What types of information do we have about you?

The information we hold about you is personal data that could include:

  • contact details, such as your address, email address or telephone number

  • any donations we have received from you

  • any purchases made by you, for example event tickets

  • contact we have had with you

  • notes and reports about your donations/purchases

Where do we get your information from?

The Orpheus Centre never buys or trades lists of donors with other organisations. We only hold information about you that you have given us, that we have obtained externally from agencies such as the Mailing Preference Service, or that exists in the public realm (for example if you are listed as Director of a company with Company’s House). We also collect data via our website, for example if you use the online box office. Our website is hosted within the EU by Raising IT.

The Orpheus Centre may use the information you provide to use and other information we obtain externally to understand better how you might be able to support us and what information about our work you might be most interested in. This enables us to tailor our communications to make them more relevant and interesting for you. If you don’t want us to do this you may opt out by contacting us at [email protected].

Why do we need this information and how long will we keep it?

We use the information we hold to administer donations, raise money towards our work with young disabled people and to ensure that we don’t accidentally contact people who no longer wish to hear from us.

If you are an active supporter who has made a donation or purchase from us in the last two years, we will keep the whole of your donation/purchase history. We are legally required to keep information about our finances (e.g. donations and purchases) for seven years. If you have not made a donation or purchase for seven years we will destroy your information securely. If you have asked us not to contact you again we will keep your name and contact details so that we do not accidentally contact you in the future. If you have left us a gift in your will we will keep your information for up to 99 years in case we need to rely on it in court.

What if I no longer want to hear from you?

If you have given us a donation or made a purchase from us in the last two years, we may assume you would like to hear updates on our work and about ways to continue to provide financial support e.g. concerts and events, gifts in wills, current fundraising campaigns. In legal terms this is called “legitimate interest”. However, if at any time you would prefer not to hear from us simply contact us on 01883 744664 or by email at [email protected].

If you have not made a donation or purchase we may seek your express consent to keep in touch. In either instance, we will always seek your express consent before emailing you.

Do we share information?

We will never sell or share your data, however sometimes we will rely on third parties to carry out data processing tasks. For example, we may ask a third party to check that none of our supporters are registered with the Mailing Preference Service.

Where do we keep your information?

We keep the information we hold about you in a database called SalesForce whose servers are outside the EU. Salesforce’s Services comply with the EU–U.S. Privacy Shield Framework. We may also keep hard copy files, for example if you send a letter accompanying your gift.

What Are Your Rights?

Under legislation from 25 May 2018. You are have the right:

  • to see what information we hold about you. To do this you can make a Subject Access Request. This is free and we will respond within 30 days. Please get in touch for more details.

  • for the information we hold about you to be correct. Sometimes even we can get it wrong! If we do, you have the right to let us know so that we can correct it.

  • to stop your information being used in certain ways, for example if you do not want us to get in touch with you via email but are happy to stay in touch by post and vice versa.

  • to lodge a complaint with the Information Commissioner’s Office if you are concerned about how your personal data has been or is being processed. You can do this at https://ico.org.uk/concerns/ or by calling 0303 123 1113.

  • to refer your concerns about how your personal data is being processed to the Courts.

  • to claim compensation for material or non-material damage.

  • to have your personal data deleted.

  • to not be subject to a decision based solely on automated processing which produces legal effects concerning you or similarly significantly affects you.

  • to ask that your personal data is transferred from one company to another, for example when changing banks.

  • to object to how your personal information is being processed.

 

For data protection purposes, the Data Controller is the Orpheus Centre, North Park Lane, Godstone, Surrey RH9 8ND.

 

Statement Created by

Moira Lambert, Head of Fundraising and Marketing

Date

23.1.18