This policy explains how Every Casualty Counts collects and uses the personal information you provide to us whether online or via phone, mobile, email, letter or other correspondence, and the conditions under which we may disclose it to others and how we keep it secure.
We may change this policy from time to time, so please check this page occasionally to ensure that you are happy with any changes. By providing us with your personal information or by using our website, you are agreeing to your information being used and disclosed in the ways described in this policy.
If you have any questions about this policy and our privacy practices, please get in touch.
What information we collect
Personal information we collect can include your name, contact details, date of birth, bank account details, credit/debit card details, information about your contact with and support of Every Casualty Counts and whether you are a UK taxpayer so that we can claim Gift Aid. We may collect personal information about you when you make a donation to us, register for an event, sign up for communications, enquire about our activities, or otherwise give us personal information.
We may gather information about how you use our website, such as which pages are most visited. Wherever possible, this information will be aggregated or anonymised i.e., it will not identify you as an individual visitor to our website.
We do not usually collect sensitive personal information about you unless there is a clear reason for doing so, such as participation in an event where we need this information to ensure we provide appropriate facilities for you.
If you sign up for our newsletter, we will collect and securely store the personal data you give us (such as your name and contact details) in accordance with the EU General Data Protection Regulation 2018. This data will be added to our MailChimp newsletter database. The information securely held by MailChimp only includes your name and email address and will not be shared by them or us with any other party.
How we collect information
When you use our website. Like most websites, we use “cookies” to make our site work better. Cookies are small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier by remembering you. We will give you a choice about whether to accept non-essential cookies.
When you give it to us directly. You may give us personal information in order to sign up for our newsletter, register for one of our events, make a donation, or communicate with us.
When you give it to us indirectly. Your information may be shared by independent third parties, or third parties working on our behalf, when you support us and with your consent. For example, it may be shared by independent fundraising sites like GoFundMe, Easyfundraising, DonorBox or Enthuse. You should check their privacy policy when you provide your information to understand fully how they will process your data.
When you give permission to other organisations to share it, or it is available publicly. We may combine information you provide to us with information given to us by other organisations, or information that is publicly available from external sources. We do this to gain a better understanding of our supporters to improve our fundraising methods and services, or to ensure that the information we hold on you is correct (for example we may use information from the fundraising preference service to update whether we communicate with you). The information we get from other organisations may depend on your privacy settings, so you should check them regularly.
The accuracy of your information is important to us. We aim to ensure that all information we hold about you is accurate and, where necessary, kept up to date. If you change your contact details, or if any of the other information we hold is inaccurate or out of date, please let us know and we will ensure it is updated as soon as possible. You can do this by contacting us at the details below.
Why we collect information and how we use it
We may use your information to:
- Process a donation that you have made
- Claim Gift Aid on your donations
- Carry out our obligations arising from any contracts entered into by you and us
- Seek your views or comments on the services we provide
- Notify you of changes to our services
- Invite you to events
- Send you communications in relation to your support or enquiry, or in relation to processing a grant, donation, or job application
- Understand more about our relationship with our supporters and ways in which they could support us further (please see below for more information)
- Administer the website and improve your browsing experience by personalising the website
If you have given us your consent to do so we may contact you for marketing purposes by mail, email, telephone, and text. These communications may include information about appeals, events and other fundraising activities. We will aim to refresh your consent every 3 years.
We may also send you communications we believe will be of interest to you – for example if you are a new supporter we might get in touch to find out if you would like to receive marketing communications from us in the future, or events we think you might find of interest. Our legal basis for doing this is legitimate interest.
To comply with our obligations as a charity, we must take reasonable and appropriate steps to know who our donors are, particularly where significant sums are being donated. This means there may be occasions where we conduct research to ensure it would be right for us to accept support, whether that is from an individual or organisation, to give assurance that the donation is not from an inappropriate source and to safeguard our reputation. Any information we do collect for this purpose will only consist of what is necessary for us to meet these requirements and will be processed in line with your rights.
We analyse our own supporter database to understand more about the different types of people who donate to and support the charity, including how you have engaged with us previously, demographic information, your professional role and your values and interests. In certain circumstances, and for a limited number of supporters, we may undertake additional research using publicly available data (e.g. LinkedIn, Companies House, Google, the Electoral Register, news archives) to enhance the data you have shared with us directly. This helps us to tailor the information we send to our supporters about our fundraising campaigns, events and activities, so that they are more relevant and appropriate, and aligned with your interests. Our legal basis for processing your data in this way is legitimate interest. If you want to opt out of these profiling techniques, please send us an email with the subject line: Opt Out Further Research to .
From time to time we may engage specialist agencies to gather information about you from publicly available sources or to carry out wealth screening to fast track the research using trusted third party partners. You will always have the right to opt out of this processing. We may also carry out research using publicly available information to identify individuals who may have an affinity to our cause but with whom we are not already in touch. This may include people connected to our current major supporters, trustees or other lead volunteers.
We also use publicly available sources to carry out due diligence on donors in line with ECC’s Donation Acceptance policy and to meet money laundering regulations. This research helps us to understand more about you as an individual so we can focus conversations we have with you about fundraising and volunteering in the most effective way, and ensure that we provide you with an experience as a donor or potential donor which is appropriate for you. If you would prefer us not to use your data in this way, please send an email with the subject line: Opt Out Further Research to .
How we keep your information safe
We never sell your information to third parties, and when you give us personal information, we always take steps to ensure that it is treated securely.
We have steps in place to ensure that your information is only accessible by appropriately trained staff, volunteers, and contractors. We may pass your information to our third-party suppliers who are working on our behalf, for example in order to process donations and send you mailings. However, we will only disclose the personal information that is necessary to deliver the service and we have a contract or agreement in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. In addition, we use third party websites who process payments on our behalf, for example Stripe or Donorbox. They provide secure payment gateways to receive your payment and pass it on to us. On occasion, we may engage external consultants to help us undertake additional research on a subset of our supporter database, where those supporters have not opted out of their data being subject to profiling techniques.
How long we hold your information
If we hold your personal information, we will only keep it for as long as is required for legal and audit purposes or so that we can keep in touch with you if you have consented for us to do so. When we no longer need to retain your information, we will ensure it is securely deleted.
To comply with the law, we will keep full details of your donation or support, for example a copy of the donation form you completed, for six years from the end of the financial year in which the donation or support occurred. In addition, if you have told us we can claim Gift Aid on your donations then we will keep details of your Gift Aid pledge for six years from the end of the financial year since we last claimed Gift Aid on a donation you have made.
If you have told us that you plan to leave a legacy to Every Casualty Counts we may keep your information indefinitely in order to carry out legacy administration, unless you ask us not to.
What rights you have over your data
You have the right to:
- Request a copy of the information we hold about you.
- Update or amend the information we hold about you if it is wrong.
- Change your communication preferences at any time.
- Ask us to remove your personal information from our records.
- Object to the processing of your information for marketing purposes; or
- Raise a concern or complaint about the way in which your information is being used.
If you wish to find out more about these rights, or obtain a copy of the information we hold about you, please contact , or write to us at Every Casualty Counts, 86 – 90 Paul Street, London, EC21 4NE.
Third party websites
Our website contains links to other websites. We are not responsible for the privacy policies or practices of third-party websites.
Our contact details
Every Casualty Counts
86-90 Paul Street
London
EC2A 4NE
United Kingdom
If you have any questions or concerns about our use of your personal information, you can contact . You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address is:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk