The privacy and security of your personal information is very important to us. This policy explains how and why we use your personal data to ensure you feel confident in giving us this information.
Data Controller
Any personal information that you provide on this website is controlled by TRELOAR’S
If you are a supporter of Treloar’s and contribute to our fundraising activities, we will hold your data separately. Scroll down for Fundraising specific information.
Your personal information
Occasionally you will be asked to submit personal information about yourself (e.g. name, address and email address) in order to register for an event or receive or use services on our websites. Such services include newsletters, publications and information and advice. Please scroll down for Fundraising specific information.
By entering your details in the fields requested and pressing ‘Submit’, you are consenting to the processing of your information by TRELOAR’S and its agents in accordance with this Privacy Policy. You may also provide personal information to us when you contact us by email, telephone or letter. Whenever you provide such personal information, we will treat that information in accordance with this policy. Our services are designed to give you the information that you have requested. TRELOAR’S will, at all times, act in accordance with current legislation and aim to meet current best practice and guidance.
Use and storage of your personal information
When you supply any personal information to TRELOAR’S we have legal obligations towards you in the way we deal with that information. We must collect the information fairly, that is, we must explain how we will use it. This Privacy Policy explains how we will use your personal information. The ‘Data Protection Notice’ that you will find present whenever personal information is collected will provide additional information about how your personal information will be used by TRELOAR’S.
We will use personal information provided by you or gathered by TRELOAR’S for the following purposes:
- To process and respond to requests, enquiries and complaints received from you
- To provide services requested by you
- To communicate with you about services provided to you
- To process payments
- To update our records
- To analyse trends and profiles
- For audit purposes
- To carry out customer satisfaction research
- To prevent or detect fraud.
We will only hold your personal information on our systems for as long as is necessary for the purposes set out above and we will remove it when the purposes have been met, unless you opt-in for future communications with us.
Where you have opted-in to future communications, we will, on each subsequent communication, offer you an easily executable ‘opt-out’ option, which will allow you to remove yourself from any future mailings.
Use of Cookies
During the course of any visit to a TRELOAR’S website, the pages you see, along with something called a cookie, are downloaded to your computer. Most, if not all, websites do this, because cookies allow the website publisher to accumulate useful data such as whether the computer (and sometimes its user) has visited the site before. This is done on a repeat visit by checking to see, and finding, the cookie left there on the last visit.
We use cookies to help us to provide you with a better service and to assist us to analyse the profile of our visitors. From time to time we will review the information cookies provide on how the site is used in order to improve navigation and increase the relevance of content.
What is a cookie?
When you enter a site your computer will automatically be issued with a cookie. Cookies are text files that identify your computer to our server. Cookies in themselves do not identify the individual user, just the computer used. Many websites do this whenever a user visits their site in order to track traffic flows.
Cookies themselves only record those areas of the site that have been visited by the computer in question, and for how long. Users have the opportunity to set their computers to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time. The last of these, of course, means that certain personalised services cannot then be provided to that user.
Please see our Cookie policy for more information.
Fundraising Specific Data
We always want the experience of supporting Treloar’s to be a positive one, to help us to build more engaging and involved relationships with our supporters.
The type and quantity of information we collect
The type and quantity of information we collect and how we use it depends on what our relationship is with you and why you are providing your data.
Supporters
If you support us, for example make a donation, volunteer, register to fundraise, sign up for an event or buy something from our shop, we will usually collect:
- Your name
- Your contact details
- Your date of birth – only if appropriate
- Your bank or credit card details – (only if appropriate and we do not keep any records once payments are processed.)
- Where it is appropriate we may also ask why you choose to support Treloar’s. Questions like this will never be mandatory, and we only ever want to know the answers if you are completely comfortable telling us.
- We may also store photographs of you if you attend an event
We will use your data to:
- Provide you with the services, products or information you specifically asked for
- Administer your donation or support your fundraising, including processing Gift Aid
- Keep a record of your relationship with us
- Contact you in the way you prefer: mail, email, etc.
- Understand how we can improve our services, products or information.
- Direct Marketing of our events and activities.
With your consent, we will contact you to let you know about the progress we are making and on occasions to ask for donations or other support.
We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear preference questions and we include information on how to opt-out when we send you information.
If you don’t want to hear from us, that’s fine. Just let us know when you provide your data or you can change your mind at any time – you will just need to let us know by calling 01420 547477 or emailing fundraising@treloar.org.uk.
We do not sell personal details to third parties.
How we keep your data safe
Personal data that we store is hosted on servers located within the European Economic Area (EEA).
We use external companies to process personal data on our behalf, for example our mailing houses. We do comprehensive checks on these companies before we work with them, and have a contract in place that sets out the expectations and requirements, especially regarding how they manage the personal data they have access to.
For any other organisations that we work with, Survey Monkey, Google analytics, we ensure that their systems are in compliance with the General Data Protection Regulations.
We do not use suppliers outside the European Economic Area (EEA).
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
Keeping your information up to date
We would really appreciate it if you would let us know if your contact details ever change.
Your right to know what data we hold on you
You have a right to ask us to stop processing your personal data, 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.
Contact the Fundraising Office on 01420 547 477 if you have any concerns or questions.
You have a right to ask for a copy of any information we hold on you.
How we will obtain your permission
In line with guidance from the Fundraising Regulator, Treloar’s fundraising team will ask people to opt-in to future fundraising communications.
We will seek unambiguous and explicit permission from all new supporters before we contact them for future fundraising support.
We collect data in the following ways:
When you choose to give it to us directly.
You may give us your information in order to sign up for our TRELOTTERY, sign up to one of our active or fundraising events, simply make a donation, purchase our products or communicate with us on some issue.
We may receive your information indirectly.
Information may be shared with us by independent third parties or event organisers, for example, the London Marathon or reputable fundraising sites like Just Giving or Virgin Money Giving. These independent third parties will pass Treloar’s your information when you have indicated that you wish to support Treloar’s. They will ask for your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process or hold your data.
Contacting the regulator
If you are unhappy with how your personal data has been used, or you are unhappy with our response to any requests regarding the use of your personal data, you have the right to make a complaint to the Information Commissioner’s Office (ICO). The ICO is the UK independent supervisory authority for data privacy.
You can contact the ICO online at https://ico.org.uk/concerns/ or by calling them on 0303 123 1113, or on 029 2067 8400 if you are a Welsh speaker.
This policy was last updated June 2023.