Privacy Notice

This privacy notice applies to: 

• individuals who use our website;
• individuals who make enquiries;
• individuals who subscribe to our newsletters or updates;
• donors;
• individuals who engage with us on social media;
• individuals who access our premises or the surrounding areas and who may be recorded on our CCTV system;

In the sections below, when referring to the individuals listed above, we use the terms “you” or “your”. 

We take your privacy extremely seriously and want you to feel confident that your personal information is safe in our hands. 

We will only use your personal information in accordance with data protection law applicable to England and Wales from time to time.

Under data protection law, when we use your personal information, we will be acting as a data controller. Essentially, this means that we will be making decisions about how we want to use your personal information and why. 

Below, we summarise the main rules that apply to us under data protection law when we use your personal information: 

We must be upfront about how we intend to use your personal information and must use your personal information fairly. Providing privacy information to individuals (such as in this privacy notice) is one aspect of using personal information fairly. 

We must only use your personal information if we have a legal basis to do so under data protection law. These legal bases include: 

• That you have consented to our use of your personal information; 
• That we (or someone else) has a legitimate reason for needing to use your personal information and those legitimate interests are not outweighed by your rights or interests. We must balance our respective rights and interests before we can rely upon this legal basis; and 
• We need to use your personal information to comply with laws we are subject to. 

We must only use certain types of sensitive personal information (such as information relating to your health, racial or ethnic origin or religion) if we can also satisfy one of the conditions for processing this type of information set out in data protection law. These conditions include:

• As a not-for-profit body, it is necessary for us to process your personal data internally, in the course of our legitimate activities;
• That the processing is necessary for reasons of substantial public interest. 
• That processing is necessary to protect your vital interests; or
• That you have given us your explicit consent.

We are only permitted to share your personal information with others in certain circumstances and if we take steps to ensure that your personal information will be secure.

Generally speaking, we must only use your personal information for the specific purposes we have told you about. If we want to use your personal information for other purposes, we need to contact you again to tell you about this. 

We must not hold more personal information than we need for the purposes we have told you about and must not retain your personal information for longer than is necessary for those purposes (this is known as the “retention period”). We must also dispose of any information that we no longer need securely. 

We must ensure that we have appropriate security measures in place to protect your personal information. 

We must act in accordance with your rights under data protection law.

We must not transfer your personal information outside the European Economic Area (“EEA”) unless certain safeguards are in place. One such safeguard is that the personal data is only transferred to a country that has been approved by the European Commission as having an acceptable level of data protection law.

How we will use your personal information, the legal bases we will rely upon, how long we will keep your personal information and other details will depend upon who you are and why we need your personal information in the first place.

In this section, we provide specific privacy information relating to the different categories of individuals that this privacy notice applies to.

Individuals Who Use Our Website

What personal information we will use	Technical information, including the internet protocol address used to connect your computer to the internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform. Information about your visit, including the full Uniform Resource Locators (“URL”), clickstream to, through and from our website (including date and time), products you viewed or searched for, page response times, download errors, length of visit to certain pages, page interaction information (such as scrolling clicks and mouse-overs), methods used to browse away from the page and what device you used.
How we will obtain the personal information	Some of the information is obtained by us automatically whenever you use our website by using Google Analytics to track the site activity. Some of the information is collected by us each time you use our website through our use of cookies. Further information about the cookies we use and the purposes for which we use them can be found in our Cookies Policy.
What purposes we will use the personal information for	The above information is used by us to: make a tailored website available to you;  track usage of our website; Help us to continually improve our website by monitoring usage and access point. Information collected through our use of cookies is used in the ways described in our Cookies Policy.
The legal grounds we rely upon	Our collection and use of the above information is based on our legitimate interests in ensuring that our website is user-friendly and appeals to our customers.
How long we retain the personal information and why	We retain Google analytics for 12 months.
Consequences of not providing/permitting us to obtain personal information	If you disable our Cookies, you will be unable to use certain parts of/functions on our website. Further information about this can be found in our Cookies Policy.

Individuals who Contact us with Enquiries

What personal information we will use	Your name; Your contact details (such as your telephone number or email address); Details of your enquiry.
How we will obtain the personal information	Provided by you when you contact us (e.g. by making a phone call or emailing us) or make an enquiry at our premises.
What purposes we will use the personal information for	We will use the personal information to deal with your enquiry;  We will also make a record of your enquiry for internal administrative purposes.
The legal bases we rely upon	Our use of your personal information to dealing with your enquiry is based our legitimate interests in ensuring our organisation is run efficiently and effectively;  Our use of your personal information for record keeping purposes is based on our legitimate interests in ensuring our organisation is run efficiently and effectively.
How long we retain the personal information and why	Records of general enquiries are retained for 12 months in case data is needed for further follow up.
Consequences of not providing/permitting us to obtain personal information	If you do not permit us to collect or provide us with the personal information we require, we may not be able to deal with your enquiry.

 Donors

What personal information we will use	Your name; Your contact details (such as your postal address, telephone number and/or email address); Your Bank Account Details; Whether you are a UK tax payer.
How we will obtain the personal information	The information is provided by you.
What purposes we will use the personal information for	We will use the personal information in order to process your donation (whether a one off or a regular donation) and to obtain any tax reimbursements through gift aid.
Who we share your personal information with	We will share your personal information with HMRC in order to obtain any gift aid tax reimbursements, where applicable.
The legal grounds we rely upon	Is that it is in our legitimate interests to process the personal information to process your donation and to obtain any tax reimbursements. These donations allow City Hearts to further the interests of the charity.
How long we retain the personal information and why	Your contact details will be retained for the duration of the giving.   Records of donations not including personal details will be kept for 7 years post donations in line with legal requirements.
Consequences of not providing/permitting us to obtain personal information	Failure to provide us with your name address and bank account details will mean we cannot process any donation other than a cash or cheque donation.

Individuals Who Subscribe To Our Newsletters Or Updates

What personal information we will use	Your name and address; Your email address;  Your delivery preferences.
How we will obtain the personal information	Provided by you when you subscribe to our newsletters or updates.
What purposes we will use the personal information for	To provide you with the newsletters or updates you have requested; To provide you with related information that we think may be of interest to you.
The legal grounds we rely upon	We will rely on your consent to provide you with the newsletters or updates you have requested and retain your details on our database;  We will rely on our legitimate interest in promoting our activities and services to provide you with other information that may be of interest to you.
How long we retain the personal information and why	As long as needed in order to keep sending the newsletter in line with legal requirements
Consequences of not providing/permitting us to obtain personal information]	Without your contact details, we will not be able to provide you with newsletters and updates;  You can opt-out of receiving related information at the time you subscribe to our newsletters and updates and each subsequent time we contact you.

Individuals who Engage with us on Social Media

What personal information will we use?	Your name/user name;  Your location data;  Personal information contained in your posts.
How we will obtain it?	From the relevant social media site/your posts.
What purposes will we use it for and what legal bases will we rely upon to do so?	To interact with you on the relevant social media site;  We won’t use the above information for any other purpose.  The legal basis that we will rely upon to do so will be the consent provided by you when you agreed to the terms and conditions of use relating to the relevant social media site

Engagement with us on Social Media

Any social media posts or comments you send to us (on our Facebook page, for instance) will be shared under the terms of the relevant social media platform (e.g. Facebook or Twitter) on which they’re written and could be made public. Other people, not us, control these platforms. We are not responsible for this kind of sharing. So, before you make any remarks or observations about anything, you should review the terms and conditions and privacy policies of the social media platforms you use. That way, you will understand how they will use your information, what information relating to you they will place in the public domain, and how you can stop them from doing so if you are unhappy about it.

Individuals Captured on our CCTV System

What personal information will we use?	Your image; The dates and times you accessed our premises.
How we will obtain it?	Automated CCTV recordings.
What purposes we will use it for and what legal bases will we rely upon to do so?	We will use the personal information referred to above for security purposes;  Our legal basis for doing so is our legitimate interest in ensuring that our premises are secure.