We are committed to protecting your privacy and security. We believe it is important for you to know what information we collect and how we treat the information you share with us. This policy will explain how your personal information will be treated.
“Personal Information” (“personal data”) includes your name, physical address, e-mail address(es), telephone numbers and other similar information that you provide to us. We may also collect financial information (payment information such as credit/debit card details and whether donations are gift aided.
You can decide not to receive communications from us or change how we contact you at any time. We will never sell your personal data and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation). However there are some situations where this will occur (e.g. if you volunteer with us or if you have an accident on our premises). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or involving one of our staff (including volunteers), then we’ll keep a record of this (which may include personal data and sensitive personal data).
If you are a volunteer (whether for the Knoll Gardens Foundation specifically, or if you are helping us for other reasons – for example you work for another organisation which is running an event with us) then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
How your information is used
We only ever use your personal data with your consent, or where it is necessary in order to:
- enter into, or perform, a contract with you;
- comply with a legal duty;
- protect your vital interests;
- for our own (or a third party’s) lawful interests, provided your rights don’t override the these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes).
We use personal data to communicate with people and to promote the Knoll Gardens Foundation. This includes keeping you up to date with our news, updates, and campaigns and fundraising information.
We use personal data for administrative purposes (i.e. to carry on our charity and conservation work). This includes:
- receiving donations (e.g. direct debits or gift-aid instructions);
- maintaining databases of our volunteers, members and supporters;
- helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this)
Disclosing and sharing data
We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our partners, or third party products and services, but these communications will always come from the Knoll Gardens Foundation and are usually incorporated into our own marketing materials.
We will not normally disclose your Personal Information to anyone outside the Knoll Gardens Foundation unless (a) you provide your consent; (b) we are required to do so by law; (c) we sell or buy any business or assets; (d) if all, or substantially all, of our assets are acquired by a third party.
Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another charity). We’ll only share information when necessary and we’ll make sure to notify you first.
Where we store your personal data
While we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our channels; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed).
We continually review what information we hold and delete what is no longer required.
Access to personal data
The General Data Protection Regulations gives you the right to access, free of charge, information held about you. However, GDPR allows us to levy a ‘reasonable fee’, based on the administrative costs involved, for additional copies of such information or for requests that are excessive or repetitive.
Modifications of this policy