Kaleidoscope Trust Privacy Statement
Reviewed and approved: July 2018
Date of next review: Annually and as needed
New GDPR legislation came in to effect on 25 May 2018.
This legislation will replace current data privacy law, giving more rights to you as an individual and more obligations to organisations holding your personal data. There are three key rights that individuals have under the new GDPR. These are:
1. The Right to be Informed
We must provide you with information about the data processing activities we carry out. This has been provided in the below Privacy Statement.
2. The Right of Access
If you request access to your personal data, we must carry out this request within one month of receipt of this request. The information provided to you will not carry a cost, unless the request is manifestly unfounded or excessive. If we hold a large quantity of data related to your request, we may ask you to specify the information you want from us.
3. The Right to Rectification
You can have your personal data rectified if it is inaccurate or incomplete and we will act on this request within one month of receipt of this request. This may be extended to two months in instances where the request is complex.
Below you will find information about the increased rights you have in relation to the information we hold on you and the legal basis on which we are using it. A full list of our data controllers and data processors can be supplied upon request by contacting us directly. Contact details can be found at the end of this Statement.
How we use your information
This privacy statement tells you what to expect when Kaleidoscope Trust collects personal information. It applies to information we collect about:
- visitors to our websites;
- donors, supporters, and those who have chosen to be kept up to date about our work;
- complainants, or those who make a data protection or freedom of information enquiry or complaint;
- people who request a publication or subscribe to the newsletter;
- job applicants and our current and former employees.
Visitors to our website
When someone visits www.kaleidoscopetrust.com, we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to understand more about those who are interested in our work, such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Individual information about you, the site user, is not kept in any of our cookies. If you want to check, you can use your internet browser application to see cookies for a page you are on. All the main browsers have this feature, though it may be hidden in a 'developer' section.
People who donate to Kaleidoscope Trust
If you kindly donate to Kaleidoscope Trust (thank you!) or support us in other ways such as asking to be kept up to date, coming along to our events, fundraising or buying raffle tickets, this is how we will use your information.
Processing your donation or purchase
When you make a donation or other payment to Kaleidoscope Trust, we will use your payment and contact details, payment amount, date and time of payment; to process that payment and take any follow-up action needed (for example, sending a thank you letter or email).
Our online donations process involves a small selection of third parties depending on which platform you choose to donate to us. We use NowDonate who are contracted to provide this service on behalf of Kaleidoscope Trust. We have a contract in place to ensure your data is processed legally and securely. We also receive donations via Virgin Money Giving, PayPal and JustGiving. Please click the hyperlinks to read their individual privacy statements.
If you choose to include Gift Aid with a donation to us, then we will also ask for your address and UK taxpayer status as this information is required by law. You can read more about how Gift Aid works here. This information is needed for us to fulfil our obligations under tax (sections 413 to 430 Income Tax Act 2007) and charity law. Information associated with Gift Aid declarations must be retained for 7 years. This information will be shared with HMRC for tax regulation purposes and may also be shared with the Fundraising Regulator and the Charity Commission in the event of an enquiry or investigation.
Staying in touch to share marketing and fundraising materials with you
We will stay in touch to keep you up to date with information about the work your support is making possible, our news, impact, events, fundraising appeals and other ways you can get involved.
Where you have provided your postal address or telephone number we may send this information to you by post or by calling your telephone unless you have asked us not to, or have registered with the Telephone Preference Service (TPS).
If you are a Kaleidoscope Trust Champion or Benefactor (i.e. regularly donate £50+ per month), or have submitted a large donation within the past 12 months, you will receive invites to an exclusive events and you may be credited on our website or in other publications. Please advise us at the time of establishing your standing order/making your donation if you wish to opt out of this. You can also email us to ensure that your details are not used in this way.
You are in control of how we communicate with you, and if you’d like to change what you receive, how you receive it, or stop all communications please tell us by writing to us, emailing us on email@example.com or calling 020 8133 6460.
We will keep your personal information for no longer than is necessary for the purposes for which it is processed (in accordance with our internal policies/retention policy). If you ask us not to contact you, we will keep information about you on our suppression list in order to avoid sending you unwanted materials in the future.
Requesting information if you are fundraising for us, or attending one of our events
If you participate in an event that we have organised, we may ask you to provide information to make sure we can manage the event safely and efficiently. We may also ask you for details of any accessibility need which you may have, so that we ensure our event is inclusive, in line with the provisions of the Equality Act 2010.
If you participate in an event organised by an external party or make a donation through a processor, like JustGiving, then your information may be passed to us by the processor. We would only use it for marketing purposes if you have given your consent for this.
Sharing your data with third parties
Kaleidoscope Trust will never sell or pass on personal data to a third party for their own use. On occasions, we may pass your data on to a third party who is employed as a contractor to process data on behalf of Kaleidoscope Trust. For example, we hold a number of events throughout the year and some of our supporters are invited to attend; in this case the venue in question will need to see the guest list for security purposes. In this instance, we will always have agreements and contracts in place to ensure your data is processed legally and securely and to ensure it is not held for any longer than necessary. A copy of our Data Retention Policy is available on request by contacting firstname.lastname@example.org
Responding to enquiries
If you contact us with a question, comment, compliment or complaint then we will keep a record of this correspondence and any associated documents so that we have the information available in the event of a follow-up, dispute or investigation.
Job applicants, current and former Kaleidoscope Trust employees
Kaleidoscope Trust is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at email@example.com.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes, or store any of your information outside of the European Economic Area.
We only ask for information that is required to process your application. You don’t have to provide what we ask for, but it may affect your application if you don’t.
Complaints or queries
Kaleidoscope Trust tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy statement was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Kaleidoscope Trust’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can contact us at the address below.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies, such as auditors and lawyers. Details of these organisations are available, upon request.
Links to other websites
This privacy statement does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy statement
We keep our privacy statement under regular review. This privacy notice was last updated on the 19th July 2018.
How to contact us
18 Ashwin Street