YMCA Exeter Community Projects and City of Exeter YMCA Housing (jointly referred to as YMCA Exeter) are committed to protecting your privacy and processing your personal data with sensitivity. We aim to be clear with why we collect your information and promise not to use it in any way you wouldn’t reasonably expect.
We collect personal information to help us develop an understanding of our supporters. This helps us to give more people access our services, fundraise more effectively and provide you with appropriate opportunities to support us.
This policy has been written in accordance with the Data Protection Act 1998. If you have any questions about the following policy please contact our Data Protection Compliance Officer at YMCA Exeter, 39/41 St David’s Hill, Exeter, EX4 4DA, telephone 01392 410530 or email email@example.com.
Where we collect your personal information
We will collect your information when you:
• Register for an event
• Send us your story or endorsement
• Make a one off donation, either by cheque, cash, BACS, CAF, JustGiving or Stewardship
• Make a monthly donation (Friends of YMCA Exeter)
• Join our monthly email or quarterly postal mailing list
• Complete an “interested in…” form i.e. volunteering
• Information is available publicly (I.e. your business card, your website or you social media profile)
• Fundraise on our behalf
• Want information about our services
• Family member or friend contacts us on your behalf
• A individual fundraiser passes on your details (i.e. you sign up for a newsletter at a University of Exeter YMCA Society event)
What information do we collect?
The personal information we collect about you can include your name, email address, postal address, date of birth, credit/debit card details and your particular area of interest, as well as any information relating to your health or personal circumstances.
Where your personal information is held
Your personal information is held on secure servers operated by YMCA Exeter and within our offices at YMCA Exeter 39/41 St David’s Hill, Exeter, EX4 4DA and Exeter Community Centre, 17 St David’s Hill, Exeter, EX4 7RG. Any paper records with your personal information are kept in locked cupboards and only accessible by authorised YMCA Exeter staff and volunteers. We never sell your data to any third party organisations and where your data is held on Mailchimp servers (for the purpose of email marketing) it is in compliance with the EU-U.S privacy Shield Framework. Your information is accessible by trained staff and volunteers at YMCA Exeter on a need to know basis only.
How long will your information be retained?
YMCA Exeter will not retain information for longer than is necessary and reasonable. From the moment you ask us to stop using your personal information we will store it securely for administration purposes for a maximum of 6 years.
How we use your information
The information your provide us with is used in the following ways:
• To provide you with information about our services, including changes to delivery times and policies
• To provide you with volunteering opportunities
• To provide you with ways to donate and ways to fundraise (You can opt out of these communications at any time by emailing firstname.lastname@example.org, calling 01392 410530 or writing to our Data Protection Officer at the postal address above. To help us get a clearer understanding of your situation and areas in which you may like to support
• For internal administration including accounting and gift aid procession
• To respond effectively to complaints
• For other purposes in which we would specifically notify you and obtain consent
Accessing your information
You have the right to request a copy of the personal information we hold about you. If you would like to access your information please email email@example.com, call 01392 410530 or write to our Data Protection Officer at the postal address above. (A small processing fee may apply.) To amend any of the personal information we hold about you, such as a change of address or phone number please contact us.
At each of our data collection points (i.e. online form or paper flyer) we will provide you with the opportunity to “opt in” to communications which have a particular fundraising purpose (this is called Direct Marketing).
If you provide us with your consent by “opting in” to receive such communications we will occasionally contact you to let you know about upcoming ways to fundraise (such as events) and the areas where we need specific financial support (such as campaigns).
We want to communicate in a way that suits you so we will only ask you to fill in the contact details of your preferred means of communication. We will make it easy for you to opt out of Direct Marketing communications at any time and you can contact us to change your preferences.
Changes to this policy
We will review and update this policy from time to time and any revisions will be published on our website. The policy was last published June 2017.
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