The Egmont Trust (“we”) promises to respect any personal information you share with us and to keep it safe. We aim to be clear when we collect your information and not do anything you wouldn’t reasonably expect.
In May 2018, we will be moving to be an ‘opt-in only’ communication policy. This means that we will only send marketing communications to those people who have explicitly stated that they are happy for us to do so via their preferred channel(s) (email, phone or post).
Our marketing communications include information about our partners’ work, and their impact on the lives of children affected by HIV & AIDS in sub-Saharan Africa.
Where we collect information about you from
We collect information in the following ways:
- When you give it to us DIRECTLY
You may give us your information in order to make a donation, attend an Egmont event or communicate with us. Sometimes when you support us, your information may be collected by an organisation working for us, but we are responsible for your information at all times.
- When you give it to us INDIRECTLY
- When you give permission to OTHER ORGANISATIONS to share your information or when it is available publicly
We may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters to improve our fundraising methods, products and services. The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information comes from the following sources:
- Social Media
Depending on your settings or privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.
- Information available publicly
This may include information found in places such as Companies House and information that has been published in articles/ newspapers or on websites.
- When we collect it as you use our WEBSITES OR APPS
In addition, the type of device you are using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what operating system you are using, what your device settings are, or why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
What personal information we collect and how we use it
The type and quantity of information we collect and how we use it depends on why you are providing it.
If you support us, for example by making a donation, or if you volunteer, fundraise, or attend an event, we will usually collect:
- Your name
- Your contact details
- Your date of birth
- Your debit or credit card details, or bank details (depending on method of payment)
We will mainly use your information to:
- Provide you with the information you asked for
- Administer your donation or support your fundraising, including processing gift aid
- Keep a record of your relationship with us, including your level of engagement with our electronic communications
- Ensure we know how you prefer to be contacted
- Understand how we can improve the ways we communicate with our supporters.
We may also use your personal information to detect and reduce fraud and credit risk.
Building profiles of supporters and targeting communications appropriately
We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively. We do this because it allows us to understand the background of the people who support us and helps us to send them relevant communications. Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.
When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available. Such information is compiled using publicly available information about you, for example addresses, listed Directorships or typical earnings in a given area.
With your consent, we will contact you to let you know what your support has helped our partners working in Africa to achieve; we may include information on how to give again. Our aim is to make it easy for you to tell us how you want us to communicate, in a way that suits you. Our communications will aim to have clear marketing preference questions and we include information on how to opt out when we send you marketing. If you don’t want to hear from us, that’s fine. Just let us know when you provide your data or contact us on 02920 786 434 or firstname.lastname@example.org.
We will not sell or share personal information to third parties for the purposes of marketing. But, if we run an event we may enlist the services of a third-party organisation and your details may need to be shared. However, the third-party would be bound by a confidentiality agreement with us, which would prevent them from using this information for any other purpose.
If you are under 18 and use our website for information about fundraising or supporting The Egmont Trust, please let an adult know.
How we keep your information safe and who has access to it
We will ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is password-protected and routinely monitored.
We will undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
We use external companies to collect or process personal information on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal information they collect or have access to. We may need to disclose information if required to the police, regulatory bodies or legal advisors.
We will only ever share your information in other circumstances if we have your explicit consent.
Keeping your information up to date
As far as possible, we will only use publicly available sources and information provided to us as described above to keep your records up to date.
We would really appreciate it if you let us know if your contact details change.
Your right to know what data we hold about you, make changes or ask us to stop using your information
You have a right to ask us to stop processing your personal information, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so.
You have a right to ask for a copy of the information we hold about you, although we may charge £10 to cover the costs involved.
If you want to access your information, send a description of the information you want to see and proof of your identity by post to The Egmont Trust, Temple Court, Cathedral Road, Cardiff, CF11 9HA, UK. We will not accept such requests by email so we can ensure that we only provide personal information to the right person.
If you have any questions, comments or suggestions, please let us know by contacting email@example.com
Contacting us about this Policy or to make a complaint
If you have any queries about this Policy or any complaints with regard to the administration of the Policy please contact us by email at: firstname.lastname@example.org or by sending a letter to The Egmont Trust, Temple Court, Cathedral Road, Cardiff CF11 9HA, Wales, UK.
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Changing your cookie preferences
The "Help" menu in the toolbar of most web browsers will tell you how to change your browser's cookie settings, including how to have the browser notify you when you receive a new cookie, and how to disable cookies altogether.
For a full explanation of what cookies are, and information on how to block them using the settings on your Internet browser, click here to be directed to the UK Information Commissioner’s Office cookie webpage.
We have classified our cookies into two broad types - 'first party cookies' and 'third party cookies':
First party cookies are cookies that are served directly by the website operator to your computer, and are often used to recognise your computer when it revisits that site and to remember your preferences as you browse the site.
Third party cookies are served by a service provider on behalf of the website operator, and can be used by the service provider to recognise your computer when it visits other web sites. Third party cookies are used for a variety of reasons, most commonly used for website analytics or advertising purposes. More details are provided in the third party cookie section (below).
In addition, cookies may be either 'session cookies' or 'persistent cookies'. Your computer automatically removes session cookies once you close your browser. Persistent cookies will survive on your computer until an expiry date specified in the cookie itself, is reached.
List of the main cookies used on our website
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Cookies set by third parties
If you go on to a page on our website that contains embedded content, for example YouTube or Twitter, you may be sent cookies from these websites.
We do not control the setting of these cookies, so we suggest you check the third party website for more information about their cookies and how to manage them.