SMK’s Privacy and UK GDPR policy
This document sets out the Sheila McKechnie Foundations (SMK) approach to privacy in relation to personal data collected, managed and stored by the organisation. SMK is committed to protecting the personal data of our clients, supporters, staff and other partners and respecting their privacy on the web.
Where SMK records and stores any personal information, we adhere to the requirements of the UK Data Protection Act (DPA) 2018 and the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019 (or UK GDPR). If you are based in the EU, we continue to adhere to the EU GDPR.
1. About us
Sheila McKechnie Foundation is a registered charity in England and Wales (charity number 1108210) and Scotland Charity No. SC044207. Our principal and registered address is:
Sheila McKechnie Foundation
17 Oval Way
As such we are a Data Controller in accordance with the UK GDPR.
2. Who is collecting data?
Personal data of SMK’s supporters, Associates, clients, participants, beneficiaries, donors and consultants will be collected by SMK staff in order that we keep in contact with key people for the organisation.
3. What data is being collected?
SMK is committed to guaranteeing that its services are open to everyone irrespective of race, gender, ability, religion, sexual orientation or age. Those who have provided personal information will help us comply with our policy of ensuring equality in our services to you.
SMK will collect, store and use key contact information including names, physical work and personal addresses (where work address is not possible and if data is given), email addresses and job titles. Including the following:
- Data about your computer and visits to this website, including your IP address, length of visit and page view
- Data you provide us when registering your details to sign up to our mailing list via Mailchimp
- Data you provide us when registering your details to attend or pay for training, including via Eventbrite and Google Forms
- Any other information that you choose to send us
Where you give your data to us through a third party (a ‘data controller’), we will process your data in line with their privacy policies and the consent you provided to them.
We may also store and use photographic images and video footage of staff, trustees and event/ training attendees. You have the right to object to this. If you wish to do so please contact us at email@example.com or 0203 752 5644.
4. What is the legal basis for processing the data?
We are required to have one or more lawful grounds to process your personal information under data protection law. The law allows for six ways to process personal data (and additional ways for sensitive personal data). Four of these are relevant to the types of processing that we carry out. This includes information that is processed on the basis of:
- a person’s consent (for instance, to send you direct marketing by email)
- a contractual relationship (for instance, to provide you with goods or services that you have purchased from us or if you apply for employment/ volunteer with us)
- legal obligation (for instance to process a Gift Aid declaration)
- SMK’s legitimate interests (the law allows SMK to legally collect and use (process) personal information if it is reasonably necessary for SMKs legitimate business interest and/or activities).
5. Will the data be shared with any third parties?
SMK doesn’t share, sell or exchange your information with other organisations to be used for their own marketing communications. However, SMK does use external service providers to support our email communications for marketing purposes. In these circumstances, the data provided will be stored with the third party online database. SMK have ensured that this provider is fully compliant with both EU and UK General Data Protection Regulations. This enables SMK to manage personal data in the best way. Central databases of Associates, Consultants and Funders will also be stored internally and not shared with any third party.
We will never contact you for direct marketing purposes without your consent to receive this correspondence.
6. How will the information be used?
The information will be used to send out the SMK newsletter, to provide information on upcoming events, training and news. Data on Associates will be used to circulate consultancy opportunities, to share key SMK information and to advertise new business. Data on funding organisations will be used by SMK in fundraising initiatives.
We may also use your personal information to:
- Improve your browsing experience
- Monitor the effectiveness of our equal opportunities policy (when collecting details such as ethnicity, age and gender)
- Send you general non-marketing communications (when signing up to training or events)
7. Where do we store your information?
Sometimes we may ask you to fill out surveys. This is for the following reasons: pre-assessment forms for a workshop/ event, optional surveys such as SMK’s Campaigner Survey and National Campaign Award’s nomination form, and signing up to our Community of Practice for the Power Sharing Project.
If you are subscribed to our e-newsletter, your details will be stored safely on Mailchimp.
We may keep your information stored offline e.g. in MS Excel. This is just for our records; we will not contact you unless we are permitted to.
Salesforce is SMK’s primary CRM service. We use this to store our data. We won’t contact you unless you are subscribed to our e-newsletter or if you have given us permission to.
8. How long will the data be stored for?
We will retain your information for as long as it is required to fulfil the purposes for which we collected it, and for as long as is necessary for the legitimate purposes of our legal rights and obligations. After that time, we will delete your data from our systems and require that anyone to whom we have passed your information also delete it.
9. What rights does the data subject have?
Under data protection laws, you have the:
- Right to erasure (be forgotten): An individual may request that an organisation delete all data on that individual without undue delay.
- Right to object: An individual may prohibit certain data uses.
- Right to rectification: Individuals may request that incomplete data be completed or that incorrect data be corrected.
- Right of access: Individuals have the right to know what data about them is being processed and how.
- Right of portability: Individuals may request that personal data held by one organization be transported to another.
- Right to restrict processing: Individuals have the right to request the restriction or suppression of their personal data.
- Rights related to automated decision: You have the right to object to automated decisions where a someone (usually a Data Controller) is using your personal information in a computerised model or algorithm to make decisions “that have a legal effect on you”.
10. How can the data subject raise a complaint or contact SMK?
If you wish to do any of the above or find out more information, you can contact us at: Sheila McKechnie Foundation 17 Oval Way, The Foundry, London, SE11 5RR, 0203 752 5644 firstname.lastname@example.org
11. What is the security of the personal data?
We use suitable technical and organisational procedures and precautions to protect your personal data and to prevent the loss, misuse or alteration of your personal data.
Unfortunately, the transmission of data via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website. Once we have received your information, we will use strict measures and security features to try to prevent unauthorised access.
12. Can you unsubscribe from marketing emails?
You are able to unsubscribe from the Sheila McKechnie Foundations email database at any time by clicking the unsubscribe button in any email we send you via MailChimp.
13. Can SMK amend this policy?
We may update the terms of this policy at any time, so please do check it occasionally to make sure you’re happy with the changes. We may notify you about changes in the way we treat personal information by sending a notice to the primary email address you have provided to us.
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