Information you provide to us and how we use it
We may collect personal information from you as detailed below:
- When you submit expression of interest and application forms to us in order to apply for a grant from the Charity, we will collect your name and email address;
- If you are awarded a grant, you will be required to submit regular reports on the use of the grant and the reports may contain names and ages of beneficiaries, as well as special category personal data such as health, race and ethnic origin. Where you are providing us with personal data of your beneficiaries, you must ensure that you are providing this information in compliance with data protection laws as in force from time to time within your legal jurisdiction (ie you have obtained their consent where necessary).
- If you make a donation to us, we will collect your name and residential address;
- When you correspond with us (for example, if you contact us with a query), or if you contact the Charity by telephone we may collect personal information from you. Please note that phone calls may be recorded for security, training and development purposes;
- If you choose to interact with the Charity via a social media platform or other third party service, we will collect the information you have provided to us through that platform; and
- We also collect certain information automatically about visitors to our Platform, described in the section headed “Cookies and other information that we automatically collect”, below.
We will use the information we collect from you to:
- Manage our accounts and records;
- Process applications, issue grants and communicate with you throughout;
- Monitoring of grants, and use of reports as examples of charitable activities and success stories in promotional material;
- Process the donation and claim Gift Aid (if applicable);
- Deal with your enquiries and requests;
- Send service related communications, including announcements and administrative messages, if applicable;
- Send you marketing communications (including e-mails and social media audience matching) relating to us and other third party partners and that we think may be of interest to you where we have a legitimate basis to do so (please see the “Your choices” section below for further information about how you can control these updates);
- Conduct market research so that we can continuously improve the services we provide; and
- Understand how our Platform is used so that we can continuously improve the Platform.
Where you have agreed to a particular use of your information, we process it on the basis of your consent. You may withdraw that consent at any time (for example, for us to send you marketing communications) by contacting us (see the section headed “Contact us” below). We also process your information where this is necessary for the performance of a contract with you (or to take steps to enter into a contract with you) or where it is necessary for our legitimate interests of operating, protecting and furthering our charitable purposes.
Cookies and other information that we automatically collect
What is a cookie?
Cookies are text files, containing small amounts of information, which are downloaded to your computer or mobile device when you visit a website or mobile application. They are used to recognise your computer as you move between pages on a website, or when you return to a website or mobile application you have visited previously. Cookies are widely used in order to make platforms work, or to work more efficiently, as well as to provide information to the owners of the platform.
There are two broad categories of cookies:
- First party cookies, served directly by the Charity to your computer or mobile device. They are used only by the Charity to recognise your computer or mobile device when it revisits our Platform.
- Third party cookies, which are served by a third party service provider on our Platform, and can be used by the service provider to recognise your computer or mobile device when it visits other platforms. Third party cookies are most commonly used for platform analytics or advertising purposes.
Cookies can remain on your computer or mobile device for different periods of time. The Charity uses both ‘session cookies’ and ‘permanent cookies’. Session cookies exist only while your browser is open and are deleted automatically once you close your browser. Permanent cookies survive after your browser is closed, and can be used to recognise your computer or mobile device when you open your browser and browse the internet again.
What cookies does the Charity use?
The Platform serves only the following types of cookies to your computer or mobile device:
Type of Cookie: Cookies necessary for essential purposes
Purpose: These cookies are essential to provide you with services available through this Platform and to use some of its features, such as access to secure areas. Without these cookies, services you have asked for, like transactional pages and secure login accounts, would not be possible.
Type of Cookie: Functional Cookies
Purpose: These cookies serve a variety of purposes related to the presentation, performance and functionality of this Platform. Their overall purpose, however, is to enhance visitors’ experience and enjoyment of this Platform.
For example, some of these cookies enable visitors to specify language or other platform preferences.
Type of Cookie: Performance Cookies
Purpose: These cookies are used to collect information about how visitors use our Platform.
The information gathered does not identify any individual visitor and is aggregated. It includes the number of visitors to our Platform, the platforms that referred them to our Platform and the pages that they visited on our Platform.
We use this information to help run our Platform more efficiently, to gather broad demographic information and to monitor the level of activity on our Platform.
Type of Cookie: Advertising Cookies
Purpose: When you visit our Platform or click on advertisements or promotional areas on the Platform these cookies are used to deliver adverts more relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as help to evaluate the effectiveness of advertising and promotion.
They are usually placed by advertising networks with our permission. They remember that you have visited a platform and this information is shared with other organisations such as advertisers.
Type of Cookie: Social Cookies
Purpose: These cookies enable users to share pages and content through third party social media and other platforms. The companies that serve these cookies may also use your information to serve targeted advertising on other platforms.
How to control or delete cookies
You can set your cookie preferences by changing your browser settings so that cookies from this Platform cannot be placed on your computer or mobile device. In order to do this, follow the instructions provided by your browser (usually located within the “Help”, “Tools” or “Edit” facility).
Further information about cookies, including how to see what cookies have been set on your computer or mobile device and how to manage and delete them, visit www.allaboutcookies.org and www.youronlinechoices.eu.
We will collect information about your computer or mobile device, including where available your IP address, operating system, log-in times and browser type. We use this information to better understand how visitors use our Platform and for internal reporting purposes. We will anonymise and share this information with advertisers, sponsors or other businesses.
Sharing your information
We will share you information, as necessary, with Alfred Dunhill Limited (private company limited by shares and registered in England and Wales (Company No: 00191031) having its registered office at 15 Hill Street, London W1J 5QT), the sole member of the Charity. As the parent company, some of the services provided by the Charity are also provided by Alfred Dunhill Limited. Any data shared in this manner will be done so in accordance with data protection laws.
We do not share personal information about you with other people or non-affiliated companies except under the following circumstances:
- we will disclose your personal information to third party providers for the purposes of providing administration, legal and accounting services, and any other services required in order for us to use your information for the purposes specified in the section entitled “Information you provide us and how we use it”;
- we will disclose your personal information to any law enforcement agency, court, regulator, government authority or other third party where we believe this is necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights or the rights of any third party; and
Where we share your information with a third party service provider outside of the European Economic Area and Switzerland (as detailed in the section entitled “Sharing your information”), we contractually oblige the third party service provider to implement adequate safeguards to protect your information.
Protecting your information
We want you to feel confident about using our Platform, and we are committed to protecting the personal information we collect. We limit access to personal information about you to employees who reasonably need access to it, to provide products or services to you or in order to do their jobs. We have appropriate technical and organisational physical, electronic, and procedural safeguards to protect the personal information that you provide to us against unauthorised or unlawful processing and against accidental loss, damage or destruction.
Retaining your information
We keep your information for only as long as is necessary for our purposes, and in particular to protect ourselves in the event of a legal claim (for example, information relating to a contract with you (including a grant contract)) your information will be kept for up to ten years after the end of the contract. After this period it will be deleted or in some cases anonymised, unless it is appropriate to hold it for a shorter or longer period. Where we sought your consent to process your personal information and we have no other lawful basis to continue with that processing, or if you subsequently withdraw your consent, we will delete your personal information.
You have the right to ask for access to any personal information that we hold about you in our records, to correct any inaccuracies and to update any out-of-date information. In some circumstances, you have the right to request the erasure of your personal information or a restriction of its use.
You have the right to object to us processing your personal information in some cases. If you wish to exercise any of these rights, please write to us at the address listed below.
If you have a concern about how we use your information, as a first step please contact us using the details set out below and we will do our best to resolve your concern. After investigating your concern, we will respond to you in writing within a reasonable time setting out our proposed remedial action. If you think we have processed your personal information in a manner which is unlawful or breaches your rights you also have the right to complain to a European Data Protection Authority in your place of residence or work, or the jurisdiction in which the processing took place. In the UK, the relevant authority is the Information Commissioner’s Office – www.ico.org.uk.
Alfred Dunhill Links Foundation
1 Earl Grey Street
Last updated: 26th May 2018