PRIVACY | Mother Noel Charity

OUR PRIVACY TERMS and CONDITIONS

MOTHER NOEL CHARITY including MOTHER P. A. NOEL CHARITY and P. A. NOEL CHARITY are UK registered under Charity Number: 1198188.

All references in this document to MOTHER NOEL CHARITY includes MOTHER P. A. NOEL CHARITY and P. A. NOEL CHARITY.

We have a responsibility to keep all of your personal information safe and in line with the General Data Protection Regulation (GDPR). This page explains how we handle your personal information.

This information was updated on 30th June 2022.

Any questions regarding this policy and our privacy practices should be sent by email to mother.noel.charity@gmail.com

Alternatively, you can telephone +44 (0) 207 167 0956

Who it applies to.

This policy applies to individuals whose personal data is processed by Mother Noel Charity.

Who are we?

Mother Noel Charity is UK registered, Charity Number 1198188.

In this policy ‘Mother Noel Charity, ‘we’, ‘us’ or ‘our’ means:

Usually, Mother Noel Charity will be the 'controller' of your personal information. This means that we are responsible for deciding how your personal information is used and ensuring that it is used in compliance with applicable data protection law (in conjunction with other parties, where applicable).

If one of our subsidiaries (or another entity) is the relevant controller, this will be explained where appropriate.

How do we collect information from you?

We obtain information about you in the following ways: -

Information you give us directly that is Mandatory. In some circumstances, it may be mandatory to collect and process some of your details to deliver the service or provide the support you are looking for.

For example:

· we need your contact details to respond to your enquiry or complaint.

· if you kindly choose to make a one-off or regular donation to us and allow us to claim Gift Aid, or purchase an item via the Mother Noel Charity website, we need to ask for your card details and full address.

What type of information is collected from you?

The information we collect, store and use from you may depend on the relationship you have with Mother Noel Charity. This might include:

· Your name

· Address and telephone number

· Date of birth and age

· Your gender

· Where you study

· Information relating to your studies, like subjects and exam results.

· Information about your personal circumstances relating to your general health and mobility (this will only be to determine if we have the necessary resources to assist you as a charity).

· your communications with us, such as call recordings and emails you send. These communications may relate to general enquiries, requests for support or guidance, and complaints or feedback about our activities, products, and services.

· your bank or credit card details. If you make a donation online or make a purchase, your card information is not held by us, it is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions;

· information as to whether you are a UK taxpayer so we can claim gift aid;

· if you are a successful applicant to volunteer or work for us, we will ask for a photographic ID to verify your identity. We may also collect your National Insurance number and information from the Disclosure and Barring Service (DBS) where appropriate.

Data protection laws recognise certain categories of personal information as sensitive and therefore require greater protection, for example, information about your health, ethnicity, and religion.

We do not usually collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us to. For example, we may ask for your health information if you are taking part in a fundraising event that requires physical exertion.

Where appropriate, we will make it clear why we are collecting this type of information and what it will be used for.

How and why is your information used?

The purposes for which we use your information may depend on the relationship you have with Mother Noel Charity.

We may use your information for several different purposes, which may include:

· providing you with the services, products, or information you asked for.

· processing orders that you have submitted.

· carrying out our obligations under any contracts entered into between you and us;

· keeping a record of your relationship with us;

· administering your donation or supporting your fundraising

· responding to or fulfilling any requests, complaints, or queries you make to us;

· conducting analysis and market research to better understand how we can improve our services, products, or information.

· analysing the number and type of people who have used our services to demonstrate our impact and apply for funding

· monitoring the interactions we have with our customers, donors, and beneficiaries for quality control and compliance purposes to ensure we are delivering the service we and our regulators expect (See ‘Monitoring’ section below)

· checking the information we have collected online and offline about you against third party sources so we can ensure that the information we hold about you is up to date and accurate

· to monitor website use to identify visitor location, guard against disruptive use, monitor website traffic, personalise the information that is presented to you, and/or provide you with targeted advertisements

· dealing with entries into future competitions or draws.

· seeking your views or comments on the services we provide.

· notifying you of changes to our services.

· sending you communications which you have requested and that may be of interest to you. These may include information about campaigns, fundraising appeals and activities, and promotions of goods and services.

· communicating with you about fundraising events you may sign-up for to help us raise important funds for our charitable work.

· administering a legacy, where the charity is potentially the beneficiary of a legacy, we will obtain the names and contact details of executors, a copy of the will, and a grant of probate

· checking donations for prevention of fraud or other crime.

· processing grant or job applications.

How and when will you hear from us?

We respect your right to privacy, and we will only contact you about Mother Noel Charity, if you are happy to hear from us or where appropriate to do so.

Fundraising and Marketing Communications;

We may use your contact details to provide you with information about the vital work we do, our fundraising appeals, and opportunities to support us, as well as the products and services you can buy if we think they may be of interest to you.

Email, text, and phone;

We will only send you marketing and fundraising communications by email text and telephone if you have explicitly provided your prior consent. This does not apply to service communications (see below).

We’ll always ask for your permission to contact you about our products and services in this way, for example:

· when you sign a petition

· when you make a donation

· when you fundraise for us

· when you enquire about, or purchase, one of our products or services.

Physical post;

We may send you marketing and fundraising communications by post that we think may be of interest to you, unless you have told us that you would prefer not to hear from us in this way.

If we contact you by post with marketing and fundraising information, we do so under the lawful basis of legitimate interest.

This means that we send postal communications to achieve our charitable and/or organisational aims and ideals, whilst ensuring that doing so does not impinge on your privacy rights.

We ask you if you would prefer not to hear from us in this way the first time you contact us, and you can opt out of postal communications at any point going forward. Please see ‘Your Choices’ for more information

Service Communications and Online Advertising;

Keeping your information safe.

We store your information in secure password-protected folders on a secured PC or Service Provider Cloud Service. We will make sure that nobody can see it in full or part unless there is a genuine reason - which must be in line with a service or support we are providing to you.

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.

Links to other websites for making donations;

Mother Noel Charity website includes links to other sites not owned or managed by our charity including PayPal and Stripe for online donations. We do our best to make sure these links are safe but we cannot control how the sites collect information or how they will use it. Because of this Mother Noel Charity cannot be held responsible for these websites so we encourage you to read the privacy statements on the other websites you visit.

Who has access to your information?

We do not sell or rent your information to third parties. We do not share your information with third parties for marketing purposes. However, we may disclose your information to third parties to achieve the other purposes set out in this policy. These third parties may include third parties working on our behalf.

Lawful Processing;

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant: -

Specific Consent:

Where you have provided specific consent to us using your personal information in a certain way, such as to send you email, text, and/or telephone marketing. Your specific consent is also used where you have agreed for us to use your personal information in case studies to promote our work.

Performance of a contract:

Where we are entering into a contract with you or performing our obligations under it, .i.e purchasing Mother Noel Charity named products and services

Legal obligation;

Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where we are ordered by a court or regulatory authority like the Charity Commission or Fundraising

Regulator;

Vital interests:

Where it is necessary to protect life or health (for example in the case of a medical emergency suffered by an individual at one of our events) or a safeguarding issue that requires us to share your information with the emergency services.

Legitimate interests;

Your choices:

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted and will retain your details on a suppression list to help ensure that we do not continue to contact you. However, we may still need to contact you for administrative purposes like where we are processing a donation or thanking you for your participation in an event.

Your Rights;

Under UK data protection law, you have certain rights over the personal information that we hold about you. Here is a summary of the rights that we think apply:

Right of access;

You have a right to request access to the personal data that we hold about you.

You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.

If you want to access your information, contact us using our details below. Please be aware that we will ask you for proof of identity or alternative proof of authority before sharing any information we may hold.

Right to have your inaccurate personal information corrected;

You have the right to have inaccurate or incomplete information we hold about you corrected. The accuracy of your information is important to us, so we welcome your request to review and correct the information that we hold about you. In the meantime, if you change your email address, or if you believe any of the information we hold is inaccurate or out of date, please contact us via email at data@panoelcharity.org

Right to restrict use;

You have a right to ask us to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy, or if we're not lawfully allowed to use it.

Right of erasure;

You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions; we will do so as far as we are required to. In many cases, we will anonymise that information, rather than delete it.

Right for your personal information to be portable;

If we are processing your personal information (1) based on your consent, or to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.

Right to object;

You have the right to object to processing where we use your personal information (1) based on legitimate interests, (2) for direct marketing, or (3) for statistical/research purposes.

If you want to exercise any of the above rights, please email us at data@panoelcharity.org. We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however, if we are unable to do so we will contact you with reasons for the delay.

Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details, we recommend you consult the guidance published by the UK’s Information Commissioner’s Office.

Keeping your information safe;

When you give us personal information, both offline and online, we take steps to ensure that appropriate technical and organisational controls are in place to protect it.

Non-sensitive details (your email address etc.) are transmitted normally over the internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

Mother Noel Charity website is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to receive donations from you through third party suppliers – currently PayPal and Stripe. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications and by PayPal and Stripe. They store your data on secure servers behind a firewall.

All direct payment gateways offered by Wix.com, and Wix.com associates, used by Mother Noel Charity adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express, and Discover. PCI-DSS requirements help ensures the secure handling of credit card information by our charity service providers.

Keeping your information up to date;

We take reasonable steps to ensure your information is accurate and up to date. Where possible we use publicly available sources to identify deceased records or whether you have changed address. We appreciate it if you let us know when your contact details change.

How long is your information kept for?

We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations, as well as best practice. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes).

Further reasons we may retain personal information include:

· For our auditing purposes

· Evidence in defence of a legal claim

· Ensuring you are suppressed from marketing if you prefer never to hear from us in the future.

We review our retention periods regularly.

If you would like to know more about how long, we hold your data – please email us at mother.noel.charity@gmail.com

Links to other websites;

Our website may contain links to other websites run by other organisations. This policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access those using links from our website.

In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the privacy policy of that third-party site.

Any changes we may make to this policy in the future will be posted on this website so please check this page occasionally to ensure that you're happy with any changes. If we make any significant changes we'll make this clear on this website.

Age 16 or Under;

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

Vulnerable circumstances;

We are committed to protecting vulnerable supporters, customers, and volunteers, and appreciate that additional care may be needed when we use their personal information. In recognition of this, we observe good practice guidelines in our interactions with vulnerable people.

Transferring your information outside of Europe;

If you use our services while you are outside the EEA, your information may be transferred outside the EEA to provide you with those services.

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Economic Area (“EEA”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EEA. You should be aware that these countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing, or processing. If we transfer your information outside of the EEA in this way, we will take steps to ensure that appropriate security measures are taken to ensure that your privacy rights continue to be protected as outlined in this policy.

We undertake regular reviews of who has access to information that we hold to ensure that your info is only accessible by appropriately trained staff, volunteers, and contractors.

Changes to this policy;