A Partner in Education
Last updated: 11 May 2018
The following statement describes how APIE collects and uses information about people who share their data with us. If you have any queries about this statement please contact us at firstname.lastname@example.org.
1. Collecting Information
We will collect personal information from you when you interact with us directly, either by signing up for our newsletter, making a donation, applying for a job or volunteer position or otherwise provide us with personal information. This includes when you phone us, email us, get in touch by post or in person.
In addition, we will collect personal data when you interact with us through third parties, such as when you donate through KindLink or Virgin Money Giving and have consented for your personal information to be shared with us.
We may also gather general information regarding the use of our website, such as which pages are visited most frequently. Only anonymous information that does not identify individual visitors will be used.
2. Personal Information
The types of personal information collected might include name, date of birth, email address, postal address and telephone number, as well as any information you provide in communications between us. You will have given us this information whilst making a donation, registering for an event, placing an order on our website or any of the other ways to interact with us. We do not store credit or debit card details as donations are made through third party platforms.
We will mainly use this information:
To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions;
To provide any services that you have requested;
To update you with important administrative messages about your donation, an event or services you have requested;
To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations;
To keep a record of your relationship with us;
Where you volunteer with us, to administer the volunteering arrangement.
We will use your personal information to contact you about our work and how you can support APIE if you have signed up for our newsletter or otherwise requested this information.
As a charity, from time to time we may also reach out to people or organisations who have no affiliation with us in order to gain recognition and support from a wider audience. You reserve the right to request we do not contact you again.
3. How do we use this information?
We will use your personal information to provide you with the services or information you have requested, for administration purposes and to further our charitable aims, including for fundraising activities if you have signed up for our newsletter.
You can opt out of direct contact with APIE any time by unsubscribing at the bottom of these communications or contacting email@example.com.
4. Personal Detail Protection
Information that you submit in the newsletter registration form is stored on a secure server via Wix (our website provider), whilst donations are made through third party donation platforms. We have access to this information if you have agreed to share your data with us and this information is stored in secure servers. However, the transmission of information over the Internet is never 100% secure so while we try to protect your personal information, we can’t guarantee the security of any information you submit to us via our website.
We take appropriate measures to ensure that the information we receive is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used. All access is restricted to APIE staff.
5. Legal Basis
In some cases, we will only use your personal information where we have your consent. However, there are other lawful reasons that allow us to process your personal information, one of which is ‘legitimate interest'. This means that the reason that we are processing information is because there is a legitimate interest for APIE to process your information to help us to achieve our organisational aims.
Whenever we process your personal information under the ‘legitimate interest' lawful basis, we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
Some examples of where we have a legitimate interest to process your personal information are where we contact you about our work where you have previously signed up to our newsletter or for complying with guidance from the Charity Commission.
We will only contact you about our work and how you can support APIE by phone, email or text message if you have previously agreed for us to contact you in this manner or there is ‘legitimate interest’. However, if you have provided us with your postal address we may send you information about our work and how you can support APIE by mail unless you have told us that you would prefer not to hear from us in that way.
You can update your choices or stop us sending you these communications at any time by contacting firstname.lastname@example.org or clicking the unsubscribe link at the bottom of the relevant communication.
8. Sharing your information
The personal information we collect about you will only be accessed by APIE staff or volunteers. We will never sell or share your personal information with organisations so that they can contact you for any marketing activities, nor do we sell any information about your web browsing activity.
9. Legal disclosure
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority).
10. Keeping your information safe
We take looking after your information very seriously. We've implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.
Unfortunately the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.
Our website may include links to websites run by other organisations. APIE is not responsible for the privacy practices of other organisations’ websites so you should read their privacy policies carefully.
11. How long we hold your information for
We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations (for example, the collection of Gift Aid).
11. Your rights
You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. In addition, you also have the right to erasure, also known as the ‘right to be forgotten’. Where an individual or organisation makes a request for erasure, we will respond within 28 days from the next working day after we receive the request.
If you wish to exercise any of these rights, please contact us at email@example.com.