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Privacy Policy

The Shipwrecked Mariners Society Privacy Policy

This Privacy Policy outlines the way in which we use and disclose personal data that is provided to us.  We collect information about a range of individuals, including those who may benefit from our financial support, as well as about our supporters, our volunteers, our staff and our trustees.

The Shipwrecked Mariners Society recognises that your privacy is very important, so it is equally as important to us that you are confident with the way we handle your personal information.  We fully comply with the UK General Data Protection Regulations (GDPR) and the Privacy of Electronic Communications Regulations (PECR).

Definition of Personal Data

Personal data includes any data that relates to a living individual who can be identified from that data. This may include an individual’s name, address, telephone numbers and/or email address, bank details, other financial, health and background information.

How We Collect Personal Data

The Society receives and stores personal information supplied to us in writing, via email, via the telephone, in person or online. Such information relates to all aspects of our work, including the core activity of grant making and fundraising, as well as administration of our volunteers, trustees and staff.

How Do We Use Your Personal Data?

The Society uses your data to provide you with the services, products, or information you have requested. Where we use your information, it will always be done in compliance with the UK GDPR, including having a clear legal basis for doing so (see section ‘Legal Basis for Processing Personal Data’). We use your data to:

• Enable a decision to be made regarding applications for financial support.
• Enable ongoing communication with those who are awarded a regular grant
• Manage our relationship with our supporters and donors, for example to provide invitations to Society events.
• Keep them informed about our ongoing work, including our fundraising appeals
• To help us maintain administrative and statutory records so we can claim Gift Aid, pay our taxes and comply with our other legal and regulatory obligations.

You can contact us at any time if you wish to know what data we hold on you, or if you want us to stop contacting you.

Legal Basis for Processing Personal Data

We use a number of different legal bases to process your data, as outlined below:

• In cases associated with the provision of financial support, we use the legal basis of consent to process your data. In essence this means you will have indicated your consent by signing a declaration at the point your data was collected.
• In the case of donors and those who purchase our charity products (including Christmas Cards), we use the legal basis of legitimate interest to process your data. We do this because we believe that your actions in providing a donation, or buying our charity products, indicate a desire to support the work we do.
• In the case of staff, Trustees or volunteers, we use the legal basis of a contract to process your data.
• We may also need to disclose personal data if required to do so by law. For example, we are legally required to provide personal data to HMRC if a data subject has agreed to us claiming Gift Aid on their behalf. In this case the lawful basis is our legal obligation.

Who Do We Share Personal Data With?

Your data is treated as strictly confidential and is only disclosed to parties who have a need to access it. We will never sell your personal data or share it with other parties for their own marketing purposes.

We may share personal data with our suppliers (referred to as ‘data processors’) to process data on our behalf, for example to deliver goods to grant recipients or to fulfil Christmas Card orders.

We may also need to disclose your information if required to do so by law. For example, we are legally required to provide your data to HMRC if you have agreed to us claiming Gift Aid on your behalf.

How Long Do We Keep Your Personal Data?

To make sure we meet our legal data protection and privacy obligations, we only hold on to your personal information for as long as we need it for the purposes for which we collected it (see section ‘How do we use your personal data’). After that we will either delete it or anonymise it so that it cannot be linked back to you. In most cases we will hold your information for a period of up to 7 years from the end of your relationship with the charity, in accordance with our data retention policy.

How Do We Manage Your Personal Data?

To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect.

Individuals have the right to request access to their personal data, to have it rectified or deleted, or to restrict processing at any point after it is provided to us.

If you have any reason why we should amend, delete or restrict use of your data, please contact us to discuss your concern.

Contact us

• If you have any questions or comments about our privacy practices or this Privacy Statement
• If you want to make use of any of the above rights, or other rights that you may have in relation to your personal data
• If you have other questions or requests

Please contact us on 01243 789329.  You can also reach us at the following address: 1 North Pallant, Chichester, West Sussex PO19 1TL