ABA Privacy Policy to be reconciled with GDPR

1. Introduction

The privacy policy is a document, usually a page on the website, in which all the methods and purposes of the data processing activities on the site are outlined, including contact forms, mailing lists etc. We refer briefly to our use of Cookies in 8 below.

2. Usual Framework-Introduction to Readers

This is our new, updated privacy policy, which came into effect on 25 May 2018.

At The Association of Blind Asians, we are committed to respecting your privacy and protecting your personal information.

We promise to respect all personal information that you share with us, or we receive from other organisations, and keep it safe. We will be clear when we collect your personal information and we will not do anything you would not reasonably expect us to.

This privacy policy, together with our terms and conditions and cookies policy, will explain how and why we use your personal information, to ensure you remain informed and in control of your information.

This Privacy Policy is divided into different sections; please read the relevant section(s) below for further information.

3. Controller of Personal Information

We are a UK charity based in West Yorkshire Leeds. Our charity supports South Asians with Visual Impairment. Our registered charity numbers are 1042621 in England.

The Association of Blind Asians is registered as a data controller with the Information Commissioner's Office under the Data Protection Act 1998 and our registration number is 1042621.

4. Why we collect your personal information

Our vision is a world where people with a visual impairment are valued equally, listened to and included. We need you to help us make this a reality, and collecting your personal data enables us to learn what different choices of communication work best

We may use the information we collect from you when you register to contact you back when confirming a registration or referral. If a registration or referral is confirmed and signed by yourself, we store your information on our local database whilst you take part in our services.

5. Where we collect your personal information from

There are 2 main ways in which we collect personal information about you: directly or indirectly, including the use of third parties.

When you give your personal information to us directly:

You may give us your information to sign up for one of our events, register to The Association of Blind Asians on our website, request a service from us, fundraise on our behalf, make a donation, or communicate with us. Sometimes when you support us, your information is collected by an organisation

When you give your personal information to us indirectly:

When you give permission to other organisations to share or it is available publicly:

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.

The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them.

6. Third party organisations

This means other organisations that we collect data from, but only when you have given them permission to do this. You may give these organisations permission at various times, for example when you have registered with them for support and are being referred to us. The data we receive depends on your agreement with the organisation.

7. Information available publicly

When building a profile, we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences to contact you with the most relevant communications. Our profiling methods and analysis activities can be categorised in the following three ways:

  • Data Matching

    We may use the personal information an individual has given us in conjunction with data that has been obtained indirectly from external sources in order to infer likely social, demographic and financial characteristics. This allows us to tailor communications with a better degree of relevancy to better meet the expectations and desires of the individual and other individuals in similar circumstances. We will not use this data in any way that might intrude upon an individual's rights or be considered inappropriate.

  • Major Donor Analysis

    We may research prospective supporters to determine whether the individual could potentially become a major donor. We may utilise publicly available information from third party sources, such as Google, news articles, Companies House, published literature and social networking platforms. This information can include: history of donations to or associations with charities; how the individual is connected to us and other charitable organisations; areas of interest; stature in their field of expertise; gift capacity; any publicly known affiliations with not-for-profit or philanthropic bodies.

  • Event Planning

    We may use profiling to create short biographies of individuals who are attending events of ours or are due to meet with members of our leadership for the purpose of understanding more about the people we are engaging with.

8. Cookies

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.

We do not use cookies for tracking purposes

9. How we use your personal information

Personal information means any information that may be used to identify you, such as your name, title, telephone number, email address, or mailing address.

We may process your personal information for our legitimate charity needs. Rest assured, our intentions are always good. We collect your personal information because we need it to help us fulfil your requests, keep in touch with you, and offer you communications that are relevant to you.

This includes things like:

  • to provide postal communications which we think will be of interest to you
  • providing any information or services you have requested
  • keeping a record of any communications between us and you, for example emails and phone calls
  • keeping a record of other interactions too, such as requests for leaflets or attending an event
  • creating a profile of what we think might interest you, so that we can offer you relevant communications. We may use your previous activities or interactions with us to try and predict how you may respond to different activities

You can find out more about what we mean by legitimate interests, and when we process your data for our legitimate interests in the What we mean by "legitimate interests" section below.

Whenever we process data for these purposes we will ensure that we always keep your personal information rights in high regard and take account of these rights. You have the right to object to this processing if you wish, and if you wish to do so please see the section(s) below on updating your preferences or unsubscribing.

10. Sensitive personal information

Sometimes, we may ask you for more sensitive information, such as your personal connection to learning disability or your health condition if you are taking part in a sporting event. We will only collect this information with your permission and we will always take extra care of it.

11. Building profiles of supporters and targeting communications

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.

12. What we mean by "legitimate interests"

Legitimate interests means the interest of The Association of Blind Asians in the way we carry out our work to enable us to give you the best service/products and the best and most secure experience.

For example, we have an interest in making sure that any marketing we send to you is relevant, so we may process your information to send you marketing that is of interest to you.

When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you and your rights under data protection laws. We will always ensure that your personal data will not be used where our interests are overridden by the impact on you unless we have your consent or are required by law.

13. How we keep your personal information safe and who has access to it

We ensure that there are appropriate technical controls in place to keep your personal information safe and prevent unauthorised access to it. For example, our online forms are always encrypted (this prevents other people from accessing them) and our network is protected and checked often.

We regularly review who has access to information that we hold to ensure it is only accessible by trained staff.

14. How long we keep your personal information for

We will only retain your personal information for as long as it is required in relation to the purposes for which it was originally obtained.

How long personal information will be retained for depends on the type of information it is and what it is being used for.

We will retain personal information in accordance with the time periods stipulated in our data retention policy. We will review our data retention periods for personal information on a regular basis.

We continually review the information that we hold and delete anything that is no longer required.

15. Your legal rights

We want to ensure that you are always in control of your personal information.

Part of this is making sure that you understand your legal rights. We have outlined these, together with details as to how you can exercise them.

16. The right to edit and update your personal information

The accuracy of your personal information is important to us. You have the right to request that your personal information is rectified if it is inaccurate or incomplete.

We will endeavour to comply with your request without delay and in any event, within one month of receiving your request.

17. The right to request to have your personal information erased (also known as the 'right to be forgotten')

You do not have an automatic right to have your personal information deleted. You do, however, have the right to request the deletion or removal of your personal information where there is no compelling reason for its continued processing. We will review each request on a case by case basis.

We will endeavour to comply with your request without delay and in any event, within one month of receiving your request.

18. Update or changes to the privacy policy

This privacy policy was last updated in May 2018.

We reserve the right to make changes to this Privacy Policy. The latest version of our Privacy Policy will always be available on our website. It there are any major changes to our Privacy Policy, we will add a notice on our website or contact you by email (where appropriate).

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