Privacy Policy

Last updated Nov 24

Our Contact Details 

Name: Respected

Address: Magna House, 103 Provence Drive, Bournemouth BH11 9FE

Email: office@respected.org.uk 

Data controller: Respected 

At Respected we respect your privacy and are committed to being transparent about how we collect and use the information you provide and to meeting our data protection obligations. By providing us with your personal information, you consent to the collection, use and transfer of your personal information under the terms of this Privacy Policy.

This policy, together with our Cookie Policy, sets out the basis on which Respected collects or processes any of your personal information. They should be read in conjunction with the Terms of Use of our website.

 

Personal information is any information that can identify you e.g. name, date of birth, email address, credit/debit card details.

This policy applies to all users of Respected services and products, all donors and supporters of Respected and anyone else who contacts or otherwise submits information to Respected through the website or in other ways. For the purposes of this document:

“Respected services” are educational services to schools/other organisations provided by Respected charity e.g. the Respected Educational Programme, provision of a Respected Team facilitator, Lesson Planning pages and Facilitating Tips videos etc.

“Respected products” are other products provided by Respected e.g. blogs and podcasts, promotional merchandise etc.

“Service User” is a person who is using/accessing any services that Respected provides e.g. school teacher or education lead considering using or using the Respected Programme or arranging for Respected team to facilitate the Programme, or other interested parties viewing the Respected Programme.

“Donor” is a person who is making or has made a financial donation to the charity.

“Supporter” is a person or organisation that is supporting the charity in other ways e.g. signed up for regular newsletter, taking an active interest, helping to informally publicise, supporting/buying tickets for fundraising events, downloading blogs/podcasts etc.

We recognise that some people may be both at times during their relationship with the charity.

“Allied organisations” organisations eg charities, statutory organisations, businesses which are co-operating or potentially co-operating with Respected in order to help develop or publicise our work.

 

1. Data Protection principles

Respected acts as the data controller of the information you provide or that is collected by us. This means that we are responsible for deciding how your personal information is used and ensuring that it is used in compliance with all applicable data protection law and principles (alongside other parties, where applicable), which means that your personal information will be:

• Processed lawfully, fairly and in a transparent way
• Collected for specific, explicit and legitimate purposes stated in this policy and will not be used in any way that is incompatible with those purposes
• Adequate, relevant and limited to what is necessary for those purposes
• Accurate and, where necessary, up to date
• Kept for no longer than those purposes
• Processed securely

 

2.  Collection of Personal Information

You have choices about the personal information we collect. When you are asked to provide personal information, you may decline, but if you choose not to provide personal information that is necessary for us to provide services to you, you may not be able to use our services/products. 

We provide further information below on the types of personal information we obtain and how we use it.

2.1 Personal Information you give to us:

We will collect and process the personal information from you that you give to us by filling in forms (both on and off our website) or by corresponding with us by phone, email, letter, verbally or otherwise. It includes information you provide when you register to use our website or our products, subscribe to our service, sign up for membership, search for a product, participate in discussion boards or other social media functions on or via the website or software products, download blogs/podcasts, make a donation or buy tickets through the website, enter a competition, promotion or survey, submit a query, and when you report a problem with the website or our software. All personal information is kept private and will only be shared with third parties under the circumstance outlined in sections 3.1 and 4 below.‌

The personal information you give us may include the types described below. The lawful basis (under the UK General Data Protection Regulation) for processing this information is written underneath:‌

Service Users:

Your name

Your contact email address

Your contact phone number

Your Respected membership account login details (username and password)  Please note: we are not able to access user passwords

Name and postcode of school or organisation for which you work

Office phone number and email address of school or organisation for which you work

School type

Membership and subscription payment history

History of contacts with us (by email, phone call, face to face conversation etc)

Lawful basis for processing: we have a legitimate interest in order to provide our services.

Supporters:

Your name

Your email address

Your phone number or other contact details

History of contacts with us (by email, phone call, face to face conversation etc)

Lawful basis for processing: you have given us your consent or, in a minority of cases the basis for processing will be legitimate interest in order to run an effective service eg local community leader such as a high sheriff who has agreed to help raise the profile of the charity: we will keep name, contact details and a history of contacts with us in order to continue correspondence in an appropriate and effective way.

Donors:

Your name

Your email address

Bank account details (where you have provided these for us to set up a regular bank transfer on your behalf)

Postal address (where provided to collect gift aid)

Donation history

Lawful basis for processing: we have a legal requirement under tax law to keep your donation history and, if collecting gift aid on donations, your bank account details and contact details and postal address. You may also have given us consent to keep your contact details.

Allied Organisations:

Name of relevant contact

Contact email address

Contact phone number

Name and type of organisation they represent

Email address of organisation

History of contacts with us (by email, phone call, face to face conversation etc)

Lawful basis for processing: you have given us your consent or, in some cases we have a legitimate interest in order to run an effective service.

 

2.2  Information we receive from other sources:

We use the customer relationship management (CRM) software system Beacon to store and manage information on our service users, supporters, donors and allied organisations. We work with Beacon, giving platform Peoples Fundraising, ticketing platform Bookwhen and payment processor Stripe, Go Cardless and Zettle who process online donations, ticket sales and payments on our behalf. We use both Beacon and the email marketing platform Mailchimp to store information on you when you sign up for our newsletter or regular updates through the website or in other ways.(see section 3.1)

We will receive certain information from the giving platform/ticketing platform/payment processor/CRM to allow us to match you to your donation(s)/transaction(s) and details of gift aid collected on your donation or as required, to resolve any technical issues. 

From time to time, we may collect information (contact email details) on relevant teachers/educational leads not currently using our services/products to give them the opportunity to do so. This may come directly from the school or corresponding organisation (eg multi academy trust, diocese) or their website. This will only be retained if the teacher/educational lead shows an active interest in using our services/products. (See Section 4 below).

Lawful basis for processing: we have a legitimate interest in order to provide our services. You give us consent by signing up to the newsletter/regular updates/correspondence.

2.3 Cookies

See separate Cookies Policy

3. How Respected uses your Personal Information 

We will use the contact details you give us to contact you via phone, email, social media and post (or by whichever means to which you have consented) so that we can send you information about our charity and the education programme it provides; 

for service users: to communicate with you regarding your school/organisation’s account and use of the Respected Programme, any updates to the system or Programme, arrange/manage booking the Respected team etc;

for donors/supporters: to update you on our services, activities, events, meetings and funding needs and to thank you for your support. For those who have consented to gift aid, we will use these details to collect gift aid on your donations;

for allied organisations: to communicate with you about our services, to update you on our activities, events, meetings and funding needs.

We may also analyse the data we collect so that we can administer, support, improve and develop our organisation. We may ask you for information when you report a problem with the website in order to verify your identity. In particular, we may use your information to contact you about important changes or developments to the website or our charity. Further, where you have consented by any means, we might also use your information to let you know about other services/organisations which may be of interest to you and we may contact you by post or telephone, as well as by email.

3.1 Sharing your Personal Information

In order to provide an efficient and effective service, contact details of and a history of our contact with service users, allied organisations, supporters and donors are stored on the CRM Beacon.

If you sign up for our newsletter or for regular updates your contact details and any other relevant information you consent to will be stored on the CRM Beacon and shared with the email marketing platform Mailchimp in order to provide you with regular and appropriate updates, fundraising campaigns etc and encourage you to donate/support us in other ways.

If you take out paid membership or make a donation or buy tickets through our website we will use third parties such as Bookwhen, Beacon and Peoples Fundraising to organise ticket sales and process donations and Stripe and Go Cardless to process payments. We also use Zettle to process some card payments and donations at fundraising events etc. These payment processors will receive certain personal information (for example, your name, address and card details) to allow them to process your payment. We do not store your payment details but these payment processors will provide us with information to allow us to match you to your transaction (which is necessary for our internal accounting, administrative and record keeping purposes). We may also share information with these payment processors, as required, to resolve any technical issues.

We receive certain information about these transactions, such as your name, email and postal address, date of donation, the amount you have donated, payment type and gift aid collected on the donation. 

All of these third parties will also be a data controller of the personal information that you supply to them. They all have their own terms and conditions and privacy policies which are available from their websites. Details of their data protection and privacy policies can be found here:

Stripe https://stripe.com/gb/privacy

Zettle https://www.zettle.com/gb/legal/privacy-policy

Bookwhen https://bookwhen.com/terms#data-protection-section

                  https://bookwhen.com/privacy 

People’s Fundraising https://www.peoplesfundraising.com/privacy-policy

Mailchimp https://mailchimp.com/en-gb/gdpr/

Beacon https://www.beaconcrm.org/legal/privacy  https://www.beaconcrm.org/trust

We use the services of Nami IT Solutions Ltd and 2Able to build, develop and host our website in order to provide all services and functions of our website. They will have access to some of your personal information in order to carry out their services. Their privacy policies can be found by emailing  dpo@nami.co.uk  and at https://www.2able.co.uk/privacy/ respectively.

Your personal information is never sold to third parties.

 

4. How Respected keeps your personal information safe

We take the security of your personal information very seriously. We have internal policies and controls in place to ensure your personal information is not lost, accidentally destroyed, misused or disclosed and is not accessed except by those in the performance of their duties. We make sure that confidential material is labelled as such, that any paper copies are locked away and that electronic files are password protected and encrypted where necessary.

Unfortunately, the transmission of information via the internet is not completely secure.  Although we will do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to us. Any transmission is at your own risk. Once we have received your personal information, we will use appropriate security measures to try and prevent unauthorised access. 

Any personal information we have on you will only be held as long as necessary to fulfil the purposes for which it has been collected. If supporters withdraw consent at any time, we agree to erase your contact details. You can do this by emailing us at office@respected.org.uk  For donors, for legal reasons, we will need to keep details of donation history, bank account details and contact details for 6 years after the year end following the last donation. For service users we will keep your information for up to 3 years from the expiry date of your membership or last contact with us and then destroy it. From time to time, we may contact school teachers or educational leads not currently using our services/products to offer them the opportunity to use them (see Section 2.2). If they decline the use, we will delete their personal information immediately. If they do not reply, we will destroy it a year after our first contact. For supporters buying tickets for events who do not consent to opt into our supporter data base, their personal information will be deleted 28 days from their last activity on the platform. For supporters supporting us in other ways or allied organisations, we will delete your information at the end of your relationship with us. 

We may transfer some of your data outside of the European Economic Area (EEA) for the purposes of data cloud backup only, and by using Respected’s products/services including its website, you consent to any such transfer. If we transfer or store your personal data outside the EEA in this way, we will take steps with the aim of ensuring that your privacy rights continue to be protected, as outlined in this privacy policy and in line with the Data Protection Laws. Personal Data held outside of the EEA will be stored with Mailchimp or Google. Both Mailchimp’s and Google’s agreements are certified with the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework, and therefore both comply with GDPR requirements.

We will only share personal information about you with another organisation if we:

• have a safeguarding concern; or
• are required to by government bodies or law enforcement agencies; or
• engage a supplier to process data on our behalf; or
• have obtained your prior permission.

5. What rights do you have?

Under data protection law, you have the right to:

• ask us for copies of your personal information;
• ask us to rectify personal information you think is inaccurate or ask us to complete information you think is incomplete;
• ask us to erase your personal information in certain circumstances (this is not possible if we have a legal obligation to keep your personal information);
• ask us to restrict the processing of your personal information in certain circumstances;
• object to the processing of your data in certain circumstances; and
• ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances (this may not be possible if we have a legitimate interest to process the information).

If you would like to exercise any of these rights please contact us on office@respected.org.uk . You are not required to pay a charge for exercising your rights. We will respond to all such requests within 28 days. Please note that: 

• we will not be able to provide relevant information about the charity to you if we do not have your contact details and other relevant details
• we will not be able to provide a service or product if we do not have your contact details and other relevant details
• even after you stop using our services, we may have a statutory duty to retain some types of data for specific periods of time so can’t delete everything immediately (see above).

If you have a complaint about how we have kept your information secure, or how we have responded to a request to exercise your rights as above, you can refer us to the Information Commissioner’s Office (ICO) https://ico.org.uk

 

Changes to this Privacy Policy and Further Information 

 

We may revise this policy from time to time. Any significant changes to this Privacy Policy in the future will be posted on the website and, where appropriate, through email notification. By continuing to access or use our services or support/donate to us after those changes become effective, you agree to be bound by the revised Privacy Policy.

 

In the UK, general information on protection of Personal Information, including your rights and freedoms under the General Data Protection Regulation, is available via the Information Commissioner’s Office (“ICO”). Their website address is www.ico.org.uk.