The Royal Agricultural Benevolent Institution (“the Charity”) is committed to protecting your personal information. This Privacy Statement outlines the way in which we use and disclose personal data that is provided to us. We collect information about individuals who may benefit from our financial support, our beneficiaries, our champions, our supporters, our volunteers, our staff and trustees.
The Royal Agricultural Benevolent Institution recognises that your privacy is very important, so it is equally as important to us that you are confident with the way we handle your personal information. We fully comply with the General Data Protection Regulations and the Privacy of Electronic Communications Regulations.
Personal data includes any data that relates to a living individual who can be identified from that data. This may include an individual’s name, address, telephone numbers and/or email address, bank details, other financial, health and background information.
This may come from potential or actual beneficiaries, employees, champions, supporters, volunteers, trustees and donors.
How we collect personal data
The Charity receives and stores personal information supplied to us in writing, via email, via the telephone, in person or online when applying, enquiring, or registering for help, employment, trusteeship, champion or volunteering opportunities or when attending events or donating money to the Charity.
We may also receive personal information from third parties, for example, a welfare officer, charity, agency or organisation who refers you to our service.
Purpose of using personal data
The Charity principally collects personal information to provide you with the services, products or information you have requested. Where we use your information, it may be because you have consented to us doing so. Some examples can be found below:
- You have given your consent to use the information for a specified purpose (including grant administration and newsletters)
- For internal administration
- For fundraising support and sending newsletters
- We have a legal obligation to use your information, for example to claim Gift Aid
- We are using your information in pursuit of a legitimate interest, for example:
- To collect money that is owed to us
- To manage our relationship with members, supporters, volunteers and donors, for example to invite people to events
What are Cookies?
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or to provide information to the owners of a website about how it is being used by visitors to that website.
Disclosure of Information
Your data is treated as strictly confidential and is only disclosed, with your agreement, to parties who have a need to access it, to fulfil the charity’s objectives.
The Charity may disclose personal data to other employees including the Charity Trustees. We do not permit these parties to use such information for any other purposes than to perform the service instructed by us.
We may also share personal data with suppliers, known as ‘data processors’, to process data on our behalf, for example to deliver goods or services to grant recipients.
We may also need to disclose your information if required to do so by law. For example, we are legally required to provide your data to HMRC if you have agreed to us claiming Gift Aid on your behalf.
By providing us with your personal data you consent to the collection and use of any information you provide in accordance with the above purposes. Where we offer you services either directly or through a third-party supplier, we will ask you for permission to use and/or share your information before we proceed.
You can withdraw your consent at any time. Please contact us if you want to do so.
How long we keep your personal information
When the personal data is no longer needed it will be destroyed. Examples might be that the application process has been completed, volunteering, employment or trusteeship terminates. As a rule, we will hold your information for a period of up to 6 years from the end of your relationship with the Charity in accordance with our data retention policy. Please see our full Data Retention Policy for details.
Storage and security of personal data
To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect.
Individuals have the right to request access to and rectification or deletion of their personal data or restrict processing at any point from when personal data is provided to us.
The Charity will comply with all legal obligations including GDPR when we hold your data. If you have any reason why we should amend, delete or restrict use of your data, please contact us to discuss your concern.
What we do if you choose to tell us about your experience of our grant service
Where grant recipients have provided information about their experience of applying for a grant, by whatever means, we will explain what the information will be used for it will always be used anonymously unless you agree otherwise. For example, to write case studies which can be used in our communications including PR and media activity, digital and social media, campaigning, fundraising materials and internal communications, to help us raise awareness of our mission. We would only ever use your story with your explicit consent first, we would always contact you to discuss the use of your story in further detail each time.
- If you have any questions or comments about our privacy practices or this Privacy Statement
- If you want to make use of any of the above rights, or other rights that you may have in relation to your personal data
- If you wish to view our full Data Protection Policy
- If you have other questions or requests
Please contact the Data Protection Manager at firstname.lastname@example.org or 01865724931. You can also reach us at the following address: Shaw House, 27 West Way, Botley, Oxford, OX2 0QH