Farms for City Children (“we”) promises to respect any personal data you share with us, or is given to us by other agencies or organisations. We also pledge to keep any information we hold safe and secure. We aim to be clear about what you can expect from us when we collect your data, what we intend to do with it and we want to reassure you that we would not do anything you wouldn’t reasonably expect (for example – we will never sell or pass your details on to third parties)
Developing a better understanding of our supporters through their personal data allows us make better decisions, fundraise more efficiently and, ultimately, helps us to reach our goal of enabling more children to experience a week of muck and magic in the heart of the countryside. We have made improvements to this policy to make it more understandable to supporters.
Our marketing communications include information about our latest events, campaigns and weeks of muck and magic. If you would like to receive such communications but have not opted in please sign up online here, contact us on 01392 276381 or firstname.lastname@example.org
How we collect information about you
We collect information in the following ways:
When you give it to us DIRECTLY
You may give us your information in order to sign up for one of our events, tell us your story, make a donation, book a residential stay on a farm for your school, purchase our products or communicate with us.
When you give it to us INDIRECTLY
When you give permission to OTHER ORGANISATIONS to share or it is available publicly
We may combine information you provide to us with information available from external sources in order to gain a better understanding of your interests and our supporters to improve our fundraising methods, products and services.
The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information comes from the following sources:
Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.
Information available publicly
This may include information found in places such as Companies House, LinkedIn and information that has been published in articles/newspapers.
When we collect it as you use our WEBSITES or READ OUR EMAILS
In addition, the type of device you’re using to access our website and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
What personal data we collect and how we use it
The type and quantity of information we collect and how we use it depends on why you are providing it.
If you support us, for example make a donation, volunteer, register to fundraise, sign up for an event or buy something from our shop, we will usually collect a combination of the following:
- Your name
- Your contact details
- Your date of birth
- Your bank or credit card details (which will be destroyed and not retained once payment has been proceeded)
Where it is appropriate we may also ask for:
- Information relating to your health (for example if you are taking part in a high risk event)
- Why you have decided to donate to us. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us.
We will mainly use your data to:
- Provide you with the support, products or information you asked for
- Administer your donation or support your fundraising, including processing gift aid
- Keep a record of your relationship with us
- Ensure we know how you prefer to be contacted
- Understand how we can improve our services, products or information.
Building profiles of supporters and targeting communications
We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively. We do this because it allows us to understand the background of the people who support us and helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. Importantly, it en
enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.
When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available. Such information is compiled using publicly available data about you, for example addresses, listed Directorships or typical earnings in a given area.
We will contact you to let you know about the progress we are making and to ask for donations or other support. Occasionally, we may include information from partner organisations or organisations who support us in these communications. We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing. If you don’t want to hear from us, that’s fine. Just let us know when you provide your data or contact us on 01392 276381 or email@example.com.
We do not sell or share personal details to third parties for the purposes of marketing. But, if we run an event in partnership with another named organisation your details may need to be shared. We will be very clear what will happen to your data when you register.
Sharing your story
Some people choose to tell us about their time on one of our farms to share the impact of our work. If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, their stories may be made public by us at events, in materials promoting our campaigning and fundraising work, or in documents such as our annual report.
All information is confidential and will be kept in accordance with the General Data Protection Regulation. Immediately prior to a school visiting, the school staff send us the first name’s of the children visiting along with any special needs/dietary requirements so we can ensure that we meet those needs. We only retain this information if we are legally obliged to, for example, on any accident forms. We do not pass information on to third parties and would only share your details in exceptional circumstances, where we are legally bound to, for example where a child reports abuse.
How we keep your data safe and who has access
We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and volunteers.
We sometimes use external companies to collect or process personal data on our behalf (for example JustGiving providing donation support). We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they have collect or have access to.
Some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
Keeping your information up to date
Where possible we use publicly available sources to keep your records up to date; for example, the Post Office’s National Change of Address database and information provided to us by other organisations as described above. We really appreciate it if you let us know if your contact details change.
Your right to know what we know about you, make changes or ask us to stop using your data
You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so. Contact us on 01392 276381 or firstname.lastname@example.org if you have any concerns.
You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.
If you want to access your information, send a description of the information you want to see and proof of your identity by post to Governance and Compliance Manager, Farms for City Children, Huxham Barns, Huxham, Exeter EX5 4EJ. We do not accept these requests by email so we can ensure that we only provide personal data to the right person.
Changes to this Policy
Farms for City Children is a registered charity in England and Wales (325120) and a company limited by guarantee in England and Wales (1177239). Registered address: Nethercott House, Iddesleigh, Winkleigh Devon EX19 8SN