Privacy Notice
The Gurkha Welfare Trust (the Trust) is committed to protecting your personal information and respecting your privacy. This Privacy Notice explains how the Trust collects, uses, stores and protects your personal information, your rights in relation to that information, and how to contact us if you have any questions.
The Trust is committed to complying with the UK General Data Protection Regulations (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR) and the guidance issued by the Information Commissioner’s Office (ICO) and the Fundraising Regulator.
Who we are
The Trust is a registered charity that works to improve the lives of Gurkha veterans, their families and communities.
For the purposes of data protection law, The Gurkha Welfare Trust is the data controller of the personal information we collect and process.
Contact details
The Gurkha Welfare Trust
Supporter Services
2nd Floor, Cross Keys House
Salisbury
Wiltshire
SP1 1EY
Telephone: 01722 323955
Email: info@gwt.org.uk
How we collect information
Information You Give Us Directly
You may provide information to us when you:
You may provide information to us when you:
• Make a donation
• Register for an event
• Sign up to receive communications
• Contact us by phone, email, post or online
• Volunteer or otherwise support our work
Information Provided by Third Parties
We may receive information about you from organisations that are supporting fundraising activities on our behalf, including event organisers and online fundraising platforms. These organisations will only share information with us where you have agreed to support the Trust and where they are permitted to do so under data protection law. We encourage you to read their privacy notices before providing your information.
Publicly Available Information
We may obtain information from publicly available sources, including:
• Public registers such as Companies House
• Charity and company websites
• Newspaper and media publications
• Publicly available social media profiles
• Electoral roll and address verification services, where permitted
Information Collected Through Our Website
When you visit our website, we may collect information automatically through cookies and similar technologies. This helps us understand how our website is being used, to improve the services that we provide.
Further information can be found in our Cookie Policy.
How we use your information
We use your personal information to:
• Process donations and administer Gift Aid
• Manage events and fundraising activities
• Respond to enquiries and requests
• Provide information about our work and impact
• Maintain accurate records
• Manage supporter relationships
• Improve our fundraising, communications and services
• Meet legal, regulatory and financial obligations
• Protect against fraud and misuse
Our Lawful Bases for Processing
Under UK GDPR, we must have a lawful basis for processing your personal information.
Depending on the circumstances, we may rely on:
Consent
Where we ask for your permission to contact you or process information for a specific purpose. You may withdraw your consent at any time.
Legitimate Interests
We may process personal information where it is necessary for our legitimate interests as a charity, provided those interests are not overridden by your rights and freedoms.
Examples include:
• Understanding and engaging with supporters
• Improving fundraising effectiveness
• Managing supporter relationships
• Preventing fraud
• Ensuring efficient operation of the charity
Legal Obligations
Where processing is necessary to comply with legal or regulatory requirements.
Contract
Where processing is necessary to fulfil a contract or agreement with you, such as administering an event registration.
Fundraising, Profiling and Supporter Analysis
As a fundraising charity, we aim to communicate with supporters in a way that is relevant, proportionate and respectful.
We may analyse information about our supporters to better understand interests, preferences and levels of engagement. This may include considering information that is publicly available.
The purpose of this activity is to:
• Improve the relevance of our communications
• Make fundraising more efficient
• Reduce unnecessary contact
• Use our charitable resources responsibly
We do not make solely automated decisions that produce legal or similarly significant effects on individuals.
You have the right to object to this type of processing at any time by contacting us.
Marketing Communications
We may contact you to tell you about our work, fundraising activities, events and ways you can support Gurkha veterans and their families.
We will communicate with you only where we have an appropriate lawful basis to do so.
You can change your communication preferences or opt out at any time by:
• Calling 01722 323955
• Emailing info@gwt.org.uk
• Using the unsubscribe option included in our electronic communications
We do not sell your personal information, and we do not share personal information with third parties for their own marketing purposes.
Sharing Your Information
We may share personal information with trusted third parties who provide services on our behalf, including:
• Payment processors
• Fundraising platforms
• Mailing houses
• IT and database providers
• Professional advisers and auditors
• Regulatory authorities where required by law
Where we use third-party service providers, we ensure appropriate contracts and safeguards are in place to protect your information.
We will only share personal information outside these circumstances where we are legally permitted or required to do so.
International Transfers
Where personal information is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place in accordance with UK data protection law.
Keeping Your Information Secure
We take the security of your personal information seriously.
We maintain appropriate technical and organisational measures designed to protect information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is restricted to staff, volunteers and contractors who require it to perform their duties and who are subject to appropriate confidentiality obligations.
How Long We Keep Information
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory, accounting and reporting requirements.
Retention periods vary depending on the type of information and the reason it was collected. We review personal information regularly and securely delete or anonymise information that is no longer required.
Your Rights
Under UK GDPR, you have the right to:
• Request access to your personal information
• Request correction of inaccurate information
• Request deletion of your personal information in certain circumstances
• Request restriction of processing
• Object to processing based on legitimate interests
• Withdraw consent where consent is relied upon
• Request transfer of your information where applicable
• Lodge a complaint with the Information Commissioner’s Office
To exercise any of these rights, please contact us using the details provided in this notice. We may ask for proof of identity before responding to your request.
Complaints
If you have concerns about how we use your personal information, please contact us first so that we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk