Charity Escapes Privacy Notice

Charity Escapes is fully committed to compliance with the requirements of the Data Protection Act 2018 and all other data protection legislation currently in force. The Regulation applies to anyone processing personal data and sets out principles which should be followed and gives rights to those whose data is being processed.
This privacy notice tells you what to expect us to do with your personal information when you make contact with us or use one of our services.

In this Privacy Notice we’ll tell you:

• why we are able to process your information;

• what purpose we are processing it for;

• whether you have to provide it to us;

• how long we store it for;

• whether there are other recipients of your personal information;

• whether we intend to transfer it to another country; and

• whether we do automated decision-making or profiling.

Charity Escapes takes its responsibilities seriously and adheres to the Data Protection Principles as listed below.

When processing data we will ensure that it is:

• processed lawfully, fairly and in a transparent way

• processed only for the purpose that the data was collected for

• limited to what is necessary

• accurate and kept up to date

• kept for no longer than is necessary

• kept safe and secure

• only shared with other Organisations who can demonstrate compliance with the regulations

1. Our Contact Details
Charity Escapes is the controller for the personal information we process, unless otherwise stated.
There are many ways you can contact us, including our website, via Facebook, Instagram, post or email, as follows:

Name: Charity Escapes

Postal Address: Haylofts, 5 St Thomas’ Street, Newcastle upon Tyne, NE1 4LE.

Website: https://www.charityescapes.com/

Email: lucy@charityescapes.com

Telephone: 0191 3037837

Facebook Contact: https://www.facebook.com/CharityEscapes/

2. Collecting and processing your personal data

2.1 The type of information we have

Whether you’re a business wishing to donate prizes or a charity or fundraiser seeking prizes, we collect and process the following personal information:

• Your name and contact details (address, email address, telephone number)

• Company or charity

2.2 How we obtain your data and the purpose for collecting and processing it

Most of the personal information we process is provided to us directly by you for one or more of the following reasons:

• Enquiry about our services via the Charity Escapes website or Facebook pages

• When you text to opt in for marketing (We will only contact you with updates regarding GNRaffle.) We will not contact you via SMS for any other purposes.

• Via businesses who refer you to us

• Managing and providing services to you as part of your fundraising/ prize giving

Additionally, we may be passed your personal details (name, address, telephone number) from a charity or fundraiser and where you’re the prize winner. The purpose of us collecting this information is to provide you with your prize.

2.3 Lawful bases for processing

Under the current regulations we are obliged to advise you of our lawful bases or reason(s) for processing your information.  In most cases, this will be in order to fulfil the obligation of our service/contract with you, as set out in our Terms of Service.

Other lawful bases which we rely upon for processing your data are:

• your consent, for example, in respect of placing cookies on your devices or for marketing purposes;

• our legitimate interests, for example:

- to improve our services;

- to conduct web analytics;

- to administer and protect our business, website and social media profiles;

- for the prevention and detection of fraud and spam; and

- for the establishment, exercise and defence of legal claims.

2.4 What we do with the information we have

We only collect and process personal data that is necessary and which is used for the following reasons:

• Set up your charity or fundraising account with us

• Receive and respond to any query you may send us via email or Contact Us on our website

• Notify you of events/ prize auctions

• We may from time to time send you an email of our latest products and services.

2.5 How we store your information and for how log

We securely store all your data in the Charity Escapes website or our internal systems.

• We store this for the duration of 18 months

• Details relating to any prize winnings are retained for 12 months in order to update the provider of the prize

• We may also retain certain data for as long as it is necessary for the purpose of protecting our business, and the establishment, exercise and defence of legal claims.

2.6 Third parties we share your data with

We share your data with third party service providers which we use to operate our business, for example, our website and businesses whom have donated the prizes. We have contracts in place with our suppliers to ensure that your personal data is protected.

We may also:

• disclose your personal data to our staff;

• disclose your personal data to our professional advisers (e.g. lawyers, accountants, auditors or insurers) who provide professional services to us;

• disclose and exchange certain information with law enforcement agencies and regulatory bodies to comply with our legal obligations; and

• share some personal data with other parties, such as potential buyers of some or all of our business or during a re-structuring.

• The recipients of the information will be bound by confidentiality obligations.

We will not share your information with any third parties for the purposes of direct marketing.

2.7 Joint controllers

In order for prizes to be redeemed we share either your fundraising, prize giving or prize-winning details with other third parties who are classed as joint controllers under the regulation. This is because they decide what and how your data is processed. These third parties are the businesses who have donated the prizes in question.

Details of the payment company processing arrangements are explained in their privacy notices, which can be accessed via the above web links.

Any questions you have in relation to how your data is used to process redemption should be made to the relevant payment company.

2.8 Social Media

We have a Facebook page where our staff have administration access in order to moderate the pages, on our behalf and as such, they have access to all information shared on our Facebook pages and at times will decide how to we manage it. For example, if you send a message via our Facebook pages that needs a response from us, we may process it in our case management system as an enquiry or a complaint.  

Charity Escapes fully complies with Facebooks ‘pages, groups and events’ policy, ‘Data Privacy’ Policy, ‘Community Standards’ and their ‘Terms and Conditions’.

As owners and administrators of the Charity Escapes Facebook pages, we collect your data as follows and for the purposes as set out below:

• Name

Any posts you make to these pages will be available to view by anyone in the public domain.

Under the general terms and conditions of Facebook, you are able to remove any of your posts at your free will and at any time. Charity Escapes cannot be responsible for any content that you have posted and which is subsequently shared by other members of the page.

When interacting with Charity Escapes through the Facebook social media platform, we suggest you also familiarise yourself with Facebooks:

• Privacy policy https://www.facebook.com/about/privacy/

• Community Standards https://www.facebook.com/communitystandards/

• Terms and Conditions https://www.facebook.com/legal/terms

3. Data Subject Rights

3.1 Your data protection rights

Under UK data protection law, you have rights including:

1. Your right of access - You have the right to ask us for copies of your personal information.
2. Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
3. Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
4. Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
5. Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances.
6. Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at lucy@charityescapes.com if you wish to make a request.

3.2 How to complain

Should you not be entirely satisfied with any aspect of how we have used your data, you can also complain to the ICO at the following address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113