At Borne we are committed to protecting your personal information and being transparent about what we do with it.
We promise to use your personal information in accordance with the law and not do anything with it that you wouldn’t reasonably expect. If you have any questions, concerns or feedback, don’t hesitate to call us 07821 681 058 or email firstname.lastname@example.org.
What information we collect about you
We collect your personal information when you interact with Borne. This could be when donating or making a pledge, purchasing an auction prize, sending an email, making an enquiry, visiting our website, applying for a job, participating in an event or signing up to a newsletter or campaign.
We usually collect your name, postal and email addresses, and your phone number. We may also collect your date of birth, your social media handles and other personal information that you have chosen to share with us. If you are supporting us financially, we will collect your bank details.
We may also receive or collect information about you from other sources, including public sources.
Our legal basis for collecting and using your information
At Borne, we pride ourselves on building strong, close relationships with our supporters. We provide them with a bespoke service based on their interest in prematurity research and our charity.
We primarily communicate with Borne supporters and collect their information based on legitimate interests, as per the General Data Protection Regulations (GDPR).
When using legitimate interests as our legal basis, we conduct a balancing exercise between Borne’s interest (advancing research into preterm birth) and the rights of our supporters and what they can reasonably expect us from us.
Unless specified otherwise, the processing activities in this privacy notice are conducted under legitimate interests.
If you have any questions or wish to update your communications preferences, get in touch with us: email@example.com.
In some circumstances, we communicate with Borne supporters when they have consented to this for a specific, explicit or legitimate purpose. For instance, we occasionally send out emails about our pioneering research into preterm birth and our fundraising appeals.
If you donated to a fundraising campaign and agreed to receiving more emails, we may send you information about the campaign’s impact and other ways to get involved.
We will never send these emails without your consent and you can withdraw your consent at any time by clicking on the “unsubscribe” link in the footer of the emails we send.
Legal or contractual obligations
Finally, we communicate with Borne supporters when it is necessary to fulfil our legal or contractual obligations.
We will always ensure that we have a legal basis to use your personal information.
If you have any questions or wish to update your communications preferences, get in touch with us: firstname.lastname@example.org.
How we might use your information
Depending on how you interact with Borne, we may process your information and contact you in different ways. See the five categories below:
1) Borne supporters
Process your donation or purchase
When you donate to Borne, we will use your payment and contact details, payment amount, date and time of payment to process that payment and take any follow-up administrative action needed (for example, sending a receipt).
If you include Gift Aid with your donation, we will ask for your address and UK taxpayer status as required by law. Read more about how Gift Aid works. We need this information to fulfil our obligations under tax (sections 413 to 430 Income Tax Act 2007) and charity law.
Information associated with Gift Aid declarations must be retained for 7 years. This information will be shared with HMRC for tax regulation purposes. It may be shared with the Fundraising Regulator and the Charity Commission in the event of an enquiry or investigation.
Manage events you are attending
If you take part in one of our events, we will use your information to manage the event safely and efficiently. We may also ask about your accessibility needs to make sure our event is inclusive, in line with the Equality Act 2010.
If you take part in an event organised by an external party or donate through a processor like JustGiving, they may share your information. We may use it for marketing purposes if you have given your consent.
Respond to enquiries
If you contact us with a question, comment, compliment or complaint, we will keep a record of this correspondence and any associated documents in the event of a follow-up, dispute or investigation.
Share marketing and fundraising materials with you
We occasionally send information about our activities and their impact, our events and fundraising appeals, and other ways to get involved with us.
You can expect to receive marketing materials:
- By email only if you have agreed for us to do so. If you donate to us online (via JustGiving or Virgin Media) or use one of our contact forms, you will be asked if you would like to receive marketing materials from Borne. You may also sign up through our website.
- Sometimes by post or by phone unless you have asked us not to. If you donate by post or over the phone, for instance, you may receive marketing information via these channels without having explicitly opted in. We choose to do this after conducting a “legitimate interest assessment” to decide whether it would be fair and reasonable to send you this information. The assessment weighs up the legitimate interest of the charity (funding research into preterm birth) and your rights as an individual.
You can change your communication preferences at any time by getting in touch with us. If you receive our e-newsletters, you can use the unsubscribe link in the footer.
If you ask us not to contact you, we will keep basic information about you on our suppression list to avoid sending you unwanted materials in the future.
Target our communications and research our supporters
To make sure we are spending your donations wisely, we conduct some research and analysis to inform our decisions. To work out who to contact, what to say and when to get in touch, we carry out the following activities:
We analyse how emails are opened and read. We track which emails have the highest response rates, how often they have been opened, and how many links have been clicked on. Although we look at broader trends to improve our email communications, opens and clicks can be attributed back to individual supporters. We may tailor our email communications based on emails you’ve opened or links you’ve clicked.
We segment. We analyse information such as how you were introduced to Borne, your interests and postcodes of supporters, and whether donations have been given regularly, to tailor our communications to you, and improve your supporter experience.
We analyse our supporter base to send different communications to people who might choose to give higher donations. We use publicly available records to identify people who can support us with a larger gift. These may include the electoral roll, land records, ‘rich lists’, Who’s Who publications and Companies House records. We may also collect information on your interests, for example board memberships, hobbies, or articles about you in newspapers or magazines. Find out more about our sources. We use this information to tailor our communications and invite potential supporters to meetings, groups and events which may be of interest to them.
We find other people like you who might like to hear from us. We may use your email address to find more people like you, so that we can grow our supporter base. We use third party services to do this which you are likely to be familiar with, including Google, and public pages of Facebook, Instagram, Twitter and LinkedIn.
Record information that you may not have given to us directly
We may add information from publicly available sources to your record. This may include your telephone number, address related information, information from death register, age or the information mentioned above. We use this information to tailor our communications with you.
Notify you of changes to policies
If we make significant changes to our policies which may affect you, we will inform you of the changes.
Enforce and comply with the law
We may need to share or use your personal information if we are required to do so by law – for example, in response to a warrant or court order.
We may use information from other sources to prevent fraud – for example, to comply with money laundering regulations, or to protect people’s rights, property or safety.
If certain levels of donation are made, the Fundraising Regulator’s Code of Fundraising Practice requires all UK charities to perform checks. More details can be found at www.fundraisingregulator.org.uk.
2) Job applicants & employees
Your CV, covering letter and application form will be used to short-list candidates for interviews and to select the final candidate for the role.
During recruitment, we perform checks on your identity, your right to work in the UK, your eligibility to work with vulnerable people and your past employment references. If your application is successful, this information will form part of your personnel file.
We keep the personal information of unsuccessful applicants for 6 months after the end of the application process in case of any follow-up, unless a candidate requests that we keep their details for longer. We keep anonymised statistical information like ethnicity, sexuality and disability to ensure that our recruitment is inclusive and not discriminatory.
If we are required by law to share your information, (for example; in response to a warrant or court order), we will do so.
3) Photos & stories
At Borne, we collect a wide range of materials to raise awareness and money for our research into premature birth. These can include taking photographic images (moving and still), shooting videos or recording subjects in audio or written format.
We then may turn these images and personal information (such as name, where appropriate) into case studies to tell the story of our research and support our fundraising activities.
We will never do this without your explicit consent. As many of the stories we tell involve children, we always seek consent of the parent(s) or guardian. If the child portrayed is above the age of 14, we try our best to seek their consent.
We keep these materials for up to 5 years from the moment you sign the release form, unless you ask us to keep for a shorter period.
Once the materials expire, we will stop using them in our marketing materials and remove them from our database. They may however still be available on older parts of our website or social media. In some cases, we may reach out to renew consent.
You have a right to access the stories we tell about you. If you would like to know how we have used your story, or if at any point you no longer wish for us to use it, please get in touch: email@example.com.
We log the IP address of the computer you are using to protect our servers against abuse and malicious activity. The logs are deleted every 30 days.
5) Social media
At Borne we use social media to engage existing donors and supporters and identify potential new ones. We are active on Facebook, Instagram, Twitter, LinkedIn and YouTube.
Depending on your settings or the privacy policies for these services like Facebook, WhatsApp or Twitter, you may give us permission to access information from those accounts or services.
If you are concerned about the use of your personal information on these services, we recommend that you read their privacy policies and update your settings.
Who we share this information with
We promise to make all reasonable efforts to keep your details secret and will only share them with suppliers or professional agents working on our behalf, for example our CRM system, Donorfy. We carefully select these partners and will only share information with them if we are confident that they will protect it, and we have a contract in place with them that assures this.
Borne will never share with or sell your personal information to any third party for marketing purposes. We will never share your details with other organisations to use for their own purposes, unless required to by law.
Some third-party organisations collect information on our behalf as well as for their own use. We may receive your personal details from them for marketing purposes if you have consented to this, for example on Just Giving or Virgin Money Giving. Please read these organisations’ own data protection and privacy policies before signing up.
How we keep your information secure
How long we keep your information
We hold your information for a period of up to seven years from the end of your relationship with the charity. In some circumstances, this will be shorter, e.g. information related to unsuccessful job applications is destroyed after one year. In some circumstances, this will be longer, e.g. pension information of former employees.
Borne takes the care of your information seriously and protects your personal information in a range of ways including secure servers, firewalls and SSL encryption. We follow payment card industry (PCI) security compliance requirements when processing credit card payments. We operate a policy of restricted, password controlled, access to any of your information which is stored on our systems.
Transfer of personal information outside of the EEA
Countries outside the European Economic Area (EEA) have different approaches to data privacy laws, and enforcement may not be as robust as within the EEA.
Organisations we work with who process personal information in the USA have verified their data processing standards meet the EU-US Privacy Shield, which sets out clear safeguards and transparency responsibilities for US-based organisations processing personal information from EU citizens.
We occasionally gather photos or stories about children who were born prematurely and will always ask for consent from a parent or guardian to collect and publish this information.
All Borne events will have clear rules on whether children can take part. We will manage the collection of information based on each event, with appropriate safeguards in place.
Under the General Data Protection Regulations (GDPR), you have the right to:
- Receive the information contained in this policy and our data collection forms about the way we process your personal data (Information right).
- Know that we are processing your personal data and, in most circumstances, to have a copy of the personal data of yours that we hold. You can also ask for certain other details such as what purpose we process your data for and how long we hold it (Personal Data Access Right).
- Request that we correct inaccurate data or complete incomplete data that we hold on you (Personal Data Correction Right).
- In certain circumstances you may request that we erase your personal data held by us (Personal Data Erasure Right, also known as the Right to Be Forgotten).
- Restrict the way we process your personal data in certain circumstances, for example if: you contest the accuracy of the data, if our processing is unlawful, to pursue legal claims, where we are relying on legitimate interests to process data (Personal Data Restriction Right).
- Object to us processing your data for (i) direct marketing purposes (ii) scientific or historical research or statistical purposes and (iii) purposes of profiling related to direct marketing or based on our legitimate interests or on the performance of a task in the public interest (Data Processing Objection Right).
- Receive a copy of certain personal data or to have it transferred to another organisation in some circumstances (Data Portability Right).
- Withdraw consent at any time. Where we use your personal information based on your prior consent, such information about your health, or where you have given us permission to send you marketing communications, you can withdraw your consent at any time by contacting us.
For more information about your rights, please visit the Information Commissioners’ Office.
How to access and update your information
At Borne, we are dedicated to giving you the best experience. We are currently working on a solution that would allow our supporters to easily review and update their communication preferences themselves. In the meantime, we would be happy to help with your request to access and update your information.
You can request copies of all the information we hold about you, otherwise known as a Subject Access Request, by getting in touch at firstname.lastname@example.org or 07821 681 058.
You can also write to us:
315-317 New Kings Road
London SW6 4RF
Equally, please let us know of any changes to your personal information or if you would like to update your communications preferences.
This policy was last updated in May 2018.
We may make alterations from time to time. If we change anything major, we will make this clear on the Borne website or communicate it to you directly.