At Team Domenica, we rely on the generosity and support of individuals like you. That is why we want to be completely transparent about why we need the personal information we request when you support us and how we will use it. We are totally committed to protecting your information and using it responsibly. Please read our policy carefully to understand how we collect, use and store your information.
The processing of your information is carried out by or on behalf of
Team Domenica is a registered charity in England and Wales (1165494) and is a registered company in England and Wales (09862696).
5-7 Preston Road
By emailing us at firstname.lastname@example.org or by calling us on 01273 681111
1. Why we use your information
We will only use your information where we have a legal basis to do so and will always respect your rights.
Where we use your information, it may be because you have consented to us doing so or because we consider we have a legitimate interest to do so. Where we do rely on a legitimate interest to use your information, we will always ensure that this is done in a way so as not to be intrusive or cause distress, and that respects your rights. Other reasons may include using information because we have a legal obligation to do so or because we have to fulfil contractual obligations.
Some examples can be found below.
• You have given us your consent to use the information for a specified purpose, such as sending you marketing emails.
• We have a legal obligation to use your information, for example to claim
• We need to use your information to fulfil a contract with you, but this is unlikely to apply to you if you support us through donations or volunteering.
• We are using your information in pursuit of a legitimate interest,
1. To pursue our charitable purpose to deliver our mission and vision.
2. To raise vital funds for our work
3. To ensure we meet our regulatory requirements as a charity
4. To manage our ongoing relationship with our supporters and anyone we work with
5. To manage our financial transactions and prevent fraud
2. How we use your information to fulfil your requests and
2.1 To respond to or fulfil any requests, complaints or queries you make to us
If you contact us directly, we will use the information you give to us to handle your enquiry or request. This may include responding to your query or feedback, or sending you relevant information, such as health information or fundraising materials. We may also keep a record of conversations we have with you, feedback you provide and any marketing materials we send out to you. This can help us to handle queries more efficiently.
2.2 To process any donations you make, claim any relevant Gift Aid and maintain a record of your past or potential future financial contributions
This includes PayPal and Virgin Money Giving keeping a record of any pledges, gift agreements or any other indications that you are planning to donate to Team Domenica. We keep a record of any donations we receive for audit purposes, and as we are legally required to keep information related to Gift Aid. We may need to use your information to prevent fraud.
2.3 To provide you with information and support for any events, fundraising and campaigning activities or volunteering opportunities you sign up to
If you have completed a form to register or enquire about an event or activity, or sign up to our mailing list, we will consider this as a request to send you details about the event, activity or campaign.
Where you provide contact details, we will provide information and support by email, via social media, and any other channels for which you have provided your details. When you have asked for details of an event, we will send you information including, where relevant, ideas for fundraising and reminders on key information about the activity.
Where appropriate, we will use the information you provide to identify any help we can offer, specific to the activity you have signed up for and to provide necessary information to event organisers.
We may also receive information through event organisers or through third party websites such as Virgin Money Giving so we know you are fundraising for us. We will only access that information for marketing purposes when marketing consent has been given.
2.4 To manage our recruitment
When applying for a role with Team Domenica via our website and/or through a recruitment agency the personal data you provide as part of the recruitment process will only be held and processed for the purpose of the selection processes of Team Domenica and in connection with any subsequent employment unless otherwise indicated. By submitting your personal information, you are consenting to Team Domenica holding and using it. You will be asked to provide certain information including your name, contact details, employment history and qualifications. This information is mandatory in order for Team Domenica to consider your application, communicate with you about your application and where successful, follow up with references or meet our statutory and internal monitoring and reporting responsibilities. We may also view social media profiles of applicants, such as LinkedIn, to the extent that it is relevant to your application. Unsuccessful applicant data will be held confidentially within the recruitment system for a period of two years before it is deleted in order that you can access and re-use data in future applications and we can respond to statutory reporting requests.
3. How we use your information to tell you about our work
3.1 To send you marketing communications by email, or direct message on social media, where you have agreed to receive this
Where you have provided an email, mobile phone number, or details of your social media profiles and consented to being contacted in this way, we will send you information by those channels – including by direct message through social media – covering ways to give or raise money for us, to campaign for us, to volunteer for us, our monthly newsletter, information and insights, details of events and fundraising support and Café Domenica news and promotions.
3.2 To manage your contact preferences
You can tell us to stop contacting you, or change the way in which we do so, by getting in touch with us using the details in the ‘contacting us’ section. We will keep a record of any requests to stop receiving marketing from us to ensure that we do not communicate with you in the future, unless you tell us you want to hear from us again.
3.3 Use any images, videos of, or other information you tell us about something you have done for Team Domenica.
If you share information about the fundraising or campaigning activities you have done for us, or your personal experiences, by post, email or over social media, we may want to use this to help us promote our events and activities in the future. We will obtain the necessary permission to use this information.
4. Keeping your details up to date
You can let us know if your details change by contacting us.
5. Sharing your information with other organisations
We will never share your information with third parties for their own purposes, unless this is explained to you at the time we collect your information, you give us your permission to, or we are legally required to do so. For example, we are legally required to provide your data to HMRC if you have agreed to us claiming Gift Aid on your behalf.
We also use suppliers known as ‘data processors’ to process data on our behalf, for example, to send out mailings and maintain our mailing list – for example Mailchimp. When enlisting the services of such suppliers we ensure that they are under a contractual obligation to only use your information in accordance with our instructions and for no other purposes.
6. Transferring your information outside the EEA
Sometimes organisations who work on our behalf may manage information outside the EEA. In those circumstances, we will make sure that we have a valid reason for doing so under current Data Protection Legislation.
7. How long we keep your information
We will keep your personal data only for as long as is required, so long as this is compliant with legislation For example, under UK tax law we are required to keep basic personal data relating to contracts and services for a minimum of six years, after which time it will be destroyed.
In some circumstances, this will be shorter. For example, information related to unsuccessful job applications is destroyed after two years. In some circumstances, this will be longer, for example, pension information of
Sensitive personal information relating to your use of our services (for example, information on your health needs or your disabilities) will only be kept as long as is required to deliver those services, after which time it will
However, with your consent, we would like to store your contact details (for example, your name and email address) for longer than this in order to keep you informed about our work. This information will never be shared with third parties and you can unsubscribe from communications at any time via phone (01273 681111) or email (email@example.com).
8. Your rights
Under the General Data Protection Regulations (GDPR) you have the
• Information Right – the right to receive the information contained in this policy and our data collection forms about the way we process your
• Personal Data Access Right – the right to know that we are processing your personal data and, in most circumstances, to have a copy of the personal data of yours that we hold. You can also ask for certain other details such as what purpose we process your data for and how long we hold it.
• Personal Data Correction Right – You have the right to request that we correct inaccurate data or complete incomplete data that we hold on you.
• Personal Data Erasure Right – Known as the Right to be forgotten. In certain circumstances you may request that we erase your personal data held by us.
• Personal Data Restriction Right – You have the right to restrict the way we process your personal data in certain circumstances, for example if: you contest the accuracy of the data, if our processing is unlawful, to pursue legal claims, where we are relying on legitimate interests to process data.
• Data Processing Objection Right – You have the right to object to us processing your data for (i) direct marketing purposes (ii) scientific or historical research or statistical purposes and (iii) purposes of profiling related to direct marketing or based on our legitimate interests or on the performance of a task in the public interest
• Data Portability Right – you have the right to receive a copy of certain personal data or to have it transferred to another organisation in some circumstances
8.1 Right to Withdraw Consent at any time
Where we use your personal information based on your prior consent, or where you have given us permission to send you marketing communications by email and by direct message on social media, you can withdraw your consent at any time by contacting us.
If you have any complaints about how we handle your personal data, please contact us so we can resolve the issue, where possible. You also have the right to lodge a complaint about any use of your information with the Information Commissioners Office (ICO), the UK data protection regulator.
10. How we keep your information secure
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. We have data protection processes in place to oversee the effective and secure processing of your personal data.
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12. Links to other websites
Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
If your personal details change, please help us to keep your information up to date by notifying us at firstname.lastname@example.org