Privacy Policy

get2gether respects and keeps safe any personal details (which are also referred to as personal data), that you share with us. This policy explains which information we may collect about you when you engage or interact with us. It explains how we store and handle your data, who we share it with and how we keep it safe. And it explains your rights in relation to your information.

 

About this Policy

We have tried to make this policy as clear as possible although we recognise there is a lot of information.

Hopefully, we have included enough information to answer your questions, but if you have any concerns, please get in touch by emailing admin@get2gether.org.uk or writing to:

get2gether, 13 Queen’s Walk, Edinburgh, EH16 4EA.

We may make changes to this privacy policy from time to time in line with best practice or new regulations or legislation.  The latest version of our policy will always be available on our website (www.get2gether.org.uk) and we will notify members of any significant changes.

 

Policy Contents

This policy includes:

  • The Legal Basis for get2gether to Collect Personal Data
  • When and Where Do We Collect Personal Data?
  • What Personal Data Do We Collect?
  • How And Why Do We Collect Your Personal Data?
  • Who Has Access to Your Personal Details?
  • How Do We Keep Your Details Safe?
  • How Long Will We Keep Your Personal Data?
  • Right of Access to Your Data

 

The Legal Basis for get2gether to Collect Personal Data

Under the new regulations, get2gether can collect personal data for the following reasons:

  • If we have your consent – For example:  if you have signed-up for membership or to receive a newsletter.
  • If we’re required to by law – For example: to prevent fraud or criminal activity
  • If we have a legitimate interest – in some situations we may need to collect and use your personal information in a way you could reasonably expect to carry out our work and fulfil our charitable aims which does not impact on your rights, freedom or interests – For example: we will contact you about any changes to your service, or to keep you informed of our work.

Where we need to process sensitive information, we will only do so if:

you have given us your consent

it’s required by regulations/laws governing our operations

 

  • When and Where Do We Collect Personal Data?

The type and quantity of information we collect and how we use it depends on why you are providing it.  You may be a supporter of get2gether (through volunteering or donating), you may be member of get2gether, or you may have signed up to receive our newsletters as an interested third party.

Here are some examples of when we collect personal data and where we get the information:

  • When you join get2gether.
  • When you engage with us on social media.
  • When you visit our website – we may use cookies to make our site faster and easier for you to use it.  You can disable them in your settings.
  • When you sign up for an event or course.
  • When you become a volunteer.
  • When you become a donor or fundraiser.
  • When you contact us for assistance or to make a complaint.
  • When you ask us to send you a newsletter or to provide information about us.
  • When you attend one of our events.
  • When you’ve given a third party permission to share your personal information with us e.g. a fundraising site such as JustGiving (check their privacy policy when you provide your information so that you can understand how they will process your data).

With third party organisations, the information we receive may depend on your device settings or the responses you give when you make initial contact, so check the permissions you have given regularly.

Our website may use a cookie for Google Analytics. It does not capture or store personal information, but merely logs users’ IP addresses which are automatically recognised by the web server. These are used to record the number of visitors to our site and volumes of usage. For more information about Google Analytics, please visit the Google Analytics website.

 

  • What Personal Data Do We Collect?

This varies according to the interaction and engagement you have with us and what we need to be able to fulfil our role.

If you are a supporter – that means if you make a donation, volunteer, register to fundraise or sign-up for an event, then we may collect the following information:

  • Name, contact details, date of birth, bank or credit card details.
  • We may ask you why you have chosen to support us and whether this relates to your personal experience (we only want to know about this if you are comfortable talking about it).

If you are a member of get2gether – if you participate in our events – we may request/collect the following information:

  • Name, address, and contact details, date of birth, gender, other relevant personal details.
  • Emergency contact details of family members or others if appropriate.
  • Payment details.

 

  • How and Why Do We Use Your Personal Data?

We want to give you the best possible experience of get2gether whether you are someone who is a member or whether you are a donor, a volunteer or fundraiser.  Depending on why you’re engaging with us, typically we’ll use your personal details to:

  • provide you with details of events in which you might be interested.
  • communicate with you – including to respond to your questions and concerns and update you on our work. We may keep a record of these communications to improve our service.
  • improve upon what we do – collecting feedback, handling complaints etc
  • administer your donation or support your fundraising, including processing gift aid.
  • process payments and protect our charity – and your account – from fraud.
  • improve our website.
  • learn more about you so that we can provide events that you may enjoy.
  • offer opportunities for you to support our work in different ways
  • offer places on training/development courses
  • ensure we know how you prefer to be contacted so that we contact you in the way you choose.
  • to help build a picture of what matters to you.
  • report to organisations that fund our work.

We may also need to use your personal information for the following reasons:

  • for us to meet our legal or regulatory requirements
  • to respond to requests from competent authorities.
  • for financial accounting, invoicing and risk analysis purpose and to ensure we manage our operations effectively (for example for training and risk management)
  • share with professional advisers to ensure effective operations (including fundraising)

We do not sell or share personal details to third parties for the purposes of marketing. But, if you attend an event run in partnership with another named organisation, your details may need to be shared. In this situation, we will explain clearly what will happen to your data when you register.

Marketing Communication for Fundraising

We make it as easy as possible for you to tell us how you want us to communicate with you.  Our forms have clear marketing preference questions and we include information on how to request no contact (Opt-Out) from us. If you don’t want to hear from us, that’s absolutely fine.  Just let us know when you provide your data or any time that we contact you. Or you can contact us on 07867 179 023 or admin@get2gether.org.uk

Remember, if you choose not to share your personal data with us, we may not be able to keep you up to date or provide you with information that may be useful to you.

Updating your details

We really appreciate it if you let us know when your contact details change.  And we may also use publicly available sources to keep your details up to date (for example, the Post Office’s National Change of Address database). It is important that we have correct contact details so that we do not send mail to the wrong address.

 

  • Who Has Access To Your Personal Details?

This will depend on your interaction and engagement with us. As a general principle, within get2gether we limit access to all personal data ensuring a minimum number of staff are able to view your information.

In general terms, we may also share your data with:

  • Companies that run fundraising events.
  • Regulators and legislators as required.
  • Our professional advisors (such as lawyers, accountants and consultants)

When we share your information, we provide as few details as possible for them to do their job and they are only allowed to use your data for a specified activity and must comply with GDPR and delete or anonymise your data on completion of the specified activity.

 

  • How Do We Keep Your Details Safe?

We ensure that there are appropriate technical controls in place to protect your personal details; for example our online forms are always encrypted and our network is protected and routinely monitored.  Data is in password-protected systems and confidential paper records are locked away.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by a limited number of appropriately trained staff, volunteers and contractors.

As a rule, we will only ever share your data with third parties if we have your permission and informed consent. However, in highly exceptional circumstances, we may be required by law or regulatory requirements, to disclose your details to others such as regulatory bodies or legal advisors without your consent. 

A note about websites and email

Our website may have links to other sites that are not under our control.  If you follow a link, then please check the privacy notice on the new site.

We make every effort to keep your data secure but cannot guarantee total security when transferring data by email.

 

  • How Long Will We Keep Your Personal Data?

We retain personal data for as short a time as possible and this depends on the reason for which it was collected initially and in accordance with any instructions from you or regulatory/legal or reporting requirement.

At the end of the period, your data is either deleted completely or anonymised (so that we can aggregate it with other data for analysis to improve our service).

 

  • Right Of Access To Your Data

We fully respect your rights:

  • to know what we know about you,
  • to make changes to the personal data we hold about you or
  • to ask us to stop using your data.

You have a right to ask us to stop processing your personal data. We will do this provided it’s not necessary for the purpose you provided it to us (eg registering for an event) and if we are not required to process it for regulatory or legal reasons.

Contact us on 07867 179 923 or admin@get2gether.org.uk if you have any concerns.

You also have a right to ask for a copy of the information we hold about you and accessing this information is usually free of charge. We will send you the information within 30 days and once you have received the information, if you spot any mistakes, please let us know and we will correct your record accordingly.

If you wish to access your information, simply send your request along with a description of the information you want to see and proof of your identity by post to the Administrator, get2gether, 13 Queen’s Walk, Edinburgh, EH16 4EA. We’re sorry but we cannot accept these requests by email.