This notice explains the personal data we are processing about you and how and why we are doing so.
In supporting Camphill Village Trust, you have also entrusted us with something else which is very important – your personal details.
“Our promise to our friends and supporters is to value your friendship and in doing so we pledge to respect and look after your personal data.”
We want you to know what personal details we keep, how we use them and when we will contact you. If you do not want to keep in touch, this information tells you how to let us know. We are committed to respecting your privacy and keeping your personal data safe.
This privacy notice is divided into different sections; please read the relevant section(s) below for further information.
An easy read PDF version of our privacy notice is also available on request.
Who we are
We are a national charity that empowers adults with learning and other disabilities to live a life of opportunity. Your donations, fundraising, volunteering, and purchases enable us to support people in ways that just aren’t possible without charitable gifts.
The Camphill Village Trust Limited is a data controller. Our registered company number is 539694 and our registered charity number is 232402. Our address is The Kingfisher Offices, 9 Saville Street, Malton, North Yorkshire, YO17 7LL. Any queries to our Data Protection Officer can be sent to the address above, emailed to email@example.com or made by telephone to 01653 228322.
How we collect your personal data
Most data is collected directly from you when you interact with us. For example, we record your details when you donate, communicate with us, apply to volunteer with us, or make a purchase. Some data is also collected automatically when you visit our website – see our Website Terms and Conditions and Cookie Notice for more information.
Sometimes we will also receive your data indirectly when you give permission for a third party to share it with us. This could include when you donate through an online platform such as JustGiving or CAF, when you sign up for a third-party event to fundraise for us, or when you purchase tickets for one of our events through Eventbrite. At times, we may also supplement information you have provided with publicly available information, to help us fundraise efficiently and effectively. See ‘Profiling and research’ below.
The type of personal data we collect
The personal data we collect, store and use might include:
- your name and contact details (including postal address, email address and telephone number)
- your communication preferences and marketing consent information
- record of any gifts you have made to the Trust
- your date of birth or age range
- your relationship to other individuals or organisations where relevant, such as your partner where you wish to receive joint communications, or your relationship to someone we support
- your bank or payment details (we do not store your payment card details long-term; these are either collected by our third-party payment processor or destroyed immediately after processing)
- information about your activities on our website and about the device used to access it, for instance your IP address and geographical location*
- your interests or preferences for supporting areas of our work
- information as to whether you are a UK taxpayer, so we can claim Gift Aid
- information about your philanthropic interests and your capacity and inclination to support the Trust where you share this with us or where it is publicly available in places such as publications, articles, and newspapers, on LinkedIn, property websites or Companies House
- any other personal data shared with us or identified through research.
*We also collect non-personal information such as browsing data to help us to monitor and improve the performance of our website and other online tools.
How and why we use your personal data
We may process your personal data in different ways, provided they are necessary, appropriate and in our legitimate business interests. These include:
- responding to an enquiry or request you have made to us
- administering your donation, fundraising, raffle entry or Gift Aid
- processing retail orders for you
- keeping a record of your relationship and communications with us
- checking for updated contact details against third-party sources, so we can stay in touch if you move (see the ‘Keeping your information up-to-date’ section)
- sending you communications which you have requested or that we believe may be of interest to you. This might include updates on projects you have supported, our latest news, fundraising appeals, or other important information about the Trust
- tailoring our communications to you to maximise the efficiency of our fundraising
- predicting how you might be able to help us in future
- analysing the performance and effectiveness of marketing and fundraising campaigns
- seeking your views or comments on our work and our communications with you
- checking donations for the purposes of prevention of prevention of fraud or other crime
- carrying out our obligations arising from any contracts entered into between you and us
- studying how people use our website to inform improvements.
Sharing your personal data
To carry out our activities, sometimes we provide your details to external ‘data processors’ who complete work for us under contract. Examples of these include the printers of our newsletters and fundraising appeals and the providers of software systems we use. Data processing agreements are in place to protect your data when this occurs. We do not process your data outside of the EU, so whenever your data is processed, it is covered by the UK GDPR (General Data Protection Regulations).
We do not sell or share personal data with other charities, or third-party organisations.
Legal basis for processing your data
Whenever we hold or collect your personal data, we must have a ‘legal basis’ for doing so, as defined by the UK GDPR. The legal basis we use depends on what purpose we are processing your data for, and the type of data being processed. We will usually process your data under one of the following grounds:
We use this basis when you have given us permission to use your data in a certain way. For example, we require your consent to send you marketing communications by email or text message. Whenever we use your data based on consent, you have the right to withdraw your consent at any time (as described in ‘your personal data rights’).
We may process your data on legitimate interest grounds, where it is reasonable to do so in the pursuit of the charity’s interests. We consider our legitimate interests to be the running Camphill Village Trust as a charitable organisation in pursuit of our aims and ideals.
Examples of when we may process your data on the legal basis of legitimate interests include when:
- keeping and administering internal records of the people we work with, including supporters, donors, and volunteers
- sending direct marketing materials to previous and potential supporters in the post
- conducting research, analysis, and profiling to better understand our supporters and to improve the relevance of our fundraising and communications
- monitoring our interactions to protect the charity against fraud, money laundering and other risks
- enhancing, personalising, or adapting our services and communications to improve the experience of our customers and supporters
- analysing the effectiveness of our marketing, advertising, and fundraising, so we can ensure our activity is well targeted, relevant, and effective
- updating your address using third-party sources if you have moved house
- sharing your personal information with the third-party event organisers as needed when you take part in an event for us
- collecting information about how people interact with our website, emails, and social media platforms.
When we rely on legitimate interests to process your personal information, we always consider, and balance any potential impact this may have on, you and your rights (both positive and negative). If we find that our interests are overridden by the impact on you and your rights, then we will not process your data in this way.
Performance of a contract
This legal basis applies when it is necessary for us to process your personal data to meet our contractual obligations to you to deliver a product or service. This can include when you apply to volunteer with us, purchase a ticket for an event, submit a Gift Aid declaration, submit a Subject Access Request or buy a product from our shop(s).
We will use your personal data where we need to do so to comply with one of our legal or regulatory obligations. For example, in some cases we may need to share your personal data with regulators such as the Charity Commission, Fundraising Regulator, HMRC, or Information Commissioner, or to use data we collect about you for due diligence.
We use this legal basis if we believe sharing or processing your personal information is necessary to protect life or health (for example in the case of medical emergency suffered by an individual on our property) or a safeguarding issue which requires us to share information with the appropriate emergency service or authority.
Communications we may send to you
We may use your contact details to provide you with information about our work, our fundraising appeals, and opportunities to support us, as well as products and activities we think may be of interest to you.
We will only send you marketing and fundraising communications by email and text message if you previously provided consent for us to do so, usually when completing a donation form or making a purchase. You may opt out of receiving marketing emails at any time by clicking the unsubscribe link at the bottom of our emails.
We may send you marketing and fundraising communications by post, unless you have told us that you would prefer not to hear from us. We usually write to tell supporters about our fundraising appeals four times a year, but occasionally we may send additional communications to tell you about other ways you can support the Trust or to share news that we think you’ll find interesting. You can amend how, and how frequently, you hear from us at any time by contacting the Fundraising Team.
Where you have previously asked to receive communications from us by email, we will use our email software to track if emails are opened. If our emails are unopened for a long time, we may send communications in the post to ensure you are receiving them.
Other times we may communicate with you include when you have expressed an interest in fundraising or volunteering for the Trust, or when you have signed up to take part in a fundraising activity or to attend one of our events. In these instances, we will contact you by email, telephone, or post to make sure you have all the support and information you need.
Change how you hear from us
To update how you would like to hear from the Trust, please contact the Fundraising Team by calling 01287 661238, emailing firstname.lastname@example.org or writing to us at Fundraising Office, Botton Village, Danby, Whitby, YO21 2NJ.
If you ask us to not contact you for any marketing purposes, we won’t (though please note, it’s possible you may still receive communications for up to 28 days whilst our systems update). We will keep your details on a suppression list to help ensure that we do not contact you again. However, we may still need to contact you for administrative purposes, like where we are processing a donation or thanking you for attending an event.
Keeping your information up-to-date
We do our best to ensure your information is accurate and up-to-date. We periodically use specialist services to check the accuracy of our data against publicly available sources, such as the Royal Mail’s national change of address database and bereavement registers. When you move house and have provided Royal Mail with your consent, we may receive your new address from them as part of one of these screenings. However, we would really appreciate it if you would let us know when your contact details change as it helps reduce our costs.
How we store your information and keep it safe
When you give us personal data, we take steps to ensure that appropriate technical and organisational controls are in place to protect it. Supporter records are stored on a secure database, only accessible by relevant staff. We regularly monitor and test the integrity of our IT systems to ensure robust controls are in place.
We periodically review the data that we hold and delete anything that is no longer required, as described in our Data Retention and Disposal Policy. If you ask us to stop mailing you, we retain your contact details but with a no-mailing marker on them. This means that we can be certain to exclude you from any future mailings. We also retain your donation history as this helps us to understand donation patterns and trends.
Profiling and research
The Trust is committed to providing relevant, high-quality fundraising opportunities for our supporters. To help make our fundraising communications and products as effective as possible, we analyse and segment your data to tailor our communications to you. This may include grouping supporters according to common characteristics, such as giving history, geographical location, interests, engagement levels, and demographic information. We may make use of additional information about you when it is available from external sources to help us do this. This allows us to tailor communications and send information about different ways of supporting the Trust to the most appropriate people, reducing our costs.
In some cases, we may combine information you have given us with publicly available information to build a more accurate profile of you, and to indicate whether you may have the affinity and capacity to build a higher value philanthropic relationship with the Trust. We may conduct this research and analysis inhouse or, sometimes, we may engage a trusted third-party agency such as Prospecting for Gold to complete it for us. When working with an agency, they sign a binding data protection agreement with the Trust before beginning any work and only use publicly available information – for example, Companies House, the Electoral Register, Who’s Who, published ‘rich lists’, political and property registers, house price websites and news archives. Only those people who meet certain criteria are identified through this research. This is often people who are interested in using their wealth to make a significant difference to their chosen cause by making transformative gifts. We may identify potential high-value supporters from our existing database as well as people who are not yet connected with the Trust.
If you do not wish us to use these techniques, you can exercise your right to object to this processing by contacting us any time on 01287 661238, emailing email@example.com or writing to us at Fundraising Office, Botton Village, Danby, Whitby, YO21 2NJ.
If you are preparing to make a significant financial contribution to the Trust, we will follow the advice of the Fundraising Regulator and conduct due diligence checks to ensure your financial background and reputation are consistent with our values as described in our Fundraising, Acceptance, Refusal and Return of Donations Policy (available on request).
We sometimes promote our aims and activities online, including via social media platforms such as Facebook, Instagram, Twitter, and LinkedIn. To support the delivery of Facebook and Instagram marketing, we may sometimes use remarketing (or retargeting), lookalike and custom audiences. To do this, we share your email address with Facebook to enable Facebook to either deliver the relevant content to you or to help define audiences with similar characteristics.
Our retail team use online system called Shopify, to collect and track orders. All orders are fulfilled inhouse by our retail team and volunteers.
Further information about cookies is also available from the ICO.
Linking to other websites
Our website contains links to websites not operated by Camphill Village Trust. These links are provided for your convenience only. You should understand that the Trust does not control these sites and is not responsible for their contents. Inclusion of links to other websites does not imply any endorsement of their content or association with their operators. We cannot guarantee that these links will work all of the time.
You are free to link to our website, however, we would appreciate it if you could let us know. We retain the right to withdraw this permission without explanation or notice if we judge the use of links to be excessive or inappropriate. Links should not infer any endorsement or sponsorship from the Trust.
Your personal data rights
Under UK data protection law, you have certain rights over the personal data we hold about you. They are as follows:
- Right of access – You have the right to request a copy of the personal data we hold about you, and we will provide you with this unless legal exceptions apply.
- Right to have inaccurate personal data corrected – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Right to erasure – You may ask us to delete some or all of your personal data and, subject to certain exceptions, we will do so as far as we are required to. In many cases, we will anonymise that data, rather than delete it.
- Right to restrict use – You have a right to ask us to restrict the processing of some or all of your personal data if there is a disagreement about its accuracy, or we’re not lawfully allowed to use it.
- Right to object – You have the right to object to processing where we are using your personal data based on legitimate interests, for direct marketing or for statistical/research purposes.
- Right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
If you would like to exercise any of your rights, contact us.
Concerns or complaints
If you have any concerns or queries about how we hold and process your personal data, get in touch with us. If you are unhappy with how we have used or processed your data, tell us so that we can put it right and learn any lessons.
A copy of our Fundraising Complaints Policy, which explains our complaints process is available from the Fundraising Office on 01287 661238. Any queries to our Data Protection Officer can be sent to The Kingfisher Offices, 9 Saville Street, Malton, North Yorkshire, YO17 7LL, emailed to firstname.lastname@example.org or made by telephone to 01653 228322.
You can also address a complaint to the Information Commissioner’s Office (ICO) at www.ico.org.uk or telephone the ICO helpline on 0303 123 1113.
Changes to this policy