Our commitment to your data
At Macaroni Wood, we value the support and engagement people have with our charity. From donors, the people that use our services, staff or volunteers each person is a valued part of our charity community. In the delivery of our services, engaging with supporters, fundraising and raising the profile for our cause Macaroni Wood gathers personal data.
We collect data to enhance our service quality; help us tailor our services; for training, resources and improving our centre; understand our supporters better and also help us to fundraise more efficiently. We also collect data in relation to the contract or relationship we have with an individual, or because it’s necessary to their vital interests. We want every interaction people have with our charity to be positive.
In all areas of our work, we are committed to protecting your personal information, being open about what information we hold and also ensuring that we only gather information as necessary. The policy applies to how Macaroni Wood collects and uses personal information you provide to us and that we collect, whether online, via phone, email, in letters or in any other correspondence or from third parties.
We ensure that we use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
- What information Macaroni Wood may collect about you
- How we will use that information
- How we process that information
- How we use your information in marketing and fundraising
- Whether we disclose your details to anyone else
- Your choices regarding the information you provide to us
- How you can ask to change or delete personal data when it is no longer needed for the reason it was collected
Who we are
Macaroni Wood is the charity that offers well-equipped, low cost residential accommodation in a peaceful rural setting that enables groups working with their client groups to achieve their aims and objectives within a safe, secure environment that offers support and understanding to everyone who comes.
Charity legal details
Macaroni Wood is a charity registered with the Charities Commission under charity number 1061676, and a company limited by guarantee and registered in England and Wales under company number 03325597.
Registered address: Noah’s Ark Children’s Venture, Macaroni Wood, Eastleach, Cirencester, Glos., GL7 3NF
Telephone Number: 01367 850356
Right to Complain
You have the right to make a complaint with regards to our approach to your personal information to the Information Commissioner’s Office (ICO). If you feel able to contact us before you contact the ICO, we take your concerns seriously and will work with you to resolve any issues that you have. Please see Contact Us.
The types of information we collect about you
Macaroni Wood collects information in the following ways:
Information you give us:
For example, when you engage with our social media or to make a donation to us, or otherwise provide us with personal information. When you register, we’ll ask for personal information, like your name, email address and telephone number to store.
Information we get from your use of our website:
We collect information about the services you use and how you use them, like when you visit our website or Facebook page. This helps us to understand your interests in our cause and information and to tailor our resources to be more focused on what supporters or service users need.
Information from third parties:
We may also receive information about you from third parties and from the public domain. This may include information such as your name, postal address, email address, phone number, your geographic location, credit/debit card details and whether you are a taxpayer so that we can claim Gift Aid.
We, like all charities and companies, are able to confirm what browser you are using, IP address and computer operating systems that are being used and this information may be used to improve the services we offer. We do not buy, sell or swap data with third parties or other charities.
Sensitive personal data
Data Protection law and the GDPR recognises that certain categories of personal information are more sensitive. This is known as sensitive personal data and covers health information, race, religious beliefs and political opinions. We do not always collect ‘sensitive personal data’ about our supporters or the people that use our services, unless there is a clear reason for doing so. For example, with supporters – participation in a fundraising event or initiative or where we need this information to ensure that we provide appropriate facilities or support to enable you to participate in an event. From time to time, we may seek to understand our audiences better by collecting information about religious affiliation. We may also collect sensitive personal data if you make the information public or if you tell us about your health and care experiences relating to disability (for example, if you call our charity, act as a case study for us or volunteer to share your story); however, we will always make it clear to you when we collect this information from you, what sensitive personal data we are collecting and what purposes we may use it for.
Our website collects personal information which may include:
- Details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblog statistics and other communication data.
- Information that you provide by filling in forms on our website, such as when you make an enquiry about one of our services, or make a donation to us.
- Email addresses, postal and telephone information if you opt in to receive emails or other resources from us.
- Information provided to us when you communicate with us for any reason.
Third party links
You may find links to third party websites on our website. These websites should have their own privacy policies. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.
Our cookies help us:
- Make our website work as you would expect
- Remember your settings during and between visits
- Improve the speed/security of the site
- Personalise our site to you to help you get what you need faster
- Continuously improve our website for you
Turning cookies off
You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies. Doing so however will likely limit the functionality of our website.
We promise that we will:
- only use your personal information for the purposes for which you have trusted it to us;
- only retain your personal information for as long as we are required; and
- always ensure appropriate safeguards are in place to protect your personal information and privacy.
We promise that we will never:
- sell your personal information;
- share it with other organisations without a clear legitimate reason; and
- be involved in any data swapping schemes.
We will also use your name and email address in order to thank you for your donation.
Legal basis for processing data
When we collect and use your personal information, we will make sure this is only done in accordance with UK data protection law (the General Data Protection Regulation). This law requires us to have a “legal basis” for processing your personal data. This legal basis includes:
- Send direct marketing material to supporters by post or contacting them by telephone for fundraising purposes.
- Where we have your specific consent to use your personal information for s specific purpose (e.g. where we contact you by email)
- Conduct research to better understand who our supporters are and better target our fundraising activity.
- Monitor who we deal with to protect our charity against fraud, money laundering and other risks.
- Maintain and administer our supporter database and systems. In all cases, we balance our legitimate interests against your rights as an individual and make sure we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this Policy and that does not intrude on your privacy or previously expressed marketing preferences.
Where we process sensitive personal data (as mentioned above), we will make sure that we only do so in accordance with one of the additional lawful grounds for processing such as where we have your explicit consent or you have made that information manifestly public. This will be on the basis of legitimate interests of vital interests. When we do this, we will tell you what sensitive personal data we are collecting and why.
Sharing our cause, promoting our service and engaging support is vital part of our charity’s work. We are committed to ensuring that in gathering personal data for marketing purposes – we only gather information that is essential and appropriate – and in line with the person’s interest and request. We collect information for marketing, through a range of sources including online, at events, data sign up cards and other tools.
Email marketing and subscription lists signed up to on our website
If you actively provide your consent to us along with your email address and/or mobile phone number, we may contact you for marketing purposes by email or text message.
Marketing opt-ins made off line
We operate an opt-in process for fundraising and marketing communications. Where people have signed up for information off line – including email – we will use the Legitimate Interests approach to information that is sent to you.
If you have provided us with your postal address or telephone number, we may send you direct mail or telephone you about our work unless you have told us that you would prefer not to receive such information.
It is always your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to use your personal information in these ways, please indicate your preferences on the form on which we collect your data. You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link in at the end of any of our marketing emails or Mailchimp newsletters.
As a charity, we have a legitimate interest in generating both community support and financial donations to deliver our work. After carrying out a balanced assessment, we rely on Legitimate Interests for the processing of your Personal Data for direct marketing purposes, whether you are an active supporter to Macaroni Wood, or when we approach you as a potential new supporter to the charity. In all our fundraising communications we will give you clear opportunities to opt-out of future communications. We will provide easy to understand information on our appeals making you aware that we are processing your data based on legitimate interests.
We carry out targeted fundraising activity to ensure that we are contacting you with the most appropriate communication, which is relevant and timely and will ultimately provide an improved experience for you. We segment supporters’ data to better understand your motivations and to give us insight to best tailor approaches and communications. Macaroni Wood would like to increase our voluntary income in the years to come, to provide high quality, low cost residential accommodation to more disadvantaged children and young people and help connect them with their communities.
To achieve this, we need to find new supporters to help the charity. We have a legitimate interest to prospect research individuals for large gift appeals through information available in the public domain or through relationship links to find out if they have connections with potential new supporters, ready for us to start approaching these potential new supporters. In researching we will ensure we are only collecting the necessary information needed to confirm the person’s likely interest in the charity, that they may be able to make a large gift, and to construct a sensible solicitation plan.
As part of our Ethical Fundraising Policy and being an open and ethical fundraising charity, we will from time to time need to carry out due diligence on funders and companies. This is our legitimate interest to ensure the company or funder acts in accordance with our ethical policy and whether we would choose to accept or refuse a donation.
There may also be times where we need to carry out due diligence when a large gift / shares etc. is donated to Macaroni Wood and we may want to assure ourselves that the money for the gift has been obtained legally by the supporter and that it had been done in a way that does not conflict with our charity values. It will therefore be necessary to carry out some research on the sources of the supporter’s money. We will adhere to the requirement of retaining data for as long as is necessary; we will retain supporter data for a further seven years after you no longer support the charity for the purposes of gift aid and financial auditing requirements, thereafter we will anonymise data for potential future legal claims relating to our legacy gifts programme; and will adhere to the wishes of supporters to remove personal data from our database.
It will be necessary for us to retain data for longer than the seven-year inactive period in certain instances; for example, data relating to our legacy pledgers and execution of a Will which may be beyond the seven years to come to fruition; and in our high value giving programme with trusts, foundations and individuals.
Web site – offensive behaviours
If you post or send any content on Macaroni Wood digital channels that we believe to be inappropriate, offensive or in breach of any laws, such as defamatory content on our social media pages, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.
The security of your data is important to us. If in the circumstances of a data breach, we will report this to the ICO within 72 hours of the Organisation becoming aware of it if appropriate. If the breach is sufficiently serious to warrant notification to the public, the charity will do so without undue delay.
How do we store your information?
We use a range of tools and third party suppliers to store your information. In all cases we work to ensure that the measures we take and suppliers used are GDPR compliant. Any paper copies of information are stored in secure filing cabinets.
We take appropriate technical and organisational measures against unlawful or unauthorised processing of personal data and accidental loss or destruction or damage to personal data.
How long do we keep your information?
We keep your personal information only for as long as required to operate the service in accordance with legal requirements, tax and accounting rules. Where your information is no longer required we will ensure it is disposed of or anonymised in a secure manner. In line with the GDPR, we will review personal information held with us periodically.
Macaroni Wood will always assess and plan for how personal data and processing will be managed when new projects are being developed. This will occur when the charity is thinking about using a new tool or service with which to process data for example.
Your rights to access your personal information
Under the GDPR you have a right to request a copy of the personal information we hold about you and to have any inaccuracies corrected. You also have the right to request us to erase your personal information, request us to restrict our processing of your personal information or to object to our processing of your personal information. Should you wish to exercise these rights, we promise to respond. There will be no charge for this action.
If you wish to exercise any of the rights set out above, please Contact Us.
Your ability to edit and/or delete your account information and preferences
The accuracy of your personal information is important to us. You can edit your Macaroni Wood account information, including your address and contact details and change any of your contact preferences at any time (including telling us that you don’t want us to contact you for marketing purposes by telephone or by post)
Macaroni Wood on 01367 850356, or emailing email@example.com
At Macaroni Wood, the support and engagement you have with our charity really matters to us. Together and with you, we are able to provide wonderful low cost woodland residential experiences for children and young people, raise funds and awareness, and create vital community connections for the people we support.
How we look after your data
In the delivery of our services, engaging with supporters, fundraising and raising the profile for our cause, Macaroni Wood gathers personal data. We don’t gather data that’s unnecessary, but with your permission, the data you share with us really helps our charity’s work in a range of ways.
Data laws have changed and the EU General Data Protection Regulation (GDPR) act came in to force on May 25th 2018.
If you have any questions, please contact us at firstname.lastname@example.org