At The SMA Trust, we are committed to protecting your personal information and being transparent about what we do with it. This policy is written in accordance with all data law and regulations including the General Data Protection Regulations (GDPR) 2016. It is designed to cover supporters, potential supporters, trustees, volunteers, charity and corporate partnerships and suppliers.
How do we collect information?
When you give it to us directly – You give us your information when you make a donation to our cause, sign up for one of our fundraising or research events, when you enquire about our work funding research, tell us your story and experiences of SMA, purchase items from our online shop like merchandise or Christmas cards, or otherwise give us personal information over the telephone, by email, by letter or via a direct private message on social media.
When your information is available publicly – We very occasionally combine information that we already have about you with information available publicly to gain a better understanding of you and to improve our fundraising methods, products and services. We will only use information from commendable sources such as Companies House, the Land Registry website and information that is published in articles and newspapers. We will keep a note of such information and reference sources when we communicate with you. We do not participate in any wealth profiling of our supporters.
What information do we collect?
Personal information is any information that can be used to identify you. For example, it can include information such as your name, age, email address, postal address, telephone number, credit / debit card details, as well as information relating to your personal circumstances and reasons for supporting our cause.
How do we use this information?
How we use your information depends on why you are providing it. Here are the different ways that we may use your personal information:
We use information like your name, postal address, email address, telephone number to provide you with information, support, service and products that you ask for. We use it to follow up with you about fundraising which you have pledged and to inform you of any changes to our services or policies. We may use your information for internal reporting and analysis, for example, your location, to understand the spread of our supporters across the UK. We do not use any wealth profiling techniques, if this changes in the future, you with be informed.
We do keep a record of donations which you have made to The SMA Trust for our internal reporting and analysis such as accounting and claiming gift aid, where applicable.
Record of your relationship with The SMA Trust
We save a copy of some communications between you and members of staff at The SMA Trust. We use information like your connection to SMA and your reasons for contacting The SMA Trust, which you disclose to us, in order to communicate with you in a sensitive and personal manner. We use your personal information to look into, and respond to, complaints, legal claims and other issues. We also use this information for internal reporting and analysis, for example, number of people within our supporters who have been bereaved of a relative to SMA. We hold this information for 7 years following your last donation. You may request that these details are deleted from our records at any time, please contact our Data Protection Lead by emailing firstname.lastname@example.org or by calling 01608 801020.
Information required for an event
Only with your explicit consent, we may use your information to send you communications about our work and how your support is making a difference, via email and telephone, based on your preferences. This will include information about research, our advocacy work and how you can get involved with the charity, for example by fundraising, campaigning and volunteering. To Opt-in to receiving these communications, please complete your details here.
You may also receive post from us, like our twice-yearly Momentum Newsletter, if you have been an active supporter of The SMA Trust. You can opt-out of receiving these communications at any time by completing our communication preference form here or by contacting our Data Protection Lead by emailing email@example.com, by telephone 01608 801020 or by post.
Your communication preference options are regarding receiving the following via post, email, telephone or not at all:
- Momentum Newsletter – Twice yearly magazine, which includes updates on SMA Trust research and advocacy work, fundraising and events.
- Fundraising communications – Fundraising ideas, information about SMA Trust events, other third-party events and donation appeals.
- Research and Advocacy updates – Communications about any breaking news and research updates, which we want to share with supporters.
- Merchandise Information – Communications about SMA Trust branded merchandise, Christmas cards and any special offers available.
The SMA Trust website may include links to and from other websites that are not owned or managed by us. If you follow a link to any of these website, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Other ways we may use your information
Sometimes it is necessary to process your data for us to comply with our legal obligations, like when we send Gift Aid information to HMRC. We may process your personal data for the purpose of our legitimate interest, provided that these uses aren’t outweighed by your rights or interests. For any uses we justify on the basis of legitimate interest, you have the right to opt out of such processing by contact our Data Protection Lead by emailing firstname.lastname@example.org or by calling 01608 801020.
We will never sell, rent or trade your personal data to another organisation.
How do we protect your personal information?
When we collect your personal information, we use strict procedures and security features to prevent a personal data breach. This is a breach of security leading to the destruction, loss alteration, unauthorised disclosure of, or access to, personal data. However, no data retention or transmission over the internet is 100% secure.
The SMA Trust stores your personal information on servers which lie outside the European Union. However, we only work with companies who store data in countries that provide an adequate level of protection for your data or where the recipient provides appropriate safeguards, such as mechanisms like the EU-US Privacy Shield framework.
Internally, we have procedures in place to limit access to locations and devices where personal data is physically stored.
We hold a small amount of information from and about children. Information is usually provided to us by a parent who enquires about their child taking part in an event, doing fundraising for us or that has SMA. All children under the age of 13 are excluded from mass marketing communications from The SMA Trust. From age 13 onwards, supporters own their own data and are competent to decide upon their communication preferences.
The SMA Trust recognises that your personal data belongs to you and we don’t wish to use it in ways that you don’t want us to. You can control if you receive marketing emails from us by changing your communications preferences here. You can also exercise a variety of rights regarding our use of your data:
- You can ask us for a copy of the information we have about you
- You can ask us to correct any incorrect data we have about you
- You can ask us to delete your data
- You can ask for your data in a common, machine-readable format
- You can object to any processing we do on the basis of legitimate interest or any automated decision-making
- You can ask us to restrict the processing of your data
To exercise any of the rights above, please contact our Data Protection Lead by emailing email@example.com, by calling 01608 801020 or by letter to The SMA Trust, 3 Wychwood Court, Cotswold Business Village, Moreton-in-Marsh, Gloucestershire, GL56 0JQ
Note that some of these rights may not be completely enforceable. For example, we may not be able to forget you if we have to keep some of your data to comply with the law but we’ll evaluate your request in accordance with applicable data protection laws. The SMA Trust will respond to your request swiftly and politely within one month of receiving it. Also, note that you have the right to lodge a complaint with the UK Information Commissioner’s Office or the supervisory authority in your country of residence or place of work.
Updated: 23rd May 2018