Worthing Mencap Privacy Policy

What is a privacy policy?

At Worthing Mencap, we are committed to keeping the trust and confidence of everyone who comes into contact with us. So it is important that you know we record your personal data when you do things like visit our website or use our services. We want you to trust us with that information. This privacy and cookie policy explains all you need to know about:

what information we collect
why we collect it
what we do with it
when we may share it with others
how you can access and update your information.

Why do we collect your personal data?

Basically, to improve the way we communicate and work with you.

Our vision is to help enable people with learning disabilities lead full and independent lives. We need you to help us make this a reality, and collecting your personal data enables us to learn what different choices of communication work best. This also means we save money that can be used to directly support people with a learning disability. So, to summarise: when you use our website or services, you are agreeing for us to store and process your personal data. The ways we do that are explained in this policy – it is a guide for us to follow too, and we take it very seriously.

Want to change the communications you get from us?

To make changes to the type of communications you get from us and how often you get it, please contact Worthing Mencap Administrator by e mail at buddys@worthingmencap.org or write to: Administrator, Worthing Mencap, 121 South Farm Road, Worthing, West Sussex, BN14 7AX

What is in this policy?

Here is a more detailed list of things you will learn about in this policy:

who we are
what types of information we collect
how we will use your information
how and when we share your information with others
how long we will keep your information
how you can access your personal information
updating your preferences and stopping communication from us
making changes to your personal information
how we store your information
following links to third party websites (we’ll explain these too).

Changes to this policy

This policy may change, but we will always have the latest version available for you on our website. It there are any major changes, we will add a notice on our website or contact you. This policy was last updated on 8 May 2018.

Who we are

We are Worthing Mencap and we are affiliated to the Royal Mencap Society, UK’s leading charity for people with a learning disability.

Our registered charity number is 214369

Within the context of this privacy policy, ‘we’, ‘us’, ‘our’ or ‘Mencap’ refers to Worthing Mencap, 121 South Farm Road, Worthing, BN14 7AX. So whenever you see these words, we are talking about Worthing Mencap.

What types of information do we collect?

Non-personal information

This type of information does not tell us who you are, but it does help us to improve our services.

How do we collect this information?

When you visit and look around our website, we record things like your IP (internet protocol) address – the unique number of the device you are using to access our website, which pages you visit (on our website only), when they were visited, and the type of device you were using. This information helps us create a better experience for everyone who uses our website.
Examples of the type of information that can be collected using your IP address include the type and version of your browser, and the location from which you are accessing our site. This helps us improve how our page templates appear and change content to make it relevant to our website visitors.

Personal information

This means any information that may be used to identify you, such as your name, telephone number, postal and email addresses, and your bank details if you are supporting us financially.

How do we collect this information?

There are two main ways that we collect this information: directly and indirectly, including use of third parties (this is explained below).

What does ‘directly’ mean?
We collect information when you do things such as:

request a service from us
fundraise on our behalf
donate to us
sign up to a campaign
donate goods to our charity shops and add Gift Aid to your donation
give personal data to us.

What does ‘indirectly’ mean?
We also collect information when you use a third party, such as Just Giving, or sign up to an event for us on a third party website. We only collect this information with your permission and in line with the supplier’s privacy policy.

What does ‘third party’ mean?
This means other organisations that we collect data from, but only when you have given them permission. You may give these organisations permission at various times, for example when buying something from a mail order catalogue or joining certain membership organisations. The data we receive depends on your agreement with the organisation. We may also receive information from online services you use such as Facebook or Twitter if you have given them permission to share this with us.

Sensitive information

Sometimes, we may ask you for more sensitive information, such as your personal connection to learning disability or your health condition if you are taking part in a sporting event. We will only collect this information with your permission and will take extra care of it, following the Data Protection Act 1998 and this privacy policy.

How we use your information

Rest assured, our intentions are always good. We collect your information because we need it to help us fulfil your requests, keep in touch with you, and offer you communications that are relevant to you. So, things like:

providing any information or services you have requested
processing financial transactions such as donations, entering a paid event or setting up a Direct Debit. This includes processing gift aid with HMRC if relevant
keeping a record of any communications between us and you, for example emails and phone calls
keeping a record of other interactions too, such as requests for leaflets or attending an event
managing and improve how we communicate with you – how you prefer to be contacted, and what information you want to receive. We might contact you about our campaigns, events, appeals, volunteering, news, information and advice, and games, as well as other ways you can support Worthing Mencap
researching the interests, behaviours, demographics (for example, age, sex, income), and trends of the people who are using our information, and range of services, both support and non-support related. We may ask if you wish to take part in more research, such as surveys or focus groups, but this will be voluntary (your choice)
creating a profile of what we think might interest you, so that we can offer you relevant communications. We may use your previous communication with us to try and predict how you may respond to different activities
getting more information about you from third parties, such as your age, telephone number, email address, or new address if you move. This helps us keep our records up to date, ensuring we continue to send you the most relevant communications – if you have chosen to receive them
responding to complaints or queries and look into any legal claims.

We may use information that is available to the public, such as your location and social media accounts to find similar people to you who might be able to donate.

How and when we share your information with others

We will not sell or rent your information to third party organisations, and we will not share your personal information for others to use in their marketing or fundraising.

We may use carefully selected companies to provide services on our behalf, including delivering postal mail, sending emails, analysing data and processing credit card payments. We will only provide those companies with the information they need to deliver the relevant service, and we make sure that your data is treated with the same level of care as if we were handling it directly.

Legal reasons for sharing information

We will share personal information with companies, organisations or individuals outside of Worthing Mencap if we strongly believe that access, use, storing or sharing of the information is reasonably necessary to:

meet any relevant law, regulation, legal process or lawful governmental request
put in force relevant terms of service, including investigation of potential violations
detect, prevent or otherwise address fraud, security or technical issues
protect against harm to the rights, property or safety of Worthing Mencap, the people we support or the public, as required or permitted by law.

We know that legal details can be confusing. If any of the above does not make sense, get in touch and we will be happy to clear up any confusion – it is quite important to know what this all means.

Photography

Our supporters, staff, volunteers and customers kindly let us use photography and images of them to help our campaigns and activity come to life.

We keep these images stored in a secure location and will only use them with the subject’s permission.

How long we keep your information

We will hold your information for as long as you have an active relationship with Worthing Mencap.

How you can access your personal information

You can access the personal information we hold. To get a copy of this, please write to Worthing Mencap administrator at this address:

Administrator, Worthing Mencap, 121 South Farm Road, Worthing, West Sussex, BN14 7AX

We will try our best to respond to all enquiries within seven working days of receiving them, and will offer a full response to all information access requests within forty working days. You may need to pay a small admin fee.

Updating your preferences and unsubscribing

You are in control of how we contact you, for example by post or email. And you can control this by contacting us by one of the following methods:
Email: buddys@worthingmencap.org
Letter: Administrator, Worthing Mencap, 121 South Farm Road, Worthing,
West Sussex, BN14 7AX

Making changes to your personal information

If your personal details change, please help us to keep this information up to date by getting in touch and telling us by one of the following methods:
Email: buddys@worthingmencap.org
Letter: Administrator, Worthing Mencap, 121 South Farm Road, Worthing,
West Sussex, BN14 7AX

How we store your information

We ensure there are appropriate technical controls in place to protect your personal details.

We regularly review who has access to information that we hold to ensure it is only accessible by trained staff, volunteers and contractors.

We regularly review the information that we hold, and delete anything that is no longer required.

Following links to third party websites

Our website contains links to websites owned by other people. Worthing Mencap Society will not pass on any personal information about you to any other website. You can read other websites’ privacy policies to find out how they may use any personal information that you submit to them.

Do you have any questions?

If you have any questions or want to find out more, please contact us by one of the following methods:
Email: buddys@worthingmencap.org
Letter: Administrator, Worthing Mencap, 121 South Farm Road, Worthing, West Sussex, BN14 7AX