Privacy notice for donors and sponsors
OYT South is committed to maintaining the trust and confidence of everyone who has contact with us. We care about your privacy and want you to be confident in the way we use your personal information. We want you to know we are not in the business of selling, renting or trading the information you give us with other companies for marketing purposes. We just don’t do that kind of thing. This notice applies to you if you are a donor or sponsor of the charity.
This notice explains how we comply with the law on data protection; what your rights are; and for the purposes of data protection we will be the controller of any of your personal information.
We are Ocean Youth Trust South , a registered charity (no 1079959) and a private company limited by guarantee, incorporated and registered in England and Wales (no 3898084).
What personal information do you collect?
The personal information is normally provided by you and may include, but is not limited to the following:
- personal contact details that allows us to contact you directly, including name, title, email addresses and telephone numbers;
- records of your interactions with us such as telephone conversations, emails, facebook and other social media, our website and other correspondence and your instructions to us;
- any payment details you provide so that we can receive payments from you and details of the financial transactions with you
- 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.
- records of your attendance at any events hosted by us;
- images in video and/or photographic form;
- your marketing preferences so that we know whether and how we should contact you.
- Gift aid details
What do you use my personal information for?
The type and quantity of data we collect and use depends on why you have provided it.
We will only collect, use and otherwise handle your personal data:
- where you have consented to this for specified, explicit and legitimate purposes
- where this is necessary to fulfil legal obligations that apply to us
- where it is necessary for our legitimate interests relating to running our daily operations, as long as, in each case, these interests are in line with applicable law and your legal rights and freedoms.
We use your information:
- To administer the donation made by you
- To report back to you on the use of your donation and any work that we are doing that may interest you (only with your consent)
- To invite you to events that we may be hosting
- To publicise your involvement including the use of photographs (but only with your consent)
- To keep a record of your relationship with us
- To ensure we know how you prefer to be contacted
- To understand how we can improve our services, products or information.
We really appreciate it if you let us know if your contact details change, or you want to change how we contact you.
Do you do direct marketing?
A regular e-newsletter is our primary means of direct marketing. You will be given an opportunity to consent to receiving this. You can also unsubscribe from our marketing by clicking on the unsubscribe link in the messages we send to you.
Who do you share my personal information with?
- Any party approved by you
- Our accountants for the purpose of audit and preparing our Accounts
- Other service providers: for example, our newsletter distributor (but only with your consent and only for the newsletter); we use Office 365 for email and documentation retention. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information.
We will not share it with anyone else unless there is a legal or regulatory obligation to do.
The personal information we collect is not transferred to and stored in countries outside the UK and the European Union, except that we use Xero, Receipt Bank and Infoodle who store your personal information relating to accounting purposes in the US and New Zealand.
How long do you hold my personal information?
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 7 years after your last contact with us. Thereafter we simply keep your name and a record of when you last supported us, in order to avoid inappropriate future approaches, for twenty years unless you ask to be deleted.
What are my rights regarding my personal information?
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office. We are here to help and encourage you to contact us to resolve your complaint first.
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but our Data Protection Compliance Manager has overall responsibility for data protection compliance in our organisation.
In the event of any query or complaint in connection with the information we hold about you, please email the Chief Executive at email@example.com or write to us at Ocean Youth Trust South, 8 North Meadow, Weevil Lane, Gosport, Hampshire PO12 1BP
Ocean Youth Trust South’s full Data Protection Policy can be seen here.
Version dated 22nd February 2023