Privacy policy This policy describes how and why OneKind uses your personal information, how we protect your privacy when doing so, and your rights and choices regarding the information we hold. We promise to respect and to keep your personal information safe. We aim to be clear when we collect your information about what we will do with it and we promise we will never share or sell your personal data. We are a small charity but have relationships with volunteers, supporters, and stakeholders, so we use personal information on a day to day basis in order to operate. Our use of personal information allows us to make better decisions, fundraise more efficiently and, ultimately, helps us to reach our goal of exposing and ending animal cruelty in Scotland. How we collect your information Information you give us directly You may give us your information when you sign up for one of our events, sign a petition or other online action, become a member, make a donation, make a purchase through our online shop or register as a volunteer. When you use our website, we collect your personal information using “cookies” and other tracking methods. Like other websites, we will also receive information about the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us and other websites. Information you provide indirectly Your information may be shared with us by third parties. Most commonly these are independent event organisers, for example the Edinburgh Marathon, or fundraising sites like JustGiving and Virgin Money Giving. We also may receive data about you from our service providers working on our behalf, providing us with technical, payment or delivery services, and from business partners, advertising networks and search/analytics providers used on our website. You should check any privacy policy provided to you where you give your data to a third party. Information from other sources OneKind uses information from the following sources: Social Media – Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those services, for example when you publicly tag us in an event photo. Other available information – We may supplement information on our supporters with information from publicly available sources. This may include your address, telephone number, demographic profiling including wealth screening, household status or additional information on your interests, charity websites and annual reviews, corporate websites, public social media accounts, the electoral register and Companies House. This helps us create a fuller understanding of someone’s interests which in turn means we can share information that is most relevant to you. You can opt out of this at any time, by calling, writing or emailing us on the contact information below. The personal information we collect We may collect, store and use the following kinds of personal information: your name your contact details (including postal address, telephone number, e-mail address and/or social media identity) your date of birth your gender your bank or debit/credit card details where you provide these to make a donation or when signing up to be a member of OneKind if you volunteer for us or apply for a job with us, information necessary for us to process these applications and assess your suitability (which may include things like employment status, previous experience depending on the context, as well as any unspent criminal convictions or pending court cases you may have) information about your activities on our website(s) and about the device you use to access these, for instance your IP address and geographical location information about events, activities and products which we think might be of interest to you information relating to your health (for example if you are taking part in or attending an event or volunteering for OneKind for health and safety purposes where you have indicated you would like to leave us a legacy, any information regarding next of kin with which you may have provided us to administer this on your behalf information as to whether you are a taxpayer to enable us to claim Gift Aid and any other personal information you provide to us. How we use your information We may use your personal information to: provide you with the services, products or information you ask us for process your donation or support your fundraising efforts, including processing Gift Aid or sending you information in relation to an event you have signed up to do for OneKind keep a record of your relationship with us respond to and fulfil any requests, complaints or queries you make to us understand how we can improve our experience for supporters, members and volunteers by carrying out analysis and research;manage our events check for updated contact details against third party sources so that we can stay in touch if you move to a new house or change your telephone number further our charitable aims exclude you from marketing campaigns that aren't relevant to you; for example to try and recruit new regular supporters where you are already one, or excluding you from ongoing fundraising and marketing campaigns you have already taken part in e.g on social media to improve our marketing campaigns by finding audiences similar to our current profile of supporters send you correspondence and communicate with you administer our websites and to troubleshoot, perform data analysis, research, generate statistics and surveys related to our technical systems testing our technical systems to make sure they are working as expected contact you if enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, to see if we can help with any problems you may be experiencing with the form or our websites; or if we have trouble processing your donation or fulfilling your request, to check the details you have entered display content to you in a way appropriate to the device you are using (for example if you are viewing content on a mobile device or a computer) generate reports on our work, services and events monitor website use to identify visitor location, guard against disruptive use, monitor website traffic and/or personalise information which is presented to you process your application for a job or volunteering position carry out training and quality control audit and administer our accounts meet our legal obligations, for instance to perform contracts between you and us, or our obligations to regulators, government and/or law enforcement bodies carry out fraud prevention and money laundering checks undertake credit risk reduction activities and/or establish, defend or enforce legal claims How we use your personal information to communicate about our work Marketing communications Our marketing communications include information about our latest successes, campaigns, and requests for donations or other support. Before conducting marketing campaigns, the audience is carefully considered. From time to time, we might include information from partner organisations or organisations who support us with these communications. These communications can include mailing and telephone calls. You will always have the opportunity to decline. We may send physical mailings and conduct telephone fundraising and update calls on the basis of legitimate interest. We will not contact anyone who has explicitly said they do not wish to be contacted in this way. We may use information you have given us directly, for example the record of your previous donations to and/or relationship with us, your location and demographics, as well as the type of activity you have been involved with, to tailor our communications with you about future activities. Events and fundraising When you have asked for details on one of our events, we will send you information including, where relevant, ideas for fundraising and reminders on key information about the activity as well as any other documents or information you need to complete your fundraising. Where you have signed up for an event with a third party and told the event organiser that you wish to fundraise for us, we may contact you with information and support for your fundraising for that event. Managing your contact preferences We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing. If you don’t want to hear from us, that’s absolutely fine, and you can change your preferences at any time. You can let us know by emailing [email protected], by calling the office on 0131 661 9734 or writing to us at the address below. If you would prefer not to be contacted for marketing purposes, we may still need to contact you for administrative purposes. This may include where we are processing a donation you’ve made and any related Gift Aid, thanking you or acknowledging a donation or participation in an event, or keeping in touch with you about volunteering activities you are doing for us. It might also include contacting you about any changes relating to your ongoing support or membership. Building a profile of our members and supporters OneKind’s is people-powered. All of our activity is made possible thanks to the efforts and generosity of our supporters and members. It’s critical that our fundraising and campaigning efforts are as effective as they can be. By developing a better understanding of who our supporters are, through researching them using publicly available sources, we can adapt and target our fundraising events and communications (including volunteering opportunities) to those most likely to be interested in them. This allows us to make sure that everyone involved with OneKind has the experience that’s best for them, be more effective in our aims of ending cruelty to Scotland’s animals and be more cost-effective with our resources. It also minimises the risk of someone receiving information or communications that they might find irrelevant or intrusive. What information do we collect? After taking a supporter’s communications preferences into account, we use information we hold on them to research their potential to be a significant donor to OneKind and may collect additional details relating to their employment and any philanthropic activity. We may also estimate their gift capacity, based on their visible assets, history of charitable giving, and how connected they are to OneKind. Which information do we use? We use existing data from OneKind’s own database and this, together with information from publicly available sources such as charity websites and annual reviews, corporate websites, public social media accounts, the electoral register and Companies House in order to create a fuller understanding of someone’s interests and preferences. We only use reputable sources, where someone would expect their information may be read by the public. We avoid any data that we believe has not been lawfully or ethically obtained. You are in control of your personal information and you’re free at any time to opt out from this activity. To find out more, please contact us. The legal bit Data protection laws mean that each use we make of personal information must have a “legal basis”. The relevant legal bases are set out in the General Data Protection Regulation (EU Regulation 2016/679) and in current UK data protection legislation. Specific consent Consent is where we ask you if we can use your information in a certain way, and you agree to this (for example when we send you marketing material via post, phone, text or e-mail). Where we use your information for a purpose based on consent, you have the right to withdraw consent for any future use of your information for this purpose at any time. Legal obligation We have a basis to use your personal information where we need to do so to comply with our legal or regulatory obligations. For example, in some cases we may need to share your information with our various regulators such as the Charity Commission, Fundraising Regulator, Information Commissioner or Gambling Commission, or to use information we collect about you for due diligence or ethical screening purposes. Performance of a contract / take steps at your request to prepare for entry into a contract We have a basis to use your personal information where we are entering into a contract with you or performing our obligations under that contract. Examples of this would be if you are buying something from us (for instance some branded merchandise or, in some cases, an event place) or where you apply to work/volunteer with us. Vital interests We have a basis to use your personal information where it is necessary for us to protect life or health. For instance if there were to be an emergency impacting individuals at one of our events, or a safeguarding issue which required us to contact people unexpectedly or share their information with emergency services. Legitimate interest We have a basis to use your personal information if it is reasonably necessary for us (or others) to do so and in our/their “legitimate interests” (provided that what the information is used for is fair and does not unduly impact your rights). We consider our legitimate interests to include all of the day-to-day activities OneKind carries out with personal information. Some examples not mentioned under the other bases above where we are relying on legitimate interests are: analysis and profiling of our supporters using personal information we already hold updating or appending your address using third party sources if you have moved house or changed your telephone number; confirming the email address you provided us is still valid use of personal information when we are monitoring use of our website or apps for technical purposes use of personal information to administer, review and keep an internal record of the people we work with, including supporters, members and volunteers sharing of personal information between relevant teams and committees within OneKind where you have signed up with us on a charity place for a third-party event (for example a sponsored run not organised by OneKind), sharing personal information with the third party event organiser so they can administer the event We only rely on legitimate interests where we consider that any potential impact on you (positive and negative), how intrusive it is from a privacy perspective and your rights under data protection laws do not override our (or others’) interests in us using your information in this way. When we use sensitive personal information, we must have an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law for using this type of information (for example if you have made the information public, we need to process it for employment or volunteering purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so). Keeping your information safe We ensure that there are appropriate technical and organisational controls (including physical, electronic and managerial measures) in place to protect your personal information. For example, our online forms are encrypted and our network is protected and routinely monitored. Only those who require to see or use your information, to carry out their job or communicate with you, have access to do so. How long do we keep your information? OneKind will only retain your information for as long as required. This is determined by the purpose of which we use your information as well as legal and operational considerations. For instance, we are required to keep some personal information for tax or health and safety purposes, communication preferences, as well as keep a record of your interactions with us. Sharing your information We will never sell, rent or share your information to third parties for marketing purposes. However, we may disclose your information to third parties in connection with the other purposes set out in this policy. These third parties may include business partners, suppliers and sub-contractors who may process information or carry out specialist fundraising activities on our behalf. Where we are under a legal or regulatory duty to do so, we may disclose your details to the police, regulatory bodies or legal advisors, and/or, where we consider this necessary, to protect the rights, property or safety of OneKind, its personnel, visitors, volunteers, staff or others. Making sure your information is up to date We may use information from external sources such as the post office national change of address database, public electoral roll to identify or professional database companies to ensure the details we hold are accurate. We have a legal obligation to ensure our records are up to date but also to ensure we are acting in the most cost effective and considerate way. We do this when we think you have changed address or telephone number so that we can update our records and stay in touch but also to ensure that we are not contacting anyone who may have deceased since our last communications. We may also append an (additional) address or telephone number to be able to contact you; providing you have not objected or opted out of such communications and we are acting in accordance with legitimate interest as noted above. We do this so we can continue to contact you where you have chosen to receive marketing messages from us and contact you if we need to make you aware of changes to our terms or assist you with problems with donations. This activity also prevents us from having duplicate records and out of date preferences, so that we don’t contact you when you’ve asked us not to. We’re committed to putting you in control of the information we hold and how we use it. You are free at any time to opt out from this activity. You can email, write, call us to find out more and can change your contact preferences at any time online by visiting ***** We would be very grateful if you let us know if your contact details change. Your rights Under UK data protection law, you have rights over personal information that we hold about you. Right to access your personal information You have a right to request access to the personal information that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply. If you want to access your information, please let us know the information you want to see by post to OneKind, 50 Montrose Terrace, Edinburgh, EH7 5DL. Right to have your inaccurate personal information corrected You have the right to have inaccurate or incomplete information we hold about you corrected. If you believe the information we hold about you is inaccurate or incomplete, please provide us with details and we will investigate and, where applicable, correct any inaccuracies. Right to restrict use of your personal information You have a right to ask us to restrict the processing of some or all of your personal information in the following situations: if some information we hold on you isn’t right; we’re not lawfully allowed to use it; you need us to retain your information in order for you to establish, exercise or defend a legal claim; or you believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose and you have objected to us doing so. Right to erasure of your personal information You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions, you have the right for this to be done. You should be aware that by deleting your information means that it is possible you might still, unintentionally receive communications from us. For example, if OneKind conducted a national door drop appeal and your information had been deleted, we would not be able to remove you from the mailing. However, by opting out of contact as noted above, we will hold your information in order to suppress you from our appeals and communications, meaning you will not receive them. Right for your personal information to be portable If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format. Right to object to the use of your personal information If we are processing your personal information based on our legitimate interests or for scientific/historical research or statistics, you have a right to object to our use of your information. If we are processing your personal information for direct marketing purposes, and you wish to object, we will stop processing your information for these purposes as soon as reasonably possible. We may be required to ask for further information and/or evidence of identity in order to process your request. We will aim to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay. Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office (ICO).