- General Approach To Your Privacy
- Why We Use Your Information
- How We Use Your Information
- What We Do If You Choose To Tell Us About Your Experience Of The Dharma
- Sharing Your Information With Other Organisations
- Transferring Your Information Outside The Eea
- How We Make Our Communications Relevant To You
- How Long We Keep Your Information
- Data Breaches
- Your Rights
- How We Keep Your Information Secure
1. General approach to your privacy
At FutureDharmaFund to deliver projects that can spread the Dharma around the world we rely on the generosity and support of individuals like you. That is why we want to be completely transparent about why we need the personal information we request when you support us and how we will use it. Developing a better understanding of our supporters through their personal information allows us to make better decisions about the projects we develop and support, communicate more efficiently and ultimately helps us to deliver our crucial goals of Unity of Community, Depth of Practice and Breadth of Reach.
We are totally committed to protecting your information and using it responsibly. Please read our policy carefully to understand how we collect, use and store your information.
Ledbury, Herefordshire HR8 1JL United Kingdom
or by calling us on 01531 640541
2. Why we use your information
We will only use your information where we have a legal basis to do so and will always respect your rights. Where we use your information, it may be because you have consented to us doing so or because we consider we have a legitimate interest to do so. Where we do rely on a legitimate interest to use your information, we will always ensure that this is done in a way so as not to be intrusive or cause distress, and that respects your rights. Other reasons may include using information because we have a legal obligation to do so or because we have to fulfil contractual obligations.
Some examples can be found below.
- You have given us your consent to use the information for a specified purpose, such as sending you
- 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 pursue our charitable purpose to deliver our key Projects.
- To raise vital funds for our work
- To ensure we meet our regulatory requirements as a charity
- To manage our ongoing relationship with our supporters and anyone we work with
- To manage our financial transactions and prevent fraud
3. How we use your information
- To respond to or fulfil any requests, complaints or queries you make to us. If you contact us directly, we will use the information you give to us to handle your enquiry or request. This may include responding to your query or feedback, or sending you relevant information, such as fundraising materials. We may also keep a record of conversations we have with you, feedback you provide and any marketing materials we send out to you. This can help us to handle queries more efficiently.
- To process any donations you make, claim any relevant Gift Aid and maintain a record of your past or potential future financial contributions. This includes keeping a record of any pledges, gift agreements or any other indications that you are planning to donate to FutureDharmaFund. We keep a record of any donations we receive for audit purposes, and as we are legally required to we also keep information related to Gift Aid. We may need to use your information to prevent fraud.
- To provide you with information and support for any events, fundraising and campaigning activities or volunteering opportunities you sign up to. If you have completed a form to register or enquire about an event or activity, or to sign up to one of our campaigns, we will consider this as a request to send you details about the event, activity or campaign.
- To send you marketing communications by email, mobile messaging, or direct message on social media, where you have agreed to receive this.
- To contact you by phone and post
Where it is appropriate and relevant, and you have provided us with a telephone number or a postal address, we will occasionally call or write to you to tell you about ways to give or raise money for us, to campaign for us, to volunteer for us and to provide you with updates on the work that we do and projects we are supporting. We will not contact you by phone for marketing purposes if your number is registered with the Telephone Preference Service, unless you have agreed to receive calls from us.
- To manage your contact preferences
You can tell us to stop contacting you, or change the way in which we do so, by getting in touch with us using the details in the “Contact Us” page of our web site. We will keep a record of any requests to stop receiving marketing from us to ensure that we do not communicate with you in the future, unless you tell us you want to hear from us again.
4. What we do if you choose to tell us about your experience of the Dharma
Where you have provided information about your experience of Dharma projects, including through a survey, focus group, questionnaire, or when we are talking to you by phone or email, we will explain what the information will be used for and whether it will be held anonymously or not. If the information will be held in a way that could be connected to you personally, we will ask your permission to store and use what you tell us.
We will use this information for the purposes explained to you at the time of collection. We may compare statistics related to our supporters to information about the general population, to help our understanding.
Where you provide more detailed information we may want to use this in our communications including PR and media activity, digital and social media, campaigning, fundraising materials and internal communications, to help us raise awareness of projects aimed at spreading the Dharma. We would never use your story without obtaining your consent first. If a suitable opportunity arises for us to use the information you have given us we will contact you to discuss the use of your story in further detail. We will fully explain how we would like to use your information, and get in touch with you each time we would like to use it outside of the organisation, so that we may obtain your fully informed consent.
6. Transferring your information outside the EEA
Sometimes organisations who work on our behalf may manage information outside the EEA. In those circumstances, we will make sure that we have a valid reason for doing so under current Data Protection Legislation.
7. How we make our communications relevant to you
We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively, which donors consistently tell us is a key priority for them. We do this because it allows us to understand the background of the people who support us and helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.
When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available. Such information is compiled using publicly available data about you, for example addresses, listed Directorships or typical earnings in a given area.
8. How long we keep your information
As a general rule, we will hold your information for a period of up to seven years from the end of your relationship with the charity in accordance with our data retention policy. In some circumstances, this will be shorter. If you would like to know how long we will hold any specific information, then please contact us and we can provide further details.
10. Data breaches
If there’s ever any breach of security with our site or server or database, we’ll let you know promptly.
11. Your rights
Under the General Data Protection Regulations (GDPR) you have the following rights:
- Information Right – the right to receive the information contained in this policy and our data collection forms about the way we process your personal data.
- Personal Data Access Right – the right to know that we are processing your personal data and, in most circumstances, to have a copy of the personal data of yours that we hold. You can also ask for certain other details such as what purpose we process your data for and how long we hold it.
- Personal Data Correction Right – You have the right to request that we correct inaccurate data or complete incomplete data that we hold on you.
- Personal Data Erasure Right – Known as the Right to be forgotten. In certain circumstances you may request that we erase your personal data held by us.
- Personal Data Restriction Right – You have the right to restrict the way we process your personal data in certain circumstances, for example if: you contest the accuracy of the data, if our processing is unlawful, to pursue legal claims, where we are relying on legitimate interests to process data.
- Data Processing Objection Right – You have the right to object to us processing your data for (i) direct marketing purposes (ii) scientific or historical research or statistical purposes and (iii) purposes of profiling related to direct marketing or based on our legitimate interests or on the performance of a task in the public interest
- Data Portability Right – you have the right to receive a copy of certain personal data or to have it transferred to another organisation in some circumstances
- Right to Withdraw Consent at any time – where we use your personal information based on your prior consent, or where you have given us permission to send you marketing communications by email, mobile messaging and by direct message on social media, you can withdraw your consent at any time by contacting us.
If you have any complaints about how we handle your personal data, please contact us so we can resolve the issue, where possible. You also have the right to lodge a complaint about any use of your information with the Information Commissioners Office, the UK data protection regulator. Where you have a complaint about the way in which we have used your personal information in our fundraising, you can also complain to the Fundraising Regulator.
13. How we keep your information secure
We take such measure as are appropriate to ensure the confidentiality, integrity and availability of systems, which are regularly independently tested and reviewed.
We may update this policy to reflect changes in how we use your information. You may wish to check this policy each time you provide FutureDharmaFund with your information. Where appropriate, we will provide you with notice of any significant changes to how we use your information.