TX Privacy and Cookies Policy

Last update: 28/03/2018

 Please note: Traidcraft Exchange may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from the date shown above.

Introduction

This Privacy Policy sets out how we collect, use and store your personal information (any information that identifies or could identify you).

Our policy may change in accordance with the regulatory environment or to reflect changes within our own organisation.  Where we have made any changes to this Privacy Policy, we will make this clear on our website or contact you about any changes.

Traidcraft Exchange are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.

We are a "data controller" for the purposes of the Data Protection Act 1998 and (from 25 May 2018) the EU General Data Protection Regulation 2016/679 ("Data Protection Law").  This means that we are responsible for, and control the processing of, your personal information. 

For further information about our privacy practices, please contact us using the details supplied at the end of this document.

 

How we collect information about you

We collect information from you in the following ways:

Directly: When you get in touch with us (general enquiries, donations, job or volunteering opportunities etc) or otherwise provide us with your personal information. This includes when you phone us, visit our website, email us or get in touch through the post, or in person.

Indirectly: When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving or one of the other third parties that we work with and provide your consent for your personal information to be shared with us.

Online: We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use "cookies" to help our site run effectively. There are more details below – see 'Cookies'.

 

Information we collect and why we use it

Personal Information

Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a purchase or donation), as well as information you provide in any communications between us.  You will have given us this information whilst making a donation, registering for an event, submitting a form on our website or any of the other ways you may interact with us.

 We will mainly use this information:

  • To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
  • To provide the services or goods that you have requested.
  •  To update you with important administrative messages about your donation, an event or services or goods you have requested.
  • To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations.
  •  To keep a record of your relationship with us.
  • If you do not provide this information, we will not be able to process your donation, sign you up for a specific event or accurately administer your account.

 

We may also use your personal information:

  • To contact you about our work and how you can support Traidcraft Exchange (see section on 'Marketing' below for further information).
  •  To invite you to participate in surveys or research.

Sensitive Personal Information

Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sexual orientation or religious beliefs.  Traidcraft Exchange do not hold sensitive personal information relating to our supporters – such information is only held by our HR department in relation to employment/recruitment requirements.  Declaration of this information by the individual is not compulsory.

 

Profiling

We may carry out targeted fundraising activities using profiling techniques based on the information that we hold about you. We may also work with third party organisations who provide additional insight, this may include providing wealth screening information or general information about you that is publicly available.

This information can be appended to the information that you have provided which allows us to use our resources more effectively by better understanding the background of our supporters and making appropriate requests based on what may interest them and their capacity to give.

If you have any concerns about this or wish to change your preferences, please contact us directly (see contact section for more details).

 

Legal basis for processing your information

In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you have made a donation on our website). 

On rare occasions, data may also be processed because there is a legitimate interest for Traidcraft Exchange to do so.

Whenever we process your Personal Information under the ‘legitimate interest' lawful basis, we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.

Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post, use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.

 

Marketing

We will only contact you about our work and how you can support Traidcraft Exchange by phone or email if you have explicitly agreed for us to contact you in this manner (email and telephone opt-in).

However, if you have provided us with your postal address we may send you information about our work and how you can support Traidcraft Exchange by mail unless you have told us that you would prefer not to hear from us in that way (postal opt-out).

You can update your choices or stop us sending you these communications at any time by emailing us at, clicking the unsubscribe link at the bottom of the relevant communication or by submitting requests in writing.  See contact section for full details.

 

Sharing your Information

The personal information we collect about you will mainly be used by our staff (and volunteers) at Traidcraft Exchange so that they can support you.

We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.

Traidcraft Exchange may share your information with suppliers who work with us on or on our behalf to deliver our services, but processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes. Some examples of where we may share your information are with our fulfilment partners who help to create and send information to you (to reduce costs) or with our partners who help us to process donations and claim Gift Aid.

We enter into contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information.

 

Legal disclosure

We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of sale and other agreements.

 

Keeping your information safe

We take looking after your information very seriously. We've implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.

he transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.

Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.

Any debit or credit card details which we receive on our website are passed securely to Sage Pay our payment processing partner, according to the Payment Card Industry Security Standards.

 

Information retention

We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations (for example, the collection of Gift Aid).

 

Your rights

You have various rights in respect of the personal information we hold about you – these are set out in more detail below.  If you wish to exercise any of these rights or make a complaint, please get in touch (see contact section).  You can also make a complaint to the data protection supervisory authority, the Information Commissioner's Office, https://ico.org.uk/

 Access to your personal information

 You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge.  Please make all requests for access in writing, providing us with evidence of your identity.

Right to object

 You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.  Please contact us as noted above, providing details of your objection.

Consent

 If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.

Rectification

 You can ask us to change or complete any inaccurate or incomplete personal information held about you.

Erasure

 You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.

Portability

 You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.

Restriction

You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.

 

No automated-decision making

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention.  You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law.  You also have certain rights to challenge decisions made about you.  We do not currently carry out any automated decision-making.

Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.

 

Cookies

Cookies are small files, usually made up of letters and numbers, downloaded onto your device (computer, mobile phone, tablet etc.) when you visit a website.

They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, can't be used to identify you. 

We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve the user experience.  

We use the categorisation set out by the International Chamber of Commerce in their UK Cookie Guide.

 

We use all four categories of cookies:

  • Strictly necessary cookies are essential for you to move around our website and to use its features, like our shopping basket and your account.
  • Performance cookies collect anonymous information about how you use our site, like which pages are visited most.
  • Functionality cookies collect anonymous information that remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.
  • Targeting or advertising cookies collect information about your browsing habits in order to make advertising relevant to you and your interests. As such, if you visit the Traidcraft Exchange website you may then be more likely to see adverts about our work on other websites as your browsing suggests that this is an area of interest.

You can opt out of all our cookies (except the strictly necessary ones) but please note that if you choose to refuse all cookies, our website may not function as intended.

If you have any questions about how we use cookies, please contact us.

 

Monitoring

Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.

To find out more about this policy and how we look after your personal information, contact (see contact section).

 

Contact

If you require further information, or have a specific request or query, please contact us via one of the following methods:

Email: hello@traidcraft.org

Post: Traidcraft Exchange, Kingsway, Gateshead, Tyne and Wear, NE11 0NE.

Telephone: 0191 497 6445