Privacy Notice

Privacy notice

Here at The Philanthropy Club, we appreciate how important your privacy is and recognise that we are being trusted with protecting it, so the purpose of this privacy notice is to give you a clear explanation about how we collect and use your personal data.

We think it is important that you read this privacy notice in full so that you understand what data we collect about you, how we collect, use and look after that data, what privacy rights you have and how the law protects you. 

Important information and who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how The Philanthropy Club collects and processes your personal data through your use of this website, including any data you may provide when you use our website or online fundraising platform, purchase programmes or services from us, contact us over the phone or by email, sign up to any of our mailing lists, attend or participate in any of our events, and volunteer with us. 

Our website is not intended for children under the age of 13 and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Controller

For all of our services, the data controller – the company that is responsible for personal data – is The Philanthropy Club Ltd. You might see us operating under our trading name which is The Philanthropy Club. 

How to contact us

Questions, comments and requests regarding this privacy notice are always welcomed, so if you have any or would like to exercise any of your legal rights, please do not hesitate to contact us. You can email us at info@thephilanthropyclub.com. If you would prefer, you can also write to us at The Philanthropy Club, c/o WNR Associates, 35 Tempsford Avenue, Borehamwood, Hertfordshire WD6 2PD.

If you feel you need to, you also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

Changes to the Privacy Notice

We may update this Privacy Policy from time to time in response to changing legal, technical or business developments. If we make significant changes, we will make this clear on our websites or by such other means of contact such as email, so that you are able to review the changes before continuing to use The Philanthropy Club’s services.

We encourage you to periodically review this page for the latest information on our privacy practices.

Links to third-party sites

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates or to any number of websites that may offer useful information to our visitors. We provide these links to you only as a convenience and the inclusion of any link does not imply endorsement of the relevant website by The Philanthropy Club. If you follow a link to any of these websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for these policies or those linked websites. Please check these policies before you submit any personal information to such websites.

The personal data we collect about you

We collect, use, store and transfer different kinds of personal data about you to enable us to provide you with information on philanthropic and strategic giving; membership programmes; information and tickets to events; volunteering opportunities; to help us monitor and improve the services we provide and, where we are permitted to, to tell you about upcoming news, events and services that we think you may be interested in.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

  • Name and contact details – this includes your name, title, billing address, delivery address, email address and telephone numbers.
  • Data of birth information
  • Employment information – this includes your job title and the organisations you work for.
  • Payment information – this includes your bank account and/or payment card details.
  • Purchase history – this includes details about tickets, programmes and services you have purchased from us. 
  • Profile information – this includes your philanthropic interests and preferences, and your philanthropic giving practices and methods of giving.
  • Linked account information – this includes your Facebook ID, Linked In profile and Twitter handle if you link your accounts to us.
  • Marketing preferences – this includes your preferences in receiving marketing from us and your communication preferences.
  • Survey responses and feedback 
  • Client and membership service history – this includes interactions with us over the phone, via the website and fundraising platform or on social media.
  • Volunteering history – this includes interactions with us over the phone, via the website and fundraising platform or on social media.
  • Information about your device and how you use our websites and online fundraising platform – this includes information you give us when you browse our websites or apps, including your internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, as well as how you use our websites and online fundraising platform.

Unless we have told you otherwise in a specific privacy notice, we do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). The only exception to this is where you have specific disability needs which we need to be aware of in order to make reasonable adjustments and be able to perform our contract with you and comply with our obligations pursuant to social protection and equality laws.

If you do not provide personal data

You do not have to give us any of your personal data but, if you do not, you are unlikely to receive our optimal client or membership service experience. Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you.

Keeping your personal data up-to-date

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

How we collect your personal data

We collect personal data from and about you when you do things like contact us via email or phone, purchase programmes and services from us, use our online fundraising platform, sign up to our mailing lists, attend or participate in our events or volunteer with us.  We also use cookies to understand your browsing behaviour on our website to enable us to improve your experience on this and future visits.

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your name and contact details, employment details and payment information by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: purchase tickets, or other programmes or services from us; create an account on our online fundraising platform; subscribe to our mailing lists; request marketing to be sent to you; take part in a survey or give us feedback; attend our events or volunteer with us.

Automated technologies or interactions. As you interact with our website, we may automatically collect information about your device and how you use our websites and online fundraising platform. We collect this personal data by using cookies, server logs and other similar technologies. For more information on cookies, please see our Cookie Policy.

Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources such as information about your philanthropic giving.

Name and contact details, payment information and purchase history from providers of technical, payment and delivery services.

How we use your personal data

We will use your personal data where we need to perform a contract with you (for example, where you have bought tickets or engaged our services), where it is necessary for our legitimate interests, where you have given us your consent, where you have asked us to or where we need to comply with a legal obligation. We have described what we do with your personal data and why we do it in the table below.

How

What Why?

To register you as a new client and manage your account

Name and contact details

Profile information

To perform our contract with you

To register your new fundraising profile and manage your account.

Name and contact details

Payment information

To perform our contract with you

To sell you tickets and other programmes and services

Name and contact details

Date of birth information

Employment information

Profile information

Purchase history

To perform our contract with you.

To take payments and give refunds

Name and contact details

Payment information

To perform our contract with you.

 

To take donations

Name and contact details

Payment information

 

To perform our contract with you.

To send you service messages, such as when we need to tell you about a change to an event or to update our privacy notice

Name and contact details

To perform our contract with you.

 

We have a legal obligation to provide you with updated privacy notice information.

To provide client and membership service and support

Client  and membership service history

We have a legitimate interest – so that we can make sure you get the best possible client and membership service.

To send you information about our new events, products and services

 

Name and contact details

 

Marketing preferences

We will only send this information with your permission.

To enter into a partnership with you, or to negotiate a partnership with you

 

Name and contact details

 

Profile information

 

Marketing preferences

 

We have a legitimate interest - for running our business and to ensure we are giving you what you want. 

To ask you to leave a review or take a survey

Name and contact details

 

Profile information

 

Marketing preferences

 

Survey responses 

We have a legitimate interest - to study how customers use our programmes/services and which events they attend, to ensure we are giving you what you want and stay ahead of the competition.

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

Name and contact details

 

Payment information

 

Information about your device and how you use our websites and apps

We have a legitimate interest - for running our business, provision of administration and IT services, network security, to prevent and protect fraud and in the context of a business reorganisation.

 

We have also got a legal obligation.

To use data analytics to improve our website, events/programmes/services, marketing, client and member relationships and experiences

Name and contact details

 

Purchase history

 

Profile information

 

Information about your device and how you use our websites and apps

Marketing preferences

We have a legitimate interest - to better understand our clients’ and members’ needs and to optimise our service and experience.

Our legal basis for collecting and using your personal information as described above will depend on the specific context in which we collect it.

Our main reason for collecting and using your personal information is to perform our contract with you (i.e. to make sure you get your Order when you want it). However, we will also use your personal information where it is in our legitimate business interests to do so (but only if our interests are not overridden by your data protection interests or your fundamental legal rights and freedoms). In some cases, we may have a legal obligation to collect personal information from you (e.g. in the event of legal proceedings) or we might need to process it or share it with others to “protect your vital interests” (this is legal speak for saving your life) or those of another person (e.g. in a case where another person’s life is in danger).

If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (and we’ll also explain the possible consequences of you not providing it).

Similarly, if we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.

If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided under the “How to contact us” below.

Marketing messages and communication preferences

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

You will receive marketing communications from us if you have requested information from us or purchased products or services from us. You’ll also receive these communications if you have said that we can send them to you when you provided us with your details when you entered a competition, signed up for a newsletter or used our Wi-Fi.

You can tell us that you want to stop receiving marketing communications from us at any time. You can do this via our preference centre within your account, by clicking on the unsubscribe link in any email we send you or by contacting us directly by email, post or over the phone.

We will process any such request as quickly as we can, but it may take a few days for all of our systems to be updated. 

Cookies

We use cookies on our websites. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Sharing your personal data

We are committed to protecting your privacy. We do not, and will not, sell any of your personal data to any third party – including your name and contact details and your payment information. 

We do, however, share your personal data with the following categories of companies as an essential part in enabling us to provide our products and services to you, such as payment providers, IT and system administration providers and others who help us run our business, as set out in this notice:

Professional service providers who help us run our business including website and application support and hosts, IT and system administration providers, technology providers for online fundraising, eCRM partners like MailChimp who manage our marketing emails and Eventbrite who manage our ticketing for events, and payment processing providers which process payment card transactions like PayPal.

Credit reference agencies, law enforcement and fraud prevention agencies, so we can help tackle fraud

Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based who provide consultancy, banking, legal, insurance and accounting services.

HM Revenue & Customs, Companies House, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

Companies approved by you, such as social media sites (if you choose to log in via your accounts with them)

If any part of our business enters into a joint venture, purchases another business or is sold to or merged with another business entity, your information may be disclosed or transferred to the target company, or new business partners or owners or their agents and advisors. In these circumstances we will always inform the relevant entities that they must only use your personal information for the purposes disclosed in this Privacy Policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Any law enforcement or regulatory body, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person.

Any other person provided that you have given your consent to the disclosure. We will not sell, distribute or lease your personal information unless we have your permission or are required by law to do so.

Sending your personal data to countries outside Europe

We do not transfer your personal data outside of the European Economic Area (EEA).

Keeping your personal data secure

We are committed to keeping your personal data secure and have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions.

How long we will keep your personal data for

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

The Philanthropy Club will retain your personal information where we have an ongoing legitimate business need to do so (for example, while you are member with us or to enable us to meet our legal, tax or accounting obligations).

If you object to us processing certain categories of your personal information (including in relation to receiving marketing communications from us), we will retain a record of your objection to the processing of your information so that we can continue to respect your wishes.

We will destroy or permanently anonymise your personal information at the point that we no longer need to process it for our ongoing legitimate business needs or for any legal reason. If this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store it and isolate it from any further processing until deletion is possible.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your legal rights

You have many legal rights relating to your personal data, including the right to object to processing of your personal data or to withdraw consent. Remember, we have tried to make it easy for you to stop direct marketing messages – you can always do this via our preference centre, by clicking on an unsubscribe link in any of our emails or getting in touch via email, phone or post

You have many legal rights relating to your personal data. You can get more information on each of the rights we have summarised below by taking a look at the glossary in the bottom section of this privacy notice:

The right to request access to your personal data.

The right to request correction of your personal data.

The right to request erasure of your personal data.

The right to object to processing of your personal data or to withdraw consent. Remember, you can always stop direct marketing messages via the preference centre in your account, by clicking on an unsubscribe link in any of our emails or getting in touch via email, phone or post.

The right to request restriction of processing your personal data.

The right to request a transfer of your personal data to another service provider.

If you wish to exercise any of the rights set out above or if you have any questions or a complaint, please contact us.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Glossary

We recognise that some of the privacy law terminology can be a bit complicated so we have included a Glossary at the end to provide a bit more detail on the meaning of some of the terms used in this privacy notice.

Lawful basis

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/programme and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract. For example, where we are sending you event tickets you have purchased from us or where you have opened on online fundraising account with us, we will be processing your personal data on the basis that it is necessary for us to do so in order to perform a contract between us. 

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Your legal rights

You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data 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 as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain programmes or services to you. We will advise you if this is the case at the time you withdraw your consent.