Personal information we may collect
When you make use of our services, send us donations, take part in a sponsored event, contact us, or interact with us in any other way, YMCA DLG may receive personal information about you, such as your name, address, telephone number, email address, debit/credit card or direct debit details. If you are a service user (client) we may collect additional information about you to enable us to provide you with the help, advice and support you need.
How we collect your information
We collect information when you complete forms on our website, at our events, by telephone, when you write to us or in person at any of our centres.
How we use your information
We will use your information in a number of ways, such as processing a donation that you have made, sending you information about our work and how you can continue to support YMCA DLG, or responding to correspondence you have sent to us.
Our legal reasons for processing will vary depending on why we have collected your data but will be primarily be one of the following:
- Legitimate interest e.g. fundraising activities by post
- Legal obligation e.g. supplying information about Gift Aid to HMRC
- Consent e.g. fundraising appeals via email
- Contractual e.g. because you are user of one of our services
If you give us donations we may analyse the personal information we collect about you and use publicly available information to aid our understanding of our supporters, understand the level of potential donations, and to profile supporters into categories. We do this in order to customise the information and appeals we send to ensure we work in the most cost-effective way and only send information which is appropriate to you.
You have the right to let us know at any time if you want to change how you hear from us or advise us if you no longer wish to receive any further communications from us by contacting firstname.lastname@example.org
Disclosure of your information
We will keep your personal information confidential and will not disclose it to any third party without your consent, unless we are obliged to do so by law.
We sometimes use third parties to process your information on our behalf (for example, to process a donation). However, we have agreements in place with them to ensure we keep your information secure and not to use it for their own business purposes.
The third parties we may share data with are HMRC (to administer gift aid), Justgiving (to process donations), Mailchimp (to send out bulk emails), Eventbrite (to administer event bookings) and Credit G (to administer collection of rent arrears).
YMCA DLG does not sell its mailing lists of clients or donors and will not share your data without your express permission other than for the specific activities listed above.
If you are a user of one of our services, we will use the information you give us to provide you with a service, or for other closely related purposes (for example, we might use your personal details to contact you to find out if you are happy with our support and help).
As a service user you will be given a privacy notice that gives more details about how we use and share your data when you first give your details to a member of staff. Our legal reason for collecting your data as a service user is to perform a contract with you.
Accessing and updating your personal information
You can ask us what information we hold about you by contacting us.
Write to YMCA DownsLink Group, Reed House, 47 Church Road, Hove BN3 5BE; call on 01273 222550 or email our Data Protection Officer email@example.com with your request.
Please also help us to keep your information up to date by letting us know of any changes using the contact details above.
How long will we keep your data?
How long we keep your information collected depends on the context in which you provided it.
If you are a donor or supporter:
We will keep your data for as long as you’re regularly making donations; if we haven’t heard from you or received a donation for 2 years your data will be securely destroyed.
If you are service user:
Many of our services will not keep your information longer than 5 years after you have last used a YMCA DLG service. Some of our services (for example our wellbeing services) will keep your information for longer. Your worker should be able to let you know about how long we keep client data for.
Safeguarding records and reports on any serious incidents are kept for up to 35 years before being securely destroyed. This is because some of our children and young people ask for them later in their lives.
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Third party websites
Any changes to this policy will be posted on this page, so please check back from time to time.
Complaints and queries
If you wish to make a complaint please email firstname.lastname@example.org
This website is owned and operated by YMCA Downslink Group, Reed House, 47 Church Road, Hove BN3 5BE. Contact us here.