Last updated: 22 May 2018

We take your privacy seriously

The Jennie Marsh Trust (JMT) is a Christian charity that supports projects in sub-Saharan Africa and the UK.

We value the relationships we have, and we thank God for the partnership we enjoy with our supporters and beneficiaries. We are very grateful for the support we receive in prayer, donations, time and energy.

We take personal privacy seriously and we seek to be transparent, responsible and respectful in the way that we use personal information.

Where we communicate with our supporters, we aim to do so efficiently and in ways that they would expect.

Like most organisations, we need to handle ‘personal information’ to do our work. All we mean by ‘personal information’ is a way of speaking about any information about you, that is either linked to you or could be used to identity you.

So, in our situation, that could mean your name and contact details, details of any donations that you have made to us, or how you have engaged with our emails or website, for example.

Perhaps the most obvious thing for which we use ‘personal information’ is to keep in touch with people.

We do this in two main ways:

  • If you support JMT or have expressed interest in our work, or we think that you might be interested, and we have your postal address, we may send you information about what we are doing by post. If you want us to stop doing this, you can contact us at any time.
  • If you have given us your consent, we may also send you emails about our work. You can stop receiving these at any time, either by clicking the ‘unsubscribe’ link at the bottom of every email, or by contacting us.

You can also visit our website to find out more about our work.

We want to offer you a good service, so if you want to update your contact details (e.g. email or postal address) or change the way that we communicate with you, please get in touch.

You can contact us:

This rest of this page explains more about how we use personal information but if you have any questions, please contact us.
 

 

Contents

Whose personal information do we use?
What do we use personal information for?
What personal information do we use?
How do we collect personal information?
Do we share personal information with others?
How long do we keep personal information?
How do we keep personal information safe, and where is it stored?
How do we keep you informed about your privacy?
On what basis do we use personal information?
What rights do you have?
How do you complain?
What about our email updates, and the use of personal information?
What about our website, and the use of personal information?
Do we use cookies on our website?
What third-party service-providers do we use?


 

Whose personal information do we use?

We may hold some personal information about you, if:

  • You have asked us to keep in touch with you and tell you about our work
  • You have donated to us
  • You have purchased something from us (e.g. our Christmas cards)
  • You have expressed interest in JMT, or we think that you might be interested in JMT
  • You have benefitted from our work (especially if you have received a grant from us)
  • You visit our website

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What do we use personal information for?

We use personal information in various ways, including:

  • Keeping in touch with our supporters (i.e. those who have expressed interest in JMT and / or have supported us in some way)
  • Approaching those whom we think might be interested in JMT
  • Processing and saying thank you for gifts
  • Promoting and reporting back on our work (e.g. we might feature people we have supported in a newsletter)
  • Dispatching Christmas cards and other items
  • Maintaining accurate records and accounts (e.g. if we make a grant to you, or you make a gift to us)
  • Operating and improving our communications (website, email and postal mailings)
  • Complying with our legal obligations

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What personal information do we use?

  • Name and contact details: For most purposes, we need people’s name and contact details. These contact details usually include a postal address and / or email address, and sometimes a phone number.
  • Interests, preferences and permissions: We may record and use information about what areas of our work you may be most interested in, and about how you would like us to contact you (including any permissions you have given). We may also make a note of previous action that you have taken (e.g. if you buy our Christmas cards) so that we can tell you about similar opportunities in the future.
  • Donation details: If you’re kind enough to donate to us, we will record and use information about your giving (e.g. amount, date, frequency) and your Gift Aid status. In some cases, we may record and use bank details (e.g. to help setup and check a Standing Order arrangement). We do not hold credit or debit card information.
  • Other contributions: If you help to promote JMT or raise funds, we may ask if we can feature you and your contribution in our communications (e.g. if you run a marathon for JMT). If so, we may hold and use testimonials, image and video material.
  • Recipient details: If you receive a grant from JMT, then we may hold and use your bank details and other information to process the grant and keep proper records. If you benefit from JMT’s work, or are connected with a group that does, we may ask if we can feature you in our communications. If so, we may hold and use testimonials, image and video material.
  • ‘Usage’ information: If you receive our emails or visit our website, we may hold and use some information about how you engage with our emails or website. This helps us to operate and improve these communication platforms, and you can find out more below.

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How do we collect personal information?

We collect and record personal information (i.e. information about you and your relationship with us) in various ways, including:

From you:

  • You may give us information directly – for example, if you write, call or email us asking for more information about JMT and you give us your name and address, or you contact us say that your address has changed
  • You may give us information indirectly – for example, if you donate to JMT via JustGiving or Stewardship, those organisations may pass on your name and contact details if you want them to

From observing your interactions and relationship with us:

  • We may keep a note of our actions – for example, if we send you a receipt or thank you letter for a gift
  • We may keep a note of your actions – for example, if you hold a sponsorship event in support of JMT, or you send us a donation
  • We may also collect some information electronically – for example, when we send emails via Mailchimp, we may receive some information about how you engage with our emails, and if you visit our website, we may collect some information about your visit (although this is not usually linked with your name). This can help us improve the service we offer you and others. You can find out more about this below

From other sources:

  • We may sometimes use other sources to gather information – for example, if we have a query about a donation and don’t have a telephone number for you, we might try to find one from a directory; Or we might notice something from a public source that makes us think that you could be interested in JMT’s work

We may collect personal information in person, using paper forms, over the telephone, via email, online, or using other means. To help us collect information, we may use systems provided by other organisations (e.g. we may use Mailchimp to enable you to sign up to receive our emails). Where these services have been commissioned by us, we have agreements in place to protect your privacy.

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Do we share personal information with others?

We don’t sell or rent your personal information to anyone else. In certain narrowly-defined circumstances, we may share some personal information:

  • Third-party providers: We use a small number of third-party organisations to help us operate. For example, we use Mailchimp to send emails to supporters about our work. To enable this, we share some personal information (e.g. name and email address). When we do this, we continue to control the information, and we have robust agreements in place to protect against unauthorised use or disclosure.
  • Promotion of our work: If you benefit from our work (e.g. receive a grant) or contribute in a certain way (e.g. run a marathon), then we might want to tell others about you and what you have done, or about how you have benefitted. But we would only do this with your permission.
  • Legal or regulatory obligations: In some circumstances, we may share personal information if need to comply with legal or regulatory obligations. For example, we might need to demonstrate to HMRC that we are claiming Gift Aid legitimately.

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How long do we keep personal information?

That depends on what the information is and why we have it. We keep information in line with our data retention policy.

We hope to have long term relationships with our supporters and beneficiaries, and be in regular contact. If you are a supporter or beneficiary then we’ll keep and use your personal information whilst the relationship is active.

If the relationship becomes inactive, we may keep the information for a time, in case the relationship is reactivated. If you ask us to stop contacting you, we may need to keep some information so that we can honour your wish.

There is some information that we have to keep for certain periods of time. For example, if you make a donation to us we need to keep records for a certain period of time.

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How do we keep personal information safe, and where is it stored?

We take steps to protect the security of your personal information, and regularly review our approach.

If you want to make online donations, we point you to well-known providers through whom you can support JMT’s work. These include Just Giving and Stewardship. They use encryption technology to help protect your transaction. Since your transaction is with them rather than with us, however, you should check their privacy and security policies if you are concerned as we are not responsible for them.

When we use other organisations to help us provide services (e.g. Mailchimp for sending emails, Liquid Web for hosting our website), some of your personal information is transferred outside the European Economic Area (EEA). We only use these services, however, because there are robust agreements in place with these providers, ensuring appropriate protection of your personal information.

We should also remind you that no internet communication or internet-connected storage can ever be guaranteed to be completely secure.

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How do we keep you informed about your privacy?

We regularly review our approach to privacy and the use of personal information, and will keep this page on our website up to date. If we make any changes that are likely to have a significant impact on your privacy, we may email you (if we have your permission) or include information in a postal mailing, to keep you informed.

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On what basis do we use personal information?

To hold and use personal information, we need to identify a lawful basis for doing so.

In most cases, we hold and use personal information because it is in our legitimate interests to do so. Our legitimate interests include making people aware of our work, encouraging people to support our work (including financially) and where appropriate to benefit from it, keeping in touch with those who support us, and understanding how people relate to us so that we can improve our work.

In determining whether an activity is justified by our legitimate interests, we consider various things including the impact of the activity on people’s privacy.

For general communications with our supporters sent by post, we rely on legitimate interests.

For general communications with our supporters sent by email, however, we rely on consent. We will only send you general emails promoting and reporting back on our work if you have given us explicit permission to do so.

Some of our activities, rely on a different lawful basis. For example, we keep information about Gift Aid status on the basis of legal obligation, and if, for example, you purchase Christmas cards from us, we’ll send them to you on the basis of fulfilling a contract.

If you would like more information about the lawful basis for our activities, please contact us.

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What rights do you have?

Under data protection legislation, you have various rights, including the right to see what personal information we hold about you.

From 25 May 2018, you have a number of rights including:

  • To be informed about how we use your personal information.
  • To see what personal information we hold about you and know how it is used.
  • To correct inaccurate or incomplete information that we hold.
  • To ask us not to use your personal information in certain ways. For example, you can ask us to stop sending you our postal mailings.
  • To ask us to delete your personal information if we have it.

You also have other rights, including the right to complain. You can find out more about your rights here.

There are some circumstances in which these rights don’t apply. If you wish to exercise any of these rights, please contact us. We usually need to comply with your request within one month of receiving it. We may need some information from you to ensure that we can identify you.

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How do you complain?

We try hard to protect and respect your privacy so we really hope that you don’t have cause to complain. But if you are unsure or unhappy about something, please contact us.

You also the right to complain to the Information Commissioner’s Office (ICO). You can complain to the ICO without contacting us first, if you wish.

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What about our email updates, and the use of personal information?

If you have given us your consent, we may send you emails about us and our work. You may remove your consent at any point. You can do this by clicking the ‘unsubscribe’ link at the bottom of the messages that we send, or you can contact us.

We currently use Mailchimp to send emails. To do this, we share personal information with Mailchimp, including your email address. You can read more about this on Mailchimp’s website.

We may use your personal information to determine which email messages to send you. We may also record some information about how you engage with our emails. For example, via Mailchimp, we may gather information when our emails are opened, or links within them are clicked. This information helps us to understand how people interact with our emails and enables us to improve our service to you and other people. It also helps us to better understand our relationship with you, so that we can serve you better.

To gather this information, Mailchimp may use a tiny image link in the email message and use URL redirections. These are industry standard methods, and you can read more about them in Mailchimp’s privacy policy.

External links

If you click on a link in one of our emails that takes you to a website that is not operated by us, then your use of that that site (and any information that is collected from you or about you) is governed by that website’s privacy policy and is not our responsibility.

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What about our website, and the use of personal information?

Our website (www.jenniemarshtrust.org) is hosted by Liquid Web, and maintained for us by ninefootone. These organisations may have access to information provided by you through our website, and to information collected about your visit to our website. Our agreements with them govern what can be done with this information.

Information provided by you

If you visit our website, you may choose to submit information to us via the ‘contact us’ form. This information will be transmitted to us but it may not be encrypted in the process so you should be careful about what information you submit. For example, please do not transmit any financial information in this way. We treat information submitted via our webform in the same way as information that we receive via other means (e.g. by email), in accordance with the principles that we have set out above. A copy of the information that you submit may be kept on the web server. Keeping a record of this information in this way, can help us if there is any problem with the information reaching us. If you would like to know what happens to this record, please contact us.

Information collected about your visit

Like other websites, when you visit our website, we (and others) collect some information about your visit.

This is often called ‘usage data’ and refers to information about how our website is accessed and used. It may include information such as your internet browser type (e.g. Google Chrome), browser version, your Internet Protocol (IP) address, the date and time of your visit, which pages you visited and how you arrived at the website.

We (and / or our suppliers) may use this information to:

  • Operate the website and improve your immediate experience of it (for example, on some parts of the website we might use larger text if you are using a small screen such as a mobile phone)
  • Analyse how people arrive at our website and what action they take, so that we can make the website easier to use and improve people’s experience in the future
  • Protect our website and the information contained

Certain information (such as your IP address) is needed by the web-server to provide the web pages that you have requested.

Information such as the browser and the type of device that you are using can help us to provide web content to you in the best format.

‘Usage information’ may be stored in log files on the web server, as this may help to troubleshoot problems, and improve the security and performance of the website in the future. If you would like to know more about what happens to this information, please contact us.

Cookies

We also use cookies on our website. Cookies are small computer files that may contain data such as an anonymous, unique identifier. Cookies are sent to your browser from a website and stored on your device. These cookies may be set by us, or by third-parties that we use to provide you with content (e.g. to play a video).

The cookies we have identified on our website include:

  • X-Mapping-[8 random characters]: This cookie is used to optimise the delivery of web pages (load balancing)

Additional cookies may be set if you log in to our website. Only website editors log in to our website however and they will be informed in other ways.

Third-party cookies and tracking technology

Where we ‘embed’ content hosted by another organisation (e.g. if we ‘embed’ a video that is hosted by YouTube, so that you can watch it on our website), then it is possible that those third-party organisations will use cookies or other tracking technology to provide this functionality and / or for their own purposes (which may include tracking and analytics). In this scenario, we don’t control how these organisations use this technology, and you should their privacy policy for more information.

Controlling cookies and tracking technology

You can find out more about cookies and how you may be able to disable them, here: http://www.allaboutcookies.org/

You can disable various tracking technologies and opt out of the collection and use of information for advert tracking. You can find more information about this at http://www.aboutads.info/choices or http://www.youronlinechoices.eu/

Our collection of ‘usage data’

We do not knowingly attempt to match any of the ‘usage information’ that we collect on our website, with your name or contact details.

External links

If you click on a link on our website that takes you to another website, then your use of that that site (and any information that is collected from you or about you) is governed by that website’s privacy policy and is not our responsibility.

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Do we use cookies on our website?

We use cookies to help us operate our website. You can read more about the cookies and tracking technologies that you may encounter on our website here.

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What third-party service-providers do we use?

As explained above, we use some third-party organisations to help us achieve our aims and provide the services that we do. Their use of your personal information is governed by our agreement with them and by their own privacy policy. You can read relevant privacy information by clicking on the name of the provider below.

The more significant providers that we currently use include the following. Also included are two services through whom you can make a donation to JMT (JustGiving and Stewardship). We sometimes point people to these organisations but if you make a donation using their services, your transaction is with them, and so you should check their privacy policy if you have questions about how they will use your information. You can make a donation to JMT without using these services if you wish – please contact us for more information.

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