How we use your information
This privacy notice tells you what to expect when The Coracle Trust collects personal information. It applies to information we collect about:
- visitors to our website
- people who use our services, eg who receive our e-newsletter or group specific meeting information
We hold your data to enable you to be informed of the relevant articles, news, events, activities or services of the Coracle Trust. Such content is not deemed to be sensitive or private. We do not pass on your personal data beyond the Trust and would not do so without your permission. You can unsubscribe from our mailchimp based e-newsletter list at any time or have your data from our mailchimp list removed at any time, by contacting the Trust by emailing email@example.com or by sending a letter to the address below.
We hold your data because it is necessary for us to do so, to fulfil our purpose in running and communicating with groups, providing organisational updates and making publicly available a large body of reflections related to supporting transitions in life and faith – these we deem to be our legitimate interests - and for others we hold your data because you have given us consent to do so (which you may withdraw at any time). These are our lawful bases for processing personal data.
Visitors to our websites
We use a third party service, squarespace.com, to publish our website. This site is hosted at squarespace.com. For more information about how squarespace processes data, please see Squarespace's privacy notice.
When someone visits www.coracletrust.org.uk we use third party service Squarespace’s Squarespace Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Squarespace to make, any attempt to find out the identities of those visiting our website.
We use a third party provider, mailchimp, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see mailchimp’s privacy notice.
Security and performance
People who donate to us
Name and address details are kept on Gift Aid declarations for the purpose of claiming tax from HMRC on donations received from donors paying sufficient tax to cover such claims. For donors where Gift Aid is not applicable personal data is retained with a view to express gratitude for such donations and then deleted after 2 years.
Employees and former employees
Personal data is gathered with a view to process salaries and communicate with the HMRC and pension providers. Personal data related to employees who have left the organisation are retained for 2 years and then deleted.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the one making the complaint and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint.
We usually have to disclose the identity of the one posing the complaint to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If the one posting the complaint doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
If you want to make a complaint about the way we have processed your personal information, you can contact us by emailing firstname.lastname@example.org.
Access to personal information
Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to the Coracle Trust for any personal information we may hold you need to put the request in writing to the address provided below and follow it up with an email too, to email@example.com.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need by letter or email.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us by the above means.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
How to contact us
If you want to request more information you can email us at firstname.lastname@example.org or write to:
The Coracle Trust
c/o Andrew and Kirsty Hook
16 East Preston Street