Privacy Policy

This is the privacy notice of The Diversity Project Charity. In this document, “we”, “our”, or “us” refer to the DPC.

The Diversity Project Charity is a registered Charity with the Charities Commission for England and Wales: no. 1179435.

Our registered office is at Eastcastle House, 27-28 Eastcastle Street, London W1W 8DH

Introduction

This privacy notice aims to inform you about how we collect and process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information. It tells you about your privacy rights and how the law protects you.

We are committed to protecting your privacy and the confidentiality of your personal information. Our policy is not just an exercise in complying with the law, but a continuation of our respect for you and your personal information.

We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.

Our policy complies with the Data Protection Act 2018 (Act) accordingly incorporating the EU General Data Protection Regulation (GDPR).

The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at http://www.knowyourprivacyrights.org

Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.

1.      Responsibility for Data Protection Matters

We have appointed an individual who is responsible for data protection matters and to ensure that our policy is followed.

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact by email or post at:

[email protected] 

Eastcastle House

27-28 Eastcastle Street

London W1W 8DH

 

2.      Data we process

We may collect, use, store and transfer different kinds of personal data about you.

We collect personal information from visitors to this web site using the online contact form, the donation ecommerce platform (which we link to but do not host), your participation at fundraising events and every time you email us your details.

 

What we do

Why we do this

Our legal basis

How long do we keep this data

Who has access to your data/who do we share with

Collect personal information when you register for a Diversity Project Charity Fundraising event.

We collect personal data to facilitate any events and to send relevant information to participants.

 

Legitimate interest

We will delete your information from Eventbrite/ or other delegate management system after one year.

Eventbrite/ other delegate management system, Go Daddy Inc. (Website Hosting Company) and HT Financial Marketing (Marketing Company)

Collect personal data from you when you have consented to receive ‘direct marketing’ information via email on our grant giving, fundraising initiatives and Charity information

To deliver relevant information to you around the Diversity Project Charity.

 

Consent

You can unsubscribe at any time.

Mailchimp / Stoneshot, Go Daddy Inc. (Website Hosting Company) and HT Financial Marketing (Marketing Company)

 

3.      Special personal information

Special personal information is data 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.  It also includes information about criminal convictions and offences.

We do not collect any special personal information about you.

4.      If you do not provide personal information we need

The bases on which we process information about you, the law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.

If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.

If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.

5.      Information we process because we have a contractual obligation with you

When you visit our site, or contact us or otherwise agree to our terms and conditions, a contract is formed between you and us.

In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.

We may use it in order to:

  • verify your identity for security purposes
  • contact you about grants we have made and the impact they have
  • contact you about fundraising activities
  • provide information on The Diversity Project Charity

We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.

We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.

6.      Information we process with your consent

Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including Trustees or volunteer roles, information on grants we have made and the impact they have, fundraising activities and information about the Charity, you provide your consent to us to process information that may be personal information.

Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies.

If you have given us explicit permission to do so, we may from time to time pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.

We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.

You may withdraw your consent at any time by instructing us at www.diversityprojectcharity.org (by not agreeing to the Terms & Conditions of usage) or by contacting us using details provided in section 1. However, if you do so, you may not be able to use our website or our services further.

 

7.      Information we process for the purposes of legitimate interests

We may process information on the basis there is a legitimate interest, either to you or to us, of doing so.

Where we process your information on this basis, we do after having given careful consideration to:

  • whether the same objective could be achieved through other means
  • whether processing (or not processing) might cause you harm
  • whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so
  • For example, we may process your data on this basis for the purposes of:
  • record-keeping for the proper and necessary administration of our [organisational or business]
  • responding to unsolicited communication from you to which we believe you would expect a response
  • protecting and asserting the legal rights of any party
  • insuring against or obtaining professional advice that is required to manage [organisational or business] risk
  • protecting your interests where we believe we have a duty to do so
  • complying with our own obligations as a Charity in respect of understanding sources of donations

8.      Information we process because we have a legal obligation

Sometimes, we must process your information in order to comply with a statutory obligation.

For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.

This may include your personal information.

9.      Complaints regarding content on our website

Our website is a publishing medium. If you complain about any of the content on our website, we shall investigate your complaint.

If we feel it is justified or if we believe the law requires us to do so, we shall remove the content while we investigate.

Free speech is a fundamental right, so we have to make a judgement as to whose right will be obstructed: yours, or that of the person who posted the content that offends you.

If we think your complaint is vexatious or without any basis, we shall not correspond with you about it.

10.    Information about your direct debit

When you agree to set up a direct debit arrangement via VirginMoney Giving, the information you give to us is passed to our own bank, C. Hoare & Co Bank, for processing according to our instructions. We do receive bank statements on a monthly basis.

We keep this information only for the duration of the direct debit arrangement.

We are registered under the direct debit guarantee scheme. This provides for the customer’s bank to refund disputed payments without question, pending further investigation. Direct debits can only be set up for payments to beneficiaries that are approved originators of direct debits. In order to be approved, these beneficiaries are subjected to careful vetting procedures. Once approved, they are required to give indemnity guarantees through their banks.

11.    Trustees and Volunteers Applications

If you send us information in connection with a Trustee or Volunteer application, we may keep it for up to three years in case we decide to contact you at a later date.

If you are “appointed/ successful”, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your appointment. After your appointment has ended, we will keep your file for five years before destroying or deleting it.

12.    Communicating with us

When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.

We record your request and our reply in order to increase the efficiency of our Charity.

We keep some personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high quality service.

13.    Complaining

When we receive a complaint, we record all the information you have given to us.

We use that information to resolve your complaint.

If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.

We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.

14.    Cookies

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.

Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.

Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.

When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we shall not use them for your visit except to record that you have not consented to their use for any other purpose.

If you choose not to use cookies or you prevent their use through your browser settings, you will not be able to use all the functionality of our website.

We use cookies in the following ways:

  • to track how you use our website
  • to record your answers to surveys and questionnaires on our site while you complete them

 The table below lists the cookies we use:  

Name

Description

_ga

 

Google Analytics cookie . This cookie is used to distinguish unique users by assigning a randomly generated number as a client identifier. It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports. Set to expire after 2 years.

 

_gat

 

Google Analytics cookie. Used to throttle request rate. Set to expire after 1 minute.

 

_gid

 

Google Analytics cookie. Used to distinguish users. Set to expire in 24 hours.

 

YouTube

 

This site uses YouTube to display videos. These videos are embedded onto this site, but YouTube may use cookies associated with their service.

 

 

15.    Personal identifiers from your browsing activity

Requests by your web browser to our servers for web pages and other content on our website are recorded.

We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.

We use this information in aggregate to assess the popularity of the web pages on our website and how we perform in providing content to you.

If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website.                       

16.    Data may be processed outside the European Union

Our website is hosted by Go Daddy, in Europe.

We may also use outsourced services in countries outside the European Union from time to time in other aspects of our business.

Accordingly data obtained within the UK or any other country could be processed outside the European Union.

For example, some of the software our website uses may have been developed in the United States of America or in Australia.

We use the following safeguards with respect to data transferred outside the European Union:

  • the processor is within the same corporate group as our business or organisation and abides by the same binding corporate rules regarding data processing.
  • the data protection clauses in our contracts with data processors include transfer clauses written by or approved by a supervisory authority in the European Union, specifically in the UK.
  • we comply with a code of conduct approved by a supervisory authority in the European Union, specifically in the UK.
  • we are certified under an approved certification mechanism as provided for in the Act.
  • both our organisation and the processor are public authorities between whom there is either a legally binding agreement or administrative arrangements approved by a supervisory authority in the European Union relating to protection of your information.

17.    Your duty to inform us of changes

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

18.    Access to your personal information

To obtain a copy of any information we hold on you, you should contact us to make that request.

After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.

19.    Removal of your information

If you wish us to remove personally identifiable information (if any) from our website, you should contact us to make your request.

This may limit the service we can provide to you.

20.    Encryption of data sent between us

We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.

Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.

21.    How you can complain

If you are not happy with our privacy policy or if you have any complaint then you should tell us.

If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.

If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner’s Office (ICO). This can be done at https://ico.org.uk/make-a-complaint/. We would, however, appreciate the opportunity to talk to you about your concern before you approach the ICO.

22.    Retention period for personal data

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:

  • to provide you with the services you have requested;
  • to comply with other law, including for the period demanded by our tax authorities;
  • to support a claim or defence in court.

23.    Compliance with the law

Our privacy policy has been compiled so as to comply with the law of every country or legal jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your jurisdiction, we should like to hear from you.

However, ultimately it is your choice as to whether you wish to use our website.

24.    Review of this privacy policy

We may update this privacy notice from time to time as necessary, it was last updated on 1st August 2019. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.

If you have any question regarding our privacy policy, please contact us.