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Data Protection StatementZephTransparent

Zephaniah Trust Data Protection Statement

New data protection laws are coming into force, and as a charity, we are responsible for  making sure that we comply. One of the things we have to do is to be transparent about the data that we hold on our supporters or people we work with and how we use it.

What information do we hold?
We hold basic contact information for our supporters, including name and address, plus telephone numbers and email addresses where these have been given or received in the course of our work.

In addition, if you are or have been a regular giver we may hold a copy of your original standing order form,
containing your financial information. If you have ever given permission for us to claim gift aid on any of your
donations, we hold copies of your gift aid declaration, which by necessity includes your name and address.

If a child has attended an event, for example a holiday club or light party or is registered as a ZephKid, we hold
personal data including name, date of birth, gender, name and contact details of parent or carer, and details of
allergies or special needs.

How is the information stored?
The information we hold is held both in hardcopy and digitally. All hardcopy personal information is held securely. Digitally-held data is password protected.

How do we use your data?
If you have signed up to receive our newsletter, we use your personal data to send you our termly newsletter, and on occasion, other communications about events. These include general appeals for funds. In the case of email
marketing and fundraising communications, we can only use your details for this purpose if you have given explicit permission, under Article 6(1)(a) – Consent –  of the General Data Protection Regulation.

In addition, we may use your data in the following ways under Article 6(1)(f) – Legitimate Interests:

If you give us money, we will use your address to send you a thank you, and to process your gift in our accounts
program. If you gift aid to us, we will use your address to claim that gift from the government and to let you know how much we have claimed.

We rarely telephone our supporters, and we will never call you to ask you to give us money. Any calls will be for
administrative purposes only.

If you are a volunteer your details are kept as part of our safeguarding records. We will use your email address to communicate with you about volunteering opportunities and event organisation.

In the case of children, the data we hold is used to help prepare for events, ensure special needs are catered for, and, where permission has been granted, to invite children to future events. If there was a child safeguarding
concern, these details would also be used to inform the relevant authorities. Children registered as a ZephKid also receive a termly newsletter.

What don’t we do?
We don’t pass your data on to third parties, or employ a third party to carry out any communication on our behalf. Neither do we use the data that we hold to find out more about you, or to profile our supporters in any way.

What rights do you have?
If you no longer wish to hear from us, either by written or electronic means, you can contact us and ask to be
removed from our database or to opt-out of email communication. From that point, you should no longer hear from us, unless it relates to an ongoing financial commitment. For example, if you have given a gift-aided donation in that financial year, we would still write and tell you how much had been claimed on your behalf, as you may need this information for your tax return. You have a right to know what data we hold on you.