Applies from: February 2022
Who We Are
Advance Advocacy and Non-Violence Community Education, known as “Advance”, is a women-only organisation, providing emotional and practical support to women in England. A large part of our work is crisis intervention – for women who require urgent help and face imminent danger.
Advance is committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read this notice carefully to understand our practices regarding the processing your personal data.
The website https://www.advancecharity.org.uk is owned and operated by Advance.
Who is responsible for your data
References in this Privacy Notice to “Advance”, “we”, “us” or “our” mean ‘Advance Advocacy and Non-violence Community Education’, a charity registered in England and Wales (number 1086873) and a company limited by guarantee no 04064660. Our registered office is PO Box 74643, London, W6 6JU.
We are the “data controller” for the purposes of the Data Protection Act 2018 and UK GDPR and we are registered with the Information Commissioner’s Office, registration number ZA035093.
Advance has a designated Data Protection Officer who can be contacted at : firstname.lastname@example.org
What data do we collect and why?
Our support services
We process your personal data to assess enquiries, provide you with information about our services and to provide you with the services you have requested and other support services.
The personal data and sensitive personal data we collect and use for these purposes will vary depending on the service. Typically we will collect the following:
- Name and contact details
- Date of birth, ethnicity, language, gender, sexual orientation, marital status
- Information on any children, next of kin or other relevant people
- Information on any disability or adaptation you need
- Employment, housing, and financial information
- Information relevant to the service provided
- Details of the organisation that referred you (if relevant)
We also use information on our service users to produce statistics on who is accessing our services and how they are used. We are sometimes required to produce statistics by certain partners of funders. These are always anonymous.
If you agree to be part of a case study, we will collect and publish the information you provide as anonymous quotes.
Find out more about our services here
When you contact us, by email, telephone, via our website or by post we will collect your personal data relevant to your contract, which includes your name, postal address, telephone number, organisation, job title and your message.
When you interact with us, we use your information to perform our services in relation to your queries and requests and to process your donations or deal with responses to our campaigns or advocacy work.
We collect your posts and messages when you interact directly with us on social media platforms such as Facebook, Twitter, Instagram, or LinkedIn.
You can donate by text or through our website, provided by JustGiving.
JustGiving provide us with you name, address, email, along with your donation, if you do not request an anonymous donation. Please see their website for their privacy information.
When you set up a regular gift (e.g. direct debit or standing order) or send us a cheque in the post we will collect your name, sort code and account number.
Occasionally, we may need to contact you by mail, email and/or telephone for administrative or operational reasons – for example, to send you confirmation of your donation. These communications are not made for marketing purposes and as such, you will continue to receive them even if you opt out of receiving marketing communications from us.
Profiling, research and due diligence
We undertake in-house research and from time to time engage specialist agencies to gather information about donors or potential donors from publicly available sources.
You will always have the right to opt out of this processing. We may also carry out research using information in the public domain to identify individuals who may have an affinity to our cause but with whom we are not already in touch.
We also use publicly available sources to carry out due diligence on donors in line with our Fundraising policy and to meet money laundering regulations. This research helps us to understand more about you as an individual so we can focus conversations we have with you about fundraising and volunteering in the most effective way and ensure that we provide you with an experience as a donor or potential donor which is appropriate for you.
We are committed to working in a transparent, ethical, responsible, and honest way. To reflect this commitment, we are registered with the Fundraising Regulator and are committed to the Fundraising Raising Code of Practice.
Third party information
We collect information indirectly from third parties such as event organisers or fundraising sites like ‘JustGiving’, where you have agreed to support Advance.
We collect your personal data when you use a third-party site such as JustGiving and we are named beneficiary, and when you provide permission for a company or other organisation to share your data with third parties, including charities. This could be when you buy a product or service, or you enter an online competition.
Promoting Advance’s work, fundraising, news and updates
Our supporters and donors are fundamental to the work we do, and we want to develop and foster your ongoing support by keeping in touch with you through feedback and further opportunities and invitations to support our work in both financial and non-financial ways.
We may send you marketing communications by post. We may send you marketing communications by email, if you have consented that you are happy to receive these – for example, when you have donated or completed a campaign action and you have opted-in to receiving such communications. You can also ask us to send you marketing communications by contacting our Support team on 020 3953 3111 or via email at: email@example.com
We will contact you, using the lawful basis of legitimate interest, for postal mailings and, occasionally make an initial marketing telephone call unless you are on the TPS); and will seek your consent to send emails or SMS messages or make further marketing calls.
Your views and opinions are very important to us, so we may send you a survey to seek your feedback.
We will use your communications with us and any feedback you provide to manage our relationship with you and to improve our services and communications.
If you are happy to receive marketing communications, we will provide you with news and information about our fundraising and campaigning work, together with opportunities and invitations to donate or support Advance in other ways.
To understand how our supporters interact with the emails that we send, the email tools we use let us know if the emails we send are opened or when links are clicked. We use this information to make the content we send as relevant to you as possible.
Opting out of marketing
If you do not want to receive marketing communications from us, you can simply tell us by ticking or clicking the relevant box on our emails or marketing materials, or by contacting our Support team on 020 3953 3111 or firstname.lastname@example.org
You can choose to opt-out of receiving email marketing communications at any time by clicking on the relevant ‘Unsubscribe link’ at the bottom of any marketing related email you may receive from us.
We collect personal data for legacy administration. For instance, when a supporter has died, leaving a legacy to Advance, and you are the executor of their Will, or you have an interest in the estate.
Administration, legal obligation and charitable interests
We need to collect and use your personal data for our businesses purposes, such as accounting, billing and audit, credit or other payments card verification, fraud screening, safety, security and legal purposes, systems testing, maintenance and development. Our processing also includes the use of CCTV systems at our premises for the detection and prevention of crime.
Recruitment and volunteers
We collect personal data when you apply for a job or for volunteering opportunities with Advance as part of our staff or volunteer recruitment processes. We will provide you with our recruitment privacy notice.
We collect information about how our websites are used, such as your searches and which webpages you have visited.
Special categories of personal data
The UK GDPR defines special categories of personal data as information about a person’s race and ethnicity, religious or philosophical beliefs, trade union memberships, political opinions, genetic data, biometric and health data, and information concerning a natural person’s sex life or sexual orientation.
We collect special categories of personal data for the purposes of delivering our services to you, when you volunteer to work with us, sign up to our networks, donate to us or attend our events and other related activities, and so have good reason to use your personal information.
We will only process special categories of personal data relating to you where we have a lawful basis for doing so. For instance, with your explicit consent, in your vital interests or when it is in our legitimate interests or your legitimate interests, for us to do so.
Children and vulnerable people
We are committed to protecting the privacy of the young people who engage with us through our website, at events and at schools. If you are under 16 and would like to get involved with our work, please note we will request consent from a parent or guardian before we take your information.
Some of our young people’s events request specific information about the age of participants and we may require the consent of the person who has parental responsibility for the child to onboard them onto any of our programmes.
We will only ever collect or process any personal information for a child under 13 with explicit consent of the person who has parental responsibility for child.
When we collect information about a child or young person under 16, we will make clear the reasons for doing so and be clear on how the information will be used.
Supporters in vulnerable circumstances
We are committed to protecting vulnerable supporters. We provide training to our staff who come into regular contact with supporters to be aware of, and to identify signs of, people in potentially vulnerable circumstances. We may record relevant personal information so that we can respond appropriately in future – for example, by ensuring no further marketing or fundraising requests are sent.
Sharing your personal data
We will only disclose your personal information to any other organisation or person for any purpose, including delivering our services, with your clear and prior consent or on the basis of legitimate interest, or if there is an apparent risk to safety, or we are required to do so by law.
Where someone makes contact with us, and that contact gives us concern that a crime is about to take place, or that someone’s safety is at risk, we may pass that information on to the Metropolitan Police Service (MPS) for their attention.
We may also share your information with other organisations to:
- provide support and help relating to your needs – for example, if you ask us to contact your creditors, we might need to share your name, address, and financial details with them
- refer you to another organisation for more advice and support, if relevant
- monitor the quality of our services and the support we provide and how they can be improved, including for evaluation and research purposes.
We may disclose your personal information to third parties with whom we have reciprocal agreements for providing services for fulfilment, if we are under a duty to disclose or to share your personal data in order to comply with any legal obligation, or in order to enforce or apply any agreements; or to review the services we offer to see how they can be improved including reviewing your personal data to consider whether to invite you to take part in specific research projects; or to protect the rights, property, or safety of our staff, or others.
This includes exchanging information with other public bodies including but not limited to, the MPS and the Mayor’s Office for Policing and Crime (MOPAC), or other organisations e.g. Women in Prison (WIP), for the purposes of safeguarding or complying with statutory regulations.
In any scenario, we’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information.
The public bodies and other organisations with whom we share your data must process and use your data in line with relevant data protection laws. Information about how they process your information is available i n their privacy notices on their websites.
We use data processors who are third parties who provide elements of services for us, such as payment processing or our client database. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
We do not share your information with any other charity or commercial organisation for their marketing purposes. However, we may share your email address, in a way that cannot be used for any other purpose, with social media companies, like Facebook, to exclude you from any of our appeals that are being advertised on that platform. Facebook does not use or retain this information for any other purpose.
How long do we keep your personal data?
We retain your personal data in a live environment for as long as necessary to fulfil the purpose(s) for which it was collected (including as required by applicable law or regulation). Where there is a need, personal data is securely archived with restricted access and other appropriate safeguards.
We are required to keep details of financial transactions, including donations, for seven years to meet accountancy and HMRC requirements. We will anonymise or delete personal data if, after a period of seven years, we have not had any contact or communication from you (this will be measured on a rolling seven-year period) – subject to special circumstances concerning legacies.
We maintain data retention criteria to help implement this. This takes account of our legal and accounting obligations, balancing this with what would be considered reasonable.
Many supporters tell us that they have included a gift to us in their will, or they intend to do so. We retain this information indefinitely so that we can keep in touch during their lifetime and provide a caring and efficient legacy administration service.
Security of your personal data
In accordance with the Data Protection Act 2018 and UK GDPR, we have implemented appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage.
Additionally, we put in place appropriate security procedures and access controls to ensure the confidentiality of the special categories of personal data that we process. For instance, information relating to the religious beliefs of our supporters.
Personal data collected through our websites is transmitted across the internet securely using high-grade encryption and we take particular care with online giving. We only use service providers who specialise in the secure capture and processing of online payments. The online donation form is secure, and your information is encrypted and stored on a secure database. We do not retain any card payment information.
The data we collect from you is processed on our servers located in the UK. If your data needs to be transferred outside of the European Economic Area (EEA), or to a country that has not been granted a finding of adequacy by EC, we will transfer your data using ‘appropriate safeguards’ i.e. Binding Corporate Rules (BCR) and/or Standard Contract Clauses (SCC) (also known as Model Contract Clauses) etc., or we will seek your consent, on a case-by -case basis, and where appropriate to do so.
Legal basis for processing
The Data Protection Act 2018 requires organisations to consider the legal basis under which they process personal data. Advance will process personal under the following lawful basis:
- With your consent
- To enter into or to perform a contract with you
- For compliance with our legal or social protection obligations
- To protect your vital interests
- Where necessary to perform a task in the public interest
- For our legitimate business interests or activities as a not-for-profit body
What at are my rights?
We support your rights in relation to the processing of your information under the Data Protection Act 2018 and the UK GDPR, including your:
- right to be informed (such as this privacy notice )
- right of access
- right to rectification
- right to erasure
- right to restrict processing
- right to data portability
- right to object
- rights related to automated decision-making including profiling.
You can request a copy of the information we hold about you or exercise any of the other rights by contacting us using any of the methods shown below in the ‘How do I contact you?’ section. We will respond to your request as quickly as possible. Usually, this will be within one month of receiving your request.
Updating my information
You may choose to correct, update, or delete your personal data, including your membership information, by contacting us using any of the methods shown below in the ‘How do I contact you?’ section.
If you have opted-in to receiving communications from us, your preferences will remain in effect until you tell us that you want to opt out of receiving any further communications. Normally, you can do this by clicking the link at the footer of the email you have received.
You can change your preferences at any time by clicking the relevant link in the emails we send you or by contacting using any of the methods shown below in the ‘How do I contact you?’ section.
Withdrawing my consent
Where we process your information based on your consent, you may withdraw your consent at any time. You can do this by contacting us using any of the methods shown below in the ‘How do I contact you?’ section.
Making a complaint to us
We hope you’ll never have the need to do so, but if you do want to complain about our use of your personal data, or our facilitation of your data subject rights requests, you can contact us using any of the methods shown below in the ‘How do I contact you?’ section.
Our Data Protection Officer will investigate your complaint and provide you with an appropriate response as quickly as possible.
Making a complaint to the Information
You can complain to the Information Commissioner at any time. For instance, if you are unhappy with the way in which we are processing your information, or we have failed to facilitate your rights.
The Information Commissioner can be contacted as follows.
By post: Information Commissioner’s Office
By phone: 0844 496 4636 (local rate)
Further information about your data subject rights and how to complain to the ICO can be found here: ICO Make a Complaint
How do I contact you?
Changes to this Privacy Notice
We continuously review the content of our Privacy Notice to ensure it accurately reflects what we do with your information.
If we change this Privacy Notice we will post any updates here for your review. If we change material terms, we will provide notice of the revised Privacy Notice for 30 days on our home page with a link back to this page.
You can print a copy of this Notice by pressing Ctrl + P on your keyboard or navigating to Print Page in your browser.
This Privacy Notice was last updated in February 2022