We have committed to ensure that all personal data is treated with the respect and care that is expected. We’ll make sure that we do all that we can to maintain your privacy and the security of your data.
This policy outlines how we will collect data and how we’ll process, use and store that information whilst telling you what that means for you.
You can update your information or subscription preferences at any time by following following this link. If you have any concerns or queries you can email firstname.lastname@example.org
For the purpose of this policy, ‘us’, ‘we’ and ‘our’ refer to Spotlight.
What information do we collect?
Direct – Each time you contact us, register to be a Spotlight member, or meet us we collect personal information. That could be when you make a donation, sign up for more information, email us or attend an event with us. Sensitive data that you have provided, such as, but not limited to, your religious beliefs may also be collected by us.
How do we use this information?
Members – We will use this information to process your requests and tell you more about our programmes, and to send notifications when a conversation club is available. We’ll use your level of interest and support for us to help us do this more accurately – making sure we thank you for your ongoing support and invite you to continue to support us in the ways you have indicated.
Personal data may be used to:
- Process donations from you or towards your fundraising.
- Personally inform you of news and stories about our work across the world.
- Ask you for financial support.
- Ask you for charity involvement – including – prayer, events, fundraising.
- Record your charity involvement and our relationship with you – e.g. requests you have made, responses we/you have given.
- Define level of support through analysis of location, gift amount and prospective giving to ensure that we are communicating with supporters in the best way with the key information they would most like to receive.
From May 2018 any new supporters and members will provide clear consent to Spotlight of how and what they would like to receive from us. This will be outlined through our paper forms, online forms and through a script to our staff. Supporters will be able to change their preferences by contacting us on the details provided at the top of this page.
All existing contact preferences shall be respected – so that you won’t be contacted in ways that you don’t want to be. Where you have already given consent, we will continue to contact you via email. Existing supporters shall be contacted on the grounds of legitimate interest. This includes individuals who have previously donated to our work – we will let you know about news, and stories that your donation has helped make happen and we will let you know of similar opportunities you can be a part of. If you would like to change your preferences or query how your data is processed please contact us on the details provided above.
How long is data stored for?
Your personal information will be held securely for as long as it is required. This is in accordance with our Data Retention Policy. There are legal obligations, tax and accounting considerations that have to be complied with, whilst also ensuring a reasonable timeframe for the activity concerned. We take steps to ensure that access to personal data is restricted to staff or volunteers whose role requires it and specific training is provided to them. We carry out monitoring of our online services to protect, to the best of our ability, any personal data you may provide.
Deleting your information
This may consist of anonymising data – so that it does not remain personal information that can identify you, or the removal of your information from our systems. You can contact us at email@example.com to request the deletion of your data anytime.
Sharing your information
There are only certain exceptional circumstances where we may share your data with others – in those cases we have taken every effort to ensure its safety and security. These circumstances are:
- If required for law enforcement
- As a necessary part of contacting you as a supporter - for example, by using a contractually agreed third party mailing house to process our communications.
- As a necessary part of ensuring we comply with our legal obligations as a data controller - for example, by using a third party to migrate data or ensure it is accurate and up-to-date.
Access to your information
You are able to request information about the data we hold on you. Once clarification around the information you require has been resolved we will respond to your request within 40 days.
Updating your information
You are able to update the information we hold on you at any time. Please do so by contacting us on the information at the top of this page.
Changes to this policy
This policy was updated on 24th May 2018. The policy will be updated periodically according to any changes within legislation or our system processes. If these changes are significant in nature we will ensure that it is highlighted on our website and in publications. Your continued use of this website indicates your agreement to these terms.