Please read this policy carefully to understand how we collect, use and store your personal data.

Introduction

Butterfield’s Edward Johnson Trust (BEJT) is a charity registered in England and Wales with registration number: 1088183.
At BEJT we take your privacy very seriously and are committed to protecting your personal information.
This privacy policy explains how we, BEJT may collect and use the information you give us.

If you have any questions regarding our Privacy Policy, please write to:

The Data Protection Officer
Butterfield’s Edward Johnson Trust
Fairoaks Farm
Hollybush
LEDBURY HR8 1EU
England

Email: [email protected]

This policy includes:

• How we collect information
• From where we collect information
• What personal information we collect
• Our use of cookies
• How we will use your personal information
• Children’s data
• How we keep your data safe and who has access to it
• Consent
• How we keep your information up to date
• How long we keep your information for
• Our legal basis for processing your information
• Your rights
• Changes to this policy

How we collect information

We may collect information about you whenever you interact with us, for example when you:

• Enquire about our activities or services, visit our website or donate to us
• Sign up to receive updates on our work or our activities
• Post content to our website
• Attend a meeting with us and provide us with information about you
• Take part in one of our events or fundraise on our behalf
• Receive support, directly or indirectly, from us.

From where we collect information

BEJT may collect information in the following ways:

• When you give us information directly: You may provide your details to us when you request specific information, make a donation, or participate in one of our events.
• When you give us information indirectly: When an employer, or colleague passes your details on to us we will clarify what you are consenting to in terms of communication.
• When a home or other organisation which we support passes your details on to us. This applies mainly to children requiring immediate or future support.
• When we collect information when you are using our website: Upon visiting our website, information about your visit may be recorded and stored. See the section below on the use of cookies for more details.

What personal information we collect

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, volunteering, registering to fundraise, or signing up for an event we may collect where relevant:

• Your name.
• Your contact details (full address, email address and phone number).
• Your date of birth.
• Your bank or credit card details (only if you are making a donation).
• How you came into contact with us.

If you are supported by us, directly or indirectly, we may collect where relevant:

• Your name.
• Your contact details (full address, email address and phone number).
• Your date of birth.
• Your bank details.
• Information pertinent to the determination of the support to be provided, for example: the course of study to be undertaken, accommodation, family circumstances.

If you visit our website anonymously, we may however still record information about:

• The areas of the website you visit.
• The amount of time you spend on the site.
• Whether you are new to the site, or have visited it before.
• How you came to our website — for example, through an email link or a search engine.
• The type of computer, browser, network location and internet connection you use.

Our use of cookies

‘Cookies’ are small pieces of information sent by a web server to a web browser, which enable the server to collect information from the browser. Essentially, a cookie takes the form of a small text file deposited on your computer’s hard drive. We provide separate information about our use of cookies in our Cookie Policy.

How we will use your personal information

We will use your personal information in a number of ways, including for the following purposes:

• To provide you with the services or information you have requested.
• To update you about any changes to our services.
• To administer your donation, including Gift Aid processing.
• To maintain our organisational records and ensure we have your most up-to-date marketing preferences.
• To help us improve our services, campaigns or information-offering.
• To analyse and improve the operation of our website.
• To contact you where you have been identified as a contact person for an organisation, such as a school or home.

We promise to make all reasonable efforts to keep your details secure.

Except as required by law, we will never share your details with other organisations to use for their own purposes.

Children’s data

While we do not actively collect information from supporters aged under 18, we appreciate that our supporters are of all ages. Where appropriate, we will always ask for consent from a parent or guardian to collect information about supporters who are children.
If we are working directly with a child and/or their family we collect more detailed information about them to ensure that the relevant support can be provided.

How we keep your data safe and who has access to it

We place great importance on the security of your personal information and will always try to take appropriate precautions to protect it.
We ensure that there are appropriate technical controls in place to protect your personal details.We always ensure only authorised personnel (primarily only the trustees) have access to your information, and that they are appropriately aware of how to manage your data.
Despite all of our precautions, no data transmission over the internet can be guaranteed to be 100% secure. So, while we strive to protect your personal information, we cannot guarantee the security of any information you disclose to us online, and you must understand that you do so at your own risk.

Consent

By giving us your personal information, you consent to us collecting and using that information in the ways that we describe in this privacy policy and/or that you have specifically consented to.
You also consent to us transferring your information to countries or jurisdictions which may not provide the same level of data protection as the UK, if necessary for any of the above purposes. If we do transfer your information in this way, we will comply with our legal obligations as a data controller under the General Data Protection Regulation and, if we need to, put in place a contract with the companies we use to process information to ensure your details are properly protected.We will only send you marketing information by email or messaging if you have given us specific consent to do so. If you withdraw your consent and then subsequently opt in, then your most recent preference is valid.
If you have responded to a letter of appeal, you may also receive fundraising mail, which you can opt out of at any time.

You can opt out of us using your personal details for marketing at any time either by emailing [email protected] or writing to Butterfield’s Edward Johnson Trust, Fairoaks Farm, Hollybush, LEDBURY HR8 1EU.

How we keep your information up to date

Where possible, we try to keep your records up to date. However, we really appreciate it if you let us know when your contact details change.

How long we keep your information for

We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of any donations you have made for at least six years.
If you ask us to stop sending you marketing materials, we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.

Our legal basis for processing your information

Although in some cases we will seek explicit consent to process your personal data, in most instances we may process your information without explicit consent as we are legally allowed to do so. This will only be where it is in our legitimate interests to do so and where we are confident that such processing is not likely to prejudice your legitimate interests or rights and freedoms.
Where we are processing your personal data on the basis of consent that you have given us, you are entitled to withdraw that consent at any time such that we can no longer rely on it as a basis for continuing to process your personal information.

Your rights

You retain control of how we use your data and you have the right to ask us to stop processing your personal information, which we will do. In some circumstances, we may legally be required to retain your personal information for audit purposes. However, this will be discussed with you depending on your requirements. Please contact our Data Protection Officer (see above for contact details) if you have any concerns.
You also have the right to request a copy of the information we hold about you. If you want to access your information, please contact our Data Protection Officer.
Under the General Data Protection Regulation you are also granted a number of additional rights. These include:

• The right to rectification
• The right to erasure
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling

For more information on these rights please read the relevant guidance issued by the ICO at https://ico.org.uk/for-organisations/dataprotection-reform/overview-of-the-gdpr/individuals-rights/

If you would like to make a complaint about how we process your personal data, please contact our Data Protection Officer.
If you are not happy with how your complaint is dealt with, you should contact the Information Commissioner’s Office. Alternatively, you are entitled to make a complaint to the Information Commissioner’s Office without first referring your complaint to us.
For further information please see the Information Commissioner’s guidance.

Changes to this privacy policy

This policy may change from time to time. If we make any significant changes to this policy, we will publicise these changes clearly on our website or contact you directly with more information.
Please note that this privacy policy produced to reflect the requirements of the General Data Protection Regulation.

Please do revisit this policy each time you consider giving your personal information to BEJT.