Dallaglio RugbyWorks promises to respect and look after all personal data you share with us, or that we get from other organisations. We will always keep it safe. We aim to be clear when we collect your data about what we’ll use it for, and not do anything you wouldn’t reasonably expect. W will never sell your personal data to other organisations, and will only ever share it in appropriate, legal or exceptional circumstances. See section 4 to find out more.
Developing a better understanding of our supporters through their personal data means we can make better decisions, fundraise more efficiently and, ultimately help us reach our goal of supporting the young people on the Dallaglio RugbyWorks programme into sustained, education, employment or training.
We are moving to an ‘opt-in only’ communication policy. This means that we will only send marketing communications to you if you’ve explicitly stated that you want us too. We’ll aslo ask you what you’re interested in and how you want us to contact you.
Where we collect information about you from
We collect information in the following ways:
- When you give it to us DIRECTLY
You may give us your information in order to attend one of our events, to make a donation or to find out more about the work we do.
- When you give it to us INDIRECTLY
- When you give permission to OTHER ORGANISATIONS to share it
You may have provided permission for a company or organisation to share your data with third parties, including charities. This could be when you buy a product or service or register for an online competition.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, Whatsapp or Twitter, you might give us permission to access information from those accounts or services.
The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them.
- When it is PUBLICLY AVAILABLE
This may include information found in places such as Companies House and information that has been published in articles/newspapers.
We may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters to improve our fundraising methods, products and services.
- When we collect it as you use our WEBSITES
Like most websites, we use “cookies” to help us make our site, and the way you use it better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.
As well as this, cookies can tell us the type of device you’re using to access our website and the settings on that device may provide us with information including what type of device it is, what operating system you’re using, what your device settings are, and why a crash has happened. This information helps us understand how people are using our website and shows us how to make it better.
Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
What personal data we collect
The type and quantity of information we collect depends on why you are providing it. If you support us – make a donation, volunteer, fundraise or attend an event, we will usually collect:
- Contact details
Where it is appropriate we may also ask for:
- Information relating to your health
- Information relating to support services you want to use
- Your bank or credit card details
- Why you have decided to support us (We will never make this question mandatory, and only want to know the answer if you’re comfortable telling us)
- Next of kin details
We will only ever ask for information that is needed to provide the service, information or administration you have requested.
How we use the personal data we collect
What we use your information for depends on why you are providing it. We will mainly use your data to:
- Provide you with the services, products or information you’ve asked for
We collect data in order for you to participate in an event or fundraising activity, volunteer, work with or donate to us.
If you enter your details into an online form and you don’t ‘send’ or ‘submit’ the form, we may contact you to see if we can help with any problems you may be experiencing with the that form.
- Administer your donation or support your fundraising, including processing Gift Aid
We will collect personal data from you in order to take donations and process Gift Aid. Legally we are obliged to keep this information for 6 years. If you are happy for us to claim Gift Aid on goods you’ve donated, and they raise over £100, in one tax year, we have to contact you quarterly to let you know what Gift Aid we’re claiming.
- Make sure we know how you prefer to be contacted
We record communication preferences so we only contact you in the ways you want to hear from us. We don’t want to waste your time or the funds that our supporters have kindly donated.
- Direct Marketing
We will only ever contact you with direct marketing about our work, activities and campaigns with your explicit consent. We make it easy for you to tell us how you want us to communicate, and what interests you. We also include information on how to opt out when we send you marketing.
We do not sell or share personal details to third parties for the purposes of marketing. But occasionally, we may include information in our communities from partner organisations or organisation who support us.
If you change your mind at any time, and no longer want to hear from us, that’s fine. Just let us know when you provide your data or contact us on 020 3841 7608 or email@example.com.
- Keep a record of your relationship with us
It’s important for us to have clear records on how you’ve supported us, or have been supported by us in the past. This helps us see the bigger picture and makes sure your experiences with Dallaglio RugbyWorks are the best they can be.
We may also collect and retain your information if you send feedback about our services, gives us a compliment or make a complaint.
- Understand our supporters and work more effectively
We believe it’s important to make sure that we’re providing our supporters with the best experiences. We use profiling and screening techniques to make sure communications are relevant and timely, and to provide an improved experience to our supporters.
Sharing your data
We do not sell or share personal details to third parties for the purpose of marketing.
We will only share your details with third party organisations when it’s necessary:
- Provide you with the services you’ve asked for – we will make sure you’re happy for us to do this before anything happens and will explain who we are sharing the data with
- Administer your participation in an event or fundraising activity
If we ever need to share data for these purposes, we will always take the upmost care, will make sure only essential data is transferred, and that it’s done so securely and safely.
How we keep your data safe and who has access
We make sure that there are appropriate measures and controls in place to protect your personal details. We undertake regular reviews of who has access to information that we hold, to make sure that your information is only accessible by appropriately trained staff, volunteers and partners.
Keeping your information up-to-date
We try and keep our records up-to-date so we send you the most relevant information, using the correct contact details.
If your personal details change then please let us know.
Your ‘Right to Know’ what we know about you, make changes or ask us to stop using your data
You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us we will do so. Contact us on 020 3841 7608 or email us at firstname.lastname@example.org if you have any questions or concerns.
You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.
Change to this Policy
We review this policy annually and may update it from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by contacting you directly.