Privacy Policy

How we respect privacy when we deal with personal information collected by our organisation

This Privacy Policy applies to information that The Friends of Erlestoke Prison collects about individuals who interact with our organisation. It explains what personal information we collect and how we use it. 

If you have any comments or questions about this notice, feel free to contact us at: info@friendsoferlestokeprison.com

1. Personal data that we process

The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed. 

Purpose

Data (key elements)

Basis

Enquiring about our organisation and its work

Name, email, message

Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect.

Subscribing to email updates about our work

Name, email

Consent – you have given your active consent. 

Making a donation

Name, email, address, payment information

Legitimate interests – this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message.

Signing up as a member

Name, email, address

Contract – by signing up with us you indicate your willingness for us to communicate with you on matters relating to the work of the Friends.

Website functionality

Website activity including information provided to the Friends.

Legitimate interests

– it is necessary for us to store a small amount of information to deliver functionality that you would expect, such as remembering event booking data before completed the process. 

 

2. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table above. 

For example, we may use your personal information to:

  • reply to enquiries you send to us;
  • handle donations or other transactions that you initiate; 
  • where you have specifically agreed to this, send you news and update communications by email relating to our work. 

3. When we share your data

We will only pass your data to third parties in the following circumstances:

  • you have provided your explicit consent for us to pass data to a named third party; 
  • we are required by law to share your data. 

In addition, we only pass data to third parties outside of the EU where appropriate safeguards are in place and where this is necessary to enable essential processing as defined by Article 46 of the General Data Protection Regulation. 

4. How long we keep your data

We take the principles of data minimisation and removal seriously and ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required. 

Where data is collected on the basis of consent, we will seek renewal of consent at least every three years. 

5. Rights you have over your data

You have a range of rights over your data, which include the following:

  • Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this. 
  • You have the right to ask for rectification and/or deletion of your information. 
  • You have the right of access to your information. 
  • You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed. 

A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us. 

Please note that relying on some of these rights, such as the right to deleting your data, would make it impossible for us to continue to communicate with you. However, where possible we will always try to allow the maximum access to your rights while continuing to communicate to you as much as possible. 

6. Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify those whose personal data we hold and who are affected.