel may be of interest to you
• If you choose to take part in one of our events, we may ask for information about your health and emergency contact details – this is for health and safety purposes
• If you notify us that you are leaving a gift in your Will to The Gurkha Welfare Trust, we will record this as well as any information you choose to share with us about this gift
• Whether you are a UK Taxpayer or not enabling us to claim Gift Aid
• If you make a donation or set up a Direct Debit offline, we will ask for your bank details or card number – these are securely destroyed as soon as the donation or Direct Debit process is complete. We do not store these details
• Any other personal information you choose to share with us
Building profiles of supporters and targeting communications
We use data analysis to ensure communications are relevant and timely and to provide an improved experience for our supporters. This analysis also allows us to target our resources effectively. We do this because it allows us to gain a better understanding of the people who support us and helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.
Although we only use the data our supporters have provided for the data analysis described above, please note that you have the right to ask us not to make automated decisions based on your personal data and you can challenge the results of automated decisions if you believe them to be inaccurate.
You also have the right to ask us to provide the personal data we hold about you to a third party if you ask us to.
If you make a donation to our work we will contact you again to let you know about the progress we are making and to ask for donations or other support. We make it easy for you to tell us how you want us to communicate, in a way that suits you. We claim legitimate interest to enable us to contact our supporters by post with communications such as fundraising appeals and newsletters.
We provide clear information on how to opt out of receiving communications from us via any channel when we send you marketing and fundraising communications. If you don’t want to hear from us, that’s fine. Just let us know when you provide your data or contact us at any time on 01722 323955 or email email@example.com.
If you let us know you no longer want to hear from us, we may retain your data for legal purposes such as processing Gift Aid donations. HMRC requires us to retain names, addresses and donation information for seven years for Gift Aid.
We may also retain your information for our own administrative purposes, specifically to ensure you do not receive future appeals if you have specifically requested this. Your record will remain as ‘blocked’ on our system and the data will always be stored securely in accordance with GDPR guidelines.
You also have the right to ask us to stop processing your data:
• Where it is no longer necessary in relation to the purpose for which it was originally collected/processed
• If you withdraw consent
• If you object to the processing and there is no overriding legitimate interest for us to continue the processing
• If your personal data was unlawfully processed (i.e. in breach of the GDPR)
• If your personal data has to be erased in order to comply with a legal obligation
• If we have unknowingly sent a cold pack to a child
Please also be aware that, if asked through official channels, we are obliged by law to disclose personal data for the purposes of crime prevention and law enforcement. In some cases such requests may override your rights as an individual under the terms of the General Data Protection Regulation.
We do not sell or share personal details with third parties for the purposes of marketing.
How we keep your data safe and who has access
We ensure that there are appropriate technical controls in place to protect your personal details. For example our network is protected and routinely monitored.
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.
We use external companies to process personal data on our behalf. We do comprehensive checks on these companies before we work with them and ensure they comply with data protection law.
Keeping your information up to date
Where possible we use publicly available sources to keep your records up to date; for example, the Post Office’s National Change of Address database and information provided to us by other organisations as described above.
We really appreciate it if you let us know if your contact details change.
Your right to know what we know about you, ask to make changes, or ask us to stop using your data
You have a right to ask us to stop processing your personal data at any time. Contact us on 01722 323955 or firstname.lastname@example.org if you have any concerns.
You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.
If you want to access your information, send a description of the information you want to see and proof of your identity by post to The Gurkha Welfare Trust, Supporter Services, 2nd Floor, Cross Keys House, Salisbury, Wiltshire, SP1 1EY. We do not accept these requests by email so we can ensure that we only provide personal data to the right person.
Changes to this policy