JET privacy policy

INTRODUCTION

This privacy notice sets out how the Jon Egging Trust (‘JET’) uses and protects any information that you give us when you use this website. JET is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, you can be assured that it will only be used in accordance with this privacy statement.

WHO ARE WE?

The Jon Egging Trust (‘JET’) is a registered charity in England and Wales (1156265) and Scotland (SC048666) and a company limited by guarantee (8908969). The registered address is

Highdown House
11 Highdown Road
Leamington Spa
Warwickshire
CV31 1XT

HOW DO WE COLLECT INFORMATION FROM YOU?

We obtain information about you when you use our website to
• Contact us
• Apply to volunteer
• Sign up to our communications (newsletter/events/appeals/volunteer opportunities)
• Make a donation
• Place an order in our shop
• Apply to take part in an event
• Apply for a job vacancy

WHAT TYPE OF INFORMATION IS COLLECTED FROM YOU?

When you contact us via the website, apply to volunteer or sign up for our communications:
• First and last name
• Email address
• You may also choose to provide a postal address and phone number on our contact form and ‘newsletter’ (communications) sign up form

When you make a donation or shop online:
• First and last name
• Email address
• Postal address
• Phone number

If you make a donation or purchase a product online, your card information is not held by us, it is collected by our third party payments processors (PayPal and Blackbaud) who specialise in the secure online capture and processing of credit/debit card transactions.

When you apply to take part in an event:
• First and last name
• Email address
• Date of birth
• Postal address

When you apply for a job online:
We ask you to submit a CV and covering letter. This should include your name, email address and contact number. You may also include your address. See also our Applicant Privacy Notice.

HOW IS YOUR INFORMATION USED?

We use your information to:
• Reply to your contact form submission
• Process your volunteer application
• Send you communications you have requested
• Process a donation you have made
• Process an order you have made
• Contact you if we need to about your order or donation
• Process your event application and keep in touch with you about the event
• Process a job application

Information you provide will only be used for the purposes stated at the time of submitting the information.

HOW LONG DO WE KEEP YOUR INFORMATION?

Contact and volunteer information submitted via our website is deleted from the website on a weekly basis. Information is retained on our office systems for the following lengths of time:
When you contact us via the website:
• For three months

When you apply to volunteer
• For two years after you cease being an active volunteer or 4 months if your application is unsuccessful

When you sign up for our communications:
• For one year after you ask us to stop sending you information

When you make a donation:
• For 6 years from the end of the accounting period

When you place an order in our shop:
• For one year from the data of purchase

When you apply to take part in an event:
• For two years after the event took place or four months if your application was unsuccessful

When you apply for a job where your application is unsuccessful:
• For four months from the appointment date

We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid).

WHO HAS ACCESS TO YOUR INFORMATION?

We will not sell or share your information with third parties for marketing purposes. We will only disclose your information to third parties where we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime. Only your credit or debit card details are passed to third party processors working on our behalf to process donations and shop orders. They specialise in secure processing of these transactions.

Third party product providers we work in association with:
We work closely with various third party product providers e.g. people who make and sell products in support of JET, companies who organise fundraising events and we advertise and have links to them from our website. When you enquire about or purchase one or more of these products direct from these third party product providers, they will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with them. They will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy.  These third party product providers may share your information with us under a data sharing agreement. We will use your data in accordance with this privacy notice.

WHERE WE STORE YOUR PERSONAL DATA

The data that we collect from you will be stored securely on our network with servers located within the EU. Personal information relating to signing up as a volunteer, donations and shop orders will be stored on our database. These servers are located in the USA but our supplier adheres to the EU-US Privacy Shield principles. The European Commission has adopted this as a replacement for the Safe Harbor mechanism. Payment details may also be processed by staff operating outside the EEA who work for one of our suppliers (PayPal and Blackbaud).

You don’t have to disclose any information to browse our website. However, if you do choose to withhold requested information, we may not be able to provide you with certain services, such as ordering goods from our shop, processing a donation or sending you communications you have requested. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

SECURITY

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

YOUR CHOICES

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: info@joneggingtrust.org.uk or telephone on 0300 123 3044 or by writing to:

The Jon Egging Trust
The Old Bakehouse
Ufton Fields
Leamington Spa
Warwickshire
CV33 9NZ

If you believe that any information we are holding on you is incorrect or incomplete, please contact us as soon as possible and we will amend any information found to be incorrect.

You have the right to ask for a copy of the information JET holds about you. If you would like a copy of the information held on you, please contact us in writing at the address above or email info@joneggingtrust.org.uk and see our Data Protection Policy for further details.

YOUR RIGHTS

The GDPR provides you with the following rights:
1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision making and profiling

If you wish to exercise any of these rights, please contact our Data Protection Lead in writing at the address above or by emailing info@joneggingtrust.org.uk

LINKS TO OTHER WEBSITES

Our website may contain links to other websites of interest. However, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

This policy was last updated on 05/06/2018