This document explains how we, Port East, use data about living individuals.
WHOSE DATA DO WE COLLECT?
We hold data on members, supporters and those who have given financial or other support to Port East; those who might do, and those who apply to Port East, for grants, whether on behalf of an organisation, or personally.
HOW WE OBTAIN YOUR DATA
The majority of the information we hold about you has been provided directly to us by you. In some cases we may collect data from someone else. Examples include data collected via a service provider like Eventbrite or on-line media, including social media like Facebook, LinkedIn or Twitter. We may also use publicly available directories and similar information, such as Companies’ House.
WHAT WE DO WITH YOUR DATA AND WHY Members, Supporters, Volunteers and Funders The core purposes of our data processing are to:
● Build financial and volunteer support for Port East, through various fundraising and marketing activities.
● Administer membership and promote the aims and objectives of Port East, through other activities.
● Send communications to you about Port East.
● Administer volunteering opportunities and programmes where we match volunteers with community needs.
● Administer donations (including but not limited to funds which are subject to Philanthropy Agreements).
● We may use data obtained other than from you to ensure that your contact details are up to date, to plan our fundraising and to ensure that appropriate due diligence is carried out to safeguard the assets and reputation of Port East. We collect the following classes of information:
● Name(s) and address, email, phone number and other relevant contact details and preferences.
● Information on membership of Port East, where applicable.
● Records of volunteering for Port East.
● Information relating to links and connections with and in Dorset.
● Information about our relationship with you: correspondence, meeting notes, attendance at events, etc.
● Occupation, skills and professional activity and network(s), financial information
and interest in philanthropy. ● Records of donations including assets used to make donations, Gift Aid status,
Information on Grantees
We collect the information described below in order to solicit and process applications for grants from Port East. Some of the information may also be processed in the ways described above in the ‘Members, Supporters Volunteers and Funders’ section, since many grantees also volunteer for Port East, or support its work in some way. We collect the following classes of information:
● Name(s) and address, email, phone number and other relevant contact details, and preferences.
● Purpose and details of a grant application.
● Any other information needed for the assessment of a grant which may include financial, family, education and employment information.
● Details about any grant which has been awarded.
● Information about our relationship with you, correspondence, meeting notes, attendance at events, etc. PROTECTING YOUR DATA We keep your data secure in our database with appropriate security mechanisms in place. In principle we do not share your data with anyone else or any other organisation unless it is necessary for the purpose for which you have given us the data. Examples are given below:
● We will share information on grant applicants with grant panel members and donors. These are volunteers working with Port East. We will also publish data on grant recipients for groups/organisations, (amounts/names/purpose) but we anonymise details for any individual grantees.
● We may share basic information on the attendees at an event, or function or meeting with the host or other person who has a volunteer role in Port East.
● We may pass data to other organisations, known as Data Processors, to provide specific services to us. An example would be providing data to a mailing house (e.g.MailChimp) in order to send a newsletter. A contract is always in place with a Data Processor, and they are not allowed to do anything with your data other than that which we have requested.
● We will provide information to HMRC on Gift Aided donations, since we have a legal obligation to provide this information. OUR RESPONSIBILITIES The law requires us to tell you the basis on which we process your data.
● Some activities (for example sending you emails which promote Port East interests) require your consent. If the law requires your consent to process data in a certain way then we will obtain it before carrying out that activity.
● Other activities are carried out to fulfil a contract or agreement. Examples include, holding funds which are subject to Philanthropy Agreements or organising a ticketed event. Each requires us to know who you are and to process your information in order to do the thing you have asked us to do. If a
contract is in place then we will process your data based on that contract. ● In all other cases the law allows us to process your data if it is in our legitimate
interest to do so, but only so long as we need to and your ‘interests, or your fundamental rights and freedoms are not overriding’. Practically speaking this means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive, and that we will only do so in a way which is described in this privacy notice.
We will keep data for as long as is needed to complete the task for which it was collected. Relationships between donors, grantees and Port East are often long term, and so we expect to keep your data for as long as that relationship exists, or until we no longer need it.
YOUR RIGHTS The law requires us to tell you that you have a variety of rights about the way we process your data. These are as follows:
● Where our use of your data requires consent, you may withdraw this consent at any time.
● Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
● You may request a copy of the data we hold about you.
● You may change or stop the way in which we communicate with you, or process data about you, and if it is not required for the purpose you provided it, then we will do so. Activities like processing Gift Aid donations, or managing a Philanthropy Agreement, may mean we can not entirely stop processing your data. We will always endeavour to comply with such a request, however.
● If you are not satisfied with the way we have processed your data then you can complain to the Office of the Information Commissioner. CONTACTING US If you have any questions about this privacy notice, about the way in which we process your data, or if you wish to change the way we use your data, including how we communicate with you, then please contact us: Port East c/o Stir To Action coordinator@