At the Greater London Forum for Older People (GLF), we take your privacy very seriously and are devoted to protecting the security of your personal information.
This Policy explains how we may collect and use the information you give us, 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’re happy with any changes. By using our websites, you agree to be bound by this Policy.
This Policy contains the following sections:
1. WHO WE ARE
The Greater London Forum for Older People is a registered charity in England and Wales (charity number 1074368).
2. WHAT TYPE OF PERSONAL INFORMATION IS COLLECTED FROM YOU
The personal information we collect from you is limited to what is necessary to enable us to carry out the purposes for which it is collected. The type of personal information we collect depends on the context of your interactions with the Greater London Forum for Older People and the choices you make, including your privacy settings.
The data we may collect, store, and use can include the following:
Name and contact information. We may collect your first and last name, title, email address, postal address, phone number and other similar contact data.
Payment information. We do not collect any data to process your payment if you purchase one of our goods or services or make a donation as we use PayPal.
Whether you are a U.K. taxpayer for claiming gift aid.
Any personal information which you choose to provide us in correspondence with you.
Photographs, videography, and CCTV footage.
Your I.P. address (or Internet Protocol Address). This is a unique address that computing devices such as personal computers, tablets, and smartphones use to identify themselves. An I.P. address is analogous to a street address or telephone number and could, therefore, be used to identify you.
We may collect other online identifiers including cookies information (for more information please see section 14 (‘Cookies Policy’)), the internet browser and devices you are using and the pages you visited on our website and how long you visited us for
You have choices about some of the personal information we collect. When you are asked to provide personal information, you may decline. Please note that if you choose not to provide personal information that is necessary to enable us to carry out your request- for instance, to make a donation, attend an event, for information or to purchase one of our products or services- we may not be able to fulfill that request.
We may provide links via Greater London Forum for Older People websites to other websites or you might independently visit the website of a third party who provides services on our behalf. The privacy practices of these third-party websites are outside our control and you should check the privacy notices of any third-party websites before disclosing any personal information.
3. HOW WE COLLECT YOUR PERSONAL INFORMATION
There are various ways you might share your personal information with Greater London Forum for Older People, depending on how you interact with us.
Websites- online forms
Face to face
For instance, you might provide personal information when making a donation to us through our websites, by text, by telephone or by completing a direct debit form which you send to us by post.
You might send us an e-mail requesting support with a product or service, and personal information might be collected by us to enable us to deal with your inquiry.
When you visit our websites, we use marketing analytics products and providers to measure the effectiveness of our websites, which may entail the collection of personal information in the form of online identifiers.
Someone who may have nominated you for membership of the Kensington and Chelsea Forum for Older Residents.
Someone who may post a photograph or information relating to you to our social media platforms.
Partners with which we offer co-branded services or engage in joint marketing activities.
Publicly-available information such as a newspaper or online media items; public posts on LinkedIn or social media; open government databases such as Companies House; databases of grant-funding opportunities and other data in the public domain.
4. HOW WE USE YOUR PERSONAL INFORMATION
There are various ways in which we may use or process your personal information. We list these below and the legal basis we rely on in each case.
Where you have provided your consent, we may use and process your personal information to:
Contact you from time to time about our campaigns, activities, ways you can support the Greater London Forum for Older People (such as volunteering opportunities and fundraising appeals), events, products, services, or information about health and wellbeing or cultural opportunities which we reasonably think may be of interest to you. Please be assured that we will not spam you and such communications will be aligned to the consent you have given us.
Promote Greater London Forum for Older People campaigns, activities, ways to support Greater London Forum for Older People (such as volunteering opportunities and fundraising appeals), events, products, services, or information and know-how, using a review you have written, a case study about you, photograph or video footage featuring you (or a child aged under 13). These may be featured in social media, printed and digital media, television and radio communications.
You can withdraw your consent at any time by contacting us using the details provided within section 5 below (‘Your Right To Withdraw Consent To Processing Of Personal Information’) or, in relation to any marketing messages you receive, by using the unsubscribe option included in those messages.
We may use and process your personal information to perform a contract with you (or a contract made with someone else which requires us to provide goods or services to you, such as a training course) and to fulfill and complete your orders for goods, services, venue hire, and other transactions entered into with us.
Legitimate interests. We may use and process your personal information where it is necessary for us to carry out activities which are in our legitimate interests as a charity.
The main legitimate interests we rely on are:
(i) To fulfill the charitable purposes of Greater London Forum for Older People by fundraising through donations, events, sales of supplies and training courses, and by sustaining and raising the profile of our organization through careful marketing and other activities.
(ii) To operate lawfully and effectively and to administer all aspects of our business as a charity.
Processing donations and legacies
We will process your personal information to fulfill your request to make either a one-off or regular donation to us and to carry out reasonable administration of your donation, which could include thanking you and confirming your direct debit details with you. Where you have made a gift-aid declaration this will include processing your information to enable us to claim gift-aid. We will also process personal information where reasonably required to administer a legacy that has been left to the Greater London Forum for Older People.
Supporting customers and supporters with requests for information
We will process your information to fulfill your request for information about becoming a supporter (for example, a volunteer or donor), campaigns, activities, events, products, services, or information and know-how.
Supporting customers with orders or inquiries
We will process your personal information to respond to any correspondence you send us and fulfill the requests you make to us, both before and after purchase. We will also process your personal information to carry out reasonable administration of your order or booking.
Processing necessary for us to understand and respond to customers’ and supporters’ needs
We may process personal information to analyse, evaluate and improve your experience of our websites and to improve our products and services (we will generally use data amalgamated from many people so that it doesn’t identify you personally).
You may choose to give us feedback on any of your experiences with Greater London Forum for Older People and your feedback together with any personal information you provide will enable us to analyse, evaluate and improve your experience and to respond to you as appropriate.
We may undertake market analysis and research (including contacting you with customer/supporter surveys) so that we can better understand you as a customer/supporter and provide tailored information, products, and services that we think you will be interested in. We will only send marketing communications to you if you have provided your consent for us to do so or in certain cases if we have a legitimate interest in doing so.
Profiling our existing and potential customers and supporters
We use profiling and screening techniques to ensure communications are relevant and timely and to provide an improved experience for our supporters. You can let us know if you do not want us to use your personal information in this way.
Processing necessary for us to promote our business, products, and services and measure the reach and effectiveness of our campaigns
We may send you marketing information from time to time after you have purchased a product or service from us or made a purchasing inquiry, closed your browser with items in your shopping basket, or requested other information of interest in a business context. We will only contact you with information about our own products, services, and any other information we believe may be of interest to you (and in ways the law allows), which we hope you will like. You have the right to object to us sending you this information at any time. Please see section 13 for information on how to do this (‘Your Rights in Connection with Personal Information’).
We may also contact you from time to time with marketing information (unless you object) if you are acting on behalf of a business or where we have obtained your business contact details from a data broker or public business directory. In relation to any such information we send by email or SMS, we will include an option allowing you to object to receiving future messages by unsubscribing.
We may contact you with targeted advertising delivered online through social media and other platforms operated by other companies unless you object. You may receive advertising based on information about you that we have provided to the platform or because, at our request, the platform has identified you as having similar attributes to the individuals whose details it has received from us. To find out more, please refer to the information provided in the help pages of the platforms on which you receive advertising from us.
We may process your personal information to administer competitions, promotions, lotteries, or raffles that you enter with us from time to time and to distribute prizes.
We may use photographs or video footage which feature you, but which do not identify you by name, to promote the Greater London Forum for Older People.
Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively.
We may have to share your personal information with third parties, as described in section 6 (‘Data Sharing’) below.
We may have to verify the accuracy of the information that we hold about you and create a better understanding of you as a customer/supporter.
We may process your personal information for network and information security purposes, for example, for us to take steps to protect your information against loss, damage, theft, or unauthorised access.
We may process your personal information to comply with a request from you in connection with the exercise of your rights. For example, where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression lists in order to be able to comply with your request.
We may process your personal information to inform you of updates to our terms and conditions and policies.
Processing necessary to protect our premises, property, and people
We may process personal information for crime prevention and detection purposes and to keep our people safe.
We may process your personal information to comply with our legal requirements (for example, to contact you if there is an urgent safety or product recall notice and we need to tell you about it).
Change of purpose
We will only use your personal information for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in accordance with this Policy, where this is required or permitted by law.
Social media content
We may collect your personal information when you post content about yourself to Kensington and Chelsea Forum for Older Residents’ social media channels. Greater London Forum for Older People may share your post or image, including any personal information, across our official social media channels including but not limited to Facebook, Twitter, LinkedIn, and Instagram. We may also reuse this information, including images of you, for internal purposes (e.g. to share your feedback or illustrate news stories) which we consider to be in the legitimate interests of the charity. If you do not wish for us to use your personal data in this way, please contact us on email@example.com
5. YOUR RIGHT TO WITHDRAW CONSENT TO PROCESSING OF PERSONAL INFORMATION
If you have consented to the collection, processing, and transfer of your personal information for a specific purpose(s), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us by email on firstname.lastname@example.org or by post- Tavis House, 1-6 Tavistock Square, WC1H 9NA.
As quickly as possible and in any event within 30 days of receiving notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to (unless we have another legitimate basis for doing so in law). Please note that if you ask us to stop sending marketing information we will update our records to stop further mailings as quickly as we can, but you may still receive further mailings which were already in progress prior to your asking us to stop for up to 2 months.
The withdrawal of your consent will not affect the lawfulness of our processing based on your consent before you withdrew your consent.
6. DATA SHARING
We will not sell or rent your information to third parties.
We may have to share your data with third parties, as described below. If we do, you can expect a similar degree of protection in respect of your personal information provided by us. We require third parties to respect the security of your data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We may pass your personal information to our third-party service providers, including contractors and designated agents, and other associated organisations for the purposes of completing tasks on our behalf (for example to process donations and payments, to fundraise, send you Greater London Forum for Older People communications, to supply you with goods and services, to resolve product queries or issues and to assist us with marketing analysis). However, when we use third-party service providers, we disclose only the personal information that is reasonably necessary to deliver the service.
Profiling is often used in direct marketing and involves analysing data to improve the targeting of communications. We may use profiling and screening techniques to ensure communications are relevant and timely and to provide an improved experience for our supporters. If you do not wish your data to be used in this way, you are entitled to object.
We may carry out profiling of potential donors to ensure that we are engaging with the people most likely to support Greater London Forum for Older People. Profiling allows us to target our resources effectively and help ensure that we only send you information we reasonably think will be of interest to you.
We may also use profiling techniques to perform Due Diligence research as required by the Fundraising Regulator’s Code of Fundraising Practice, for example when certain levels of donation are made. More details can be found at www.fundraisingregulator.org.uk.
When building a profile, we may analyse geographic, demographic, and other information relating to you in order to better understand your interests and preferences, so we can contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available, such as publicly available data about you (for example, addresses, listed directorships on Companies House, property prices on the Land Registry, or typical earnings in a given area). We may also gather additional data that is freely available in the public domain (for example, newspaper articles or online sources).
8. HOW LONG WE KEEP YOUR PERSONAL INFORMATION FOR
We will only retain your personal information for as long as necessary for the purposes we collected it for, as set out in our Data Retention Schedule, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your data, the potential risk of harm from unauthorised use or disclosure of your data, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
For further information about the retention period in a particular case, please contact us on email@example.com.
9. HOW WE KEEP YOUR DATA SAFE
Greater London Forum for Older People would like to reassure you that we use appropriate security measures to protect your personal information against unauthorised or unlawful processing and against accidental loss, destruction, or damage. These measures may include but are not limited to, a range of organisational safeguards such as staff training, and duties of confidentiality and the following technical safeguards listed below. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach, where we are legally required to do so.
Encryption is the process of converting data to an unrecognizable or "encrypted" form. This means that only the sender and intended recipient can view it in a meaningful way. If the encrypted data is stolen, it should not be possible to change it back to readable data.
Pseudonymisation changes data that can be used to identify a person into data that can’t be used to identify a person. This is done by replacing the data that can be used to identify someone with other data, for example, changing someone’s date of birth to 01/01/1700.
Certification from third parties
We engage AVG security systems to test or confirm that our systems meet relevant security standards.
Secure log on/authentication
As well as requiring staff to enter usernames and passwords, our systems also check that a particular computer or program is authorised to access and manipulate data before allowing it to do so.
Access controls and role-based access controls
Staff is prevented from accessing our systems unless they enter their user name and password. In addition, we restrict whose personal data each user can access depending on their role at the Greater London Forum for Older People, and individual data files are password protected. We also limit access to your personal information to those agents, contractors, and other third parties who have a business need to know. Everyone with access to your personal information is subject to a duty of confidentiality and will only process your personal information on our instructions.
We protect our network by using Firewalls that only allow access between different networks based upon strict security criteria. For example, a Web Application Firewall filters, monitors and blocks any internet traffic to and from a web application such as webmail and online forms. It detects and blocks anything malicious.
System testing and monitoring
We regularly test whether our systems are secure. We also engage independent companies such as AVG to test whether our systems are secure. We regularly monitor our systems for signs of hacking and attacks and we use anti-virus software to detect and prevent computer viruses.
Data Loss Protection tools
Data Loss Protection tools place limits on where users can save data. For example, users might be prevented from sending data by email or saving it onto their home computer.
Mobile Device Management
Mobile phones and laptops are mobile devices. Mobile Device Management allows organisations to limit the locations where personnel can save data on their mobile device. When a staff member of the Greater London Forum for Older People leaves our organisation or loses a laptop or mobile, the data can be wiped from the laptop or mobile remotely.
10. CHANGES TO YOUR PERSONAL INFORMATION
Please let us know if your contact information changes so that we can ensure that our records are accurate and up to date. You can request that we change your contact details by contacting us by email on firstname.lastname@example.org or by mail to Tavis House, 1-6 Tavistock Square, WC1H 9NA.
11. YOUR RIGHTS IN CONNECTION WITH PERSONAL INFORMATION
By law, you have the right to:
Request access to your personal information. This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.
If you want to review, verify, correct or request the erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please send a written request to us at Tavis House, 1-6 Tavistock Square, WC1H 9NA or email us on email@example.com.
We will ask you for information to confirm your identity and, where applicable, to help us search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received any request (including any identification documents requested)
To make full use of the online shopping and personalised features on Greater London Forum for Older People websites, your computer, tablet, or mobile phone will need to accept cookies, as we can only provide you with certain personalised features of this website by using them.
Our cookies don't store sensitive information such as your name, address, or payment details: they simply hold the 'key' that, once you're signed in, is associated with this information.
You can restrict, block, or delete cookies from the Greater London Forum for Older People at any time through your browser. Each browser is different, so check the 'Help' menu of your particular browser (or your mobile phone's handset manual) to learn how to change your cookie preferences.
More information about cookies and how to control how they are set can be found at www.allaboutcookies.org
13. ORGANISATION CONTACT
If you have any questions about this Policy or how we handle your personal information, please contact us by email- firstname.lastname@example.org or by post- Tavis House, 1-6 Tavistock Square, WC1H 9NA
14. RIGHT TO MAKE A COMPLAINT
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. The contact details for the Information Commissioner’s Office, the data protection regulator in the UK, are below:
Information Commissioner's Office
Call: 0303 123 1113