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Privacy Policy

Introduction

Your information is very important to us and we look after it carefully in line with data protection and privacy laws. We have a clear philosophy about how we use the data that you share with us and the way that we communicate with you: if we contact you, we will always aim to be respectful, relevant and appropriate. If at any time you do not feel that we are living up to this, please let us know by emailing us at data@benefacto.org.

Full details of how we process data are given in this policy so please do read it and our cookies policy so you know what we are doing with your information.

By accessing and using our services, you are agreeing to the terms of this privacy policy and to our cookies policy. We may update this privacy policy and our cookies policy from time to time and will post any changes here – so it’s a good idea to come back and read through them again, from time to time. This privacy policy was last updated on 9 May 2018.

Any reference to "we", "us" and "our" is to Benefacto Limited.

Benefacto is a company registered in England and Wales (registered number is 9983066.) with registered office at 12a Goring Way, Greenford, Middlesex UB6 9NL. Our VAT registration number is GB237 4987 63. We are registered on the Data Protection Public Register. Our Data Protection Registration Number is ZA188315. To find out more information about the Data Protection Register, visit the Information Commissioner’s Office website.

Our data controller is designated as Linz Darlington. To contact him please email data@benefacto.org.

To find out more about our work and the team that make the magic happen please visit our About Us page.

Why we collect your information

At Benefacto, there are four main reasons we need to collect different information from people who use our services

  1. To allow us to provide the participant with volunteering services through VolunteerHub – including information about the service, confirmation emails, upcoming opportunities and feedback requests.

  2. To allow us to provide the CR Team with data collection, analysis and benchmarking tools through GivX and DataHub

  3. To help us improve the website, the experience you have and the quality of the volunteering brokerage

  4. To send, with your consent, newsletters, insights and useful information about volunteering, community investment and corporate responsibility.

Most of the information we hold is given to us directly by you when you sign up to the website, book to volunteer, join Benefacto as a corporate member, subscribe to a newsletter or download, fill in a survey or add data to your organisation’s DataHub or GivX Member Account.

We also collect some data through cookies, this allows us to save some of your preferences when using the site, and gives us statistical insight into how people use our services and how we can improve them.

We never collect more information than is necessary for the job in hand.

What services does this policy cover?

Our services may include (without limitation) our volunteering brokerage platform VolunteerHub, GivX, the community investment reporting tool DataHub, social media and/or interactive applications, audio visual content, text, photographs and other services which we may offer at or via our websites at benefacto.org or givx.org.

This policy covers all of the Services and any reference to "you" or "your" means you as user of our Services. This policy applies to the collection and use of your information by us and parties that we authorise (such as our suppliers and sub-contractors).

What information does Benefacto collect?

What information we collect about you depends which of our Services you are using. Broadly, our services fall into three categories:

  • Data that you provide to us, in order to take part in a service – an example of this is when you make a volunteer booking. Without providing us with the requested data, then we cannot connect you with your chosen charity or charities and help you participate in the volunteering activity.

  • Data that you make available to us so that we can provide details about your community investment activities – allowing your organisation to collect, analyse and report on the volunteering, fundraising and donations made by your organisation and to manage your organisation’s account. Additionally, to value, benchmark and celebrate your organisation’s volunteering, fundraising and donations.

  • Data you provide in order to us to provide you with relevant information via newsletters or events.

The information that we may collect includes: your name, the name of your employer, email address, twitter handle, telephone number, any notes you add to form submissions or volunteer bookings; information about your use of our Services including details of your internet protocol (IP) address, operating system, browser version, cookie details, the content you viewed on our Services, how long you stayed and on which pages, and your navigation around the Services; other data from time to time to help us provide you with improved products and services – for example when we ask you to fill in a survey or questionnaire; other data to ensure and check compliance with the Terms of Use and/or otherwise as required by law.

Data Protection legislation gives you the right to access information held about you and also to request that we correct any personal information that we hold about you where it is inaccurate. You are entitled to be told by us whether we or someone else on our behalf is processing the personal information we hold on you; what personal information we hold; details of the purposes for the processing of your personal information; and details of any third party with whom your personal information has been shared.

Your right of access can be exercised in accordance with the relevant legislation. Whilst we will endeavour to provide access free of charge, any access request may be subject to a reasonable fee to meet our costs in providing you with details of the information we hold about you where we consider that the request is out of the ordinary.

Sometimes we may ask you to provide proof of identity before we show you your personal data – so we can prevent unauthorised access.

When and how do Benefacto collect information?

We (or our authorised third parties) may collect information about you:

  • when you book to volunteer through the volunteering platform;

  • when you register a community investment activity through DataHub;

  • when you submit to GivX;

  • when you register for Services. including (without limitation) subscribing for or downloading content from us or when you otherwise update your details;

  • when you contact us with an enquiry or other feedback;

  • when you participate in interactivity, for example, when you submit an entry to a competition or prize draw, or you vote in one of our polls;

  • when you request to be sent communications such as updates or newsletters;

  • in monitoring your use of the Services including (without limitation) communications sent by you via the Services;

  • when we are checking compliance with the Terms of Use and/or otherwise as required by law;

  • through the use of "cookies" and/or other devices. For full details, see our cookies policy.

  • when you disclose your personal information to us or otherwise through the Services at any other point;

  • from third party suppliers who have confirmed to us that they are authorised to pass your information to us in accordance with your legal rights.

  • We may also combine information that you provide on one Service with information collected from other Services and/or with information that is publicly available or that we receive from other reputable sources. All information will be stored and used in accordance with this privacy policy.

  • Cookies and similar devices

    In addition, in common with many other online services, we and our authorised third parties may use "cookies" and/or other tools to store and sometimes track information about you. For more details about what cookies are, the cookies that we use and how to disable them, please see our cookies policy.

    How does Benefacto use my data?

    Your information may be used by us and our authorised third parties to:

    • assist in and administer the provision of Services to you;

    • monitor, develop and improve the Services and/or your experience;

    • send you or provide you with product and service recommendations;

    • send you updates, using a newsletter or similar;

    • process and deal with any complaints or enquiries made by or about you;

    • investigate any suspected breach of the Terms of Use or the breach of other terms and conditions otherwise relating to you;

    • contact you with service messages;

    • administer the prize if you are a prize winner, and to publish or otherwise make available a list of prize winners;

    • to perform analysis on service usage, trends and other analysis including market trends, usually with a view to enhancing our services and/or providing new services;

    • to comply with the law;

    • as we feel is necessary to prevent illegal activity or to protect our interests.

    How long will Benefacto keep my Data?

    For data collected and stored for the purposes of marketing, we delete or supress data periodically and after a period of no more than 24-months of inactivity.

    For data relating to Benefacto’s reporting and benchmarking services, we will keep data as long as there is a relevant interest in the reporting or the insight it provides.

    You can request that we delete your personal information at any time.

    Will I be sent marketing messages?

    Generally, we will only send you marketing messages if you indicate that you consent (e.g. by "opting-in") to receiving such messages. We also might periodically send information, recommendations and insights if you are an existing service user of Benefacto, have been in the past or are in conversation with us about becoming one.

    To stop receiving marketing communications from us, you can use the ‘unsubscribe’ link contained at the bottom of every marketing email we send or you can email data@benefacto.org.

    We do not pass or sell your personal information to third parties for any marketing purposes.

    Do you share my information?

    We may pass information about you to other parties as follows:

    • when you book to volunteer via VolunteerHub we will pass on your names and contact details to the charity with which you have booked

    • via email through the DataHub system to the CR Team at your company with details about community investment activities you are participating in.

    • as part of general statistical information about the Services’ user base, sales patterns, traffic volumes and related matters. These details will not include information personally identifying you;

    • to the police, regulatory bodies or legal advisers in connection with any alleged criminal offence, unlawful activity or suspected breach of the Terms of Use and or the breach of other terms and conditions or otherwise where required by law or where we suspect harm or potential harm to others. We will co-operate with any law enforcement authorities or court order requesting or directing us to disclose the identity or location of or any other information about anyone breaching any relevant terms and conditions or otherwise for the prevention or detection of crime or the apprehension or prosecution of offenders. We shall not be obliged to give you any further notice of this;

    • to certain third party companies to perform some functions of the Services on our behalf (for example sending e-mails to you or analysing data that is collected from the Services) or to provide services to us. These third parties are only allowed access to your information needed to perform such functions or to provide such services. They are not allowed to use it for any other purpose.

    • Some of these third party companies are either located and/or have servers which are located outside the European Economic Area. Where we share your information with such companies, we will take all steps reasonably necessary to ensure that your information is treated securely and in accordance with this privacy policy. However, please note that the data protection and other laws of such countries may not be as comprehensive as those in the European Economic Area.

    What about personal information relating to minors?

    Protecting the online privacy of children is important to us. If you are under 18 years old, please do not provide us with your name, contact details or any other information about yourself.

    Are my details safe?

    We endeavour to take all reasonable steps to protect your personal information in-line with the recommendations of the Information Commissioners Office. Where reasonably possible we use industry-standard technology to allow for the encryption of sensitive information.

    All personal information you register with us will be located behind a firewall. We take security extremely seriously but as no system is 100% secure, we can't completely guarantee the protection of your personal information, any more than any other organisation can. As such we can't accept any liability for the loss, theft or misuse of the personal information which you've registered on our website if there is a security breach.

    Are you protected by this policy outside of benefacto.org?

    If we include links to other websites, we will not have any control over those websites and we cannot take any responsibility for any information that you give them. Other sites have different privacy and security policies and terms and conditions and we advise that you read these before using them.

    Please always think carefully before disclosing information to other users or otherwise making your information publicly available. It is important that you are aware that any information you disclose to another user may then be disclosed by that user. We have no responsibility or control over the contents of communications made between users of our Services.

    Photographs

    We may take photographs at a volunteering event which we may use on our website or in other promotional materials. By participating in volunteering, you agree that we may use a photo containing your image for these promotional purposes.

    If you send us photographs, you agree that we may use these for these promotional purposes.

    If you do not wish us to use your photos or photographs with you in them, you may tell us at any time.

    How can I change or delete my details?

    You can change or delete your details by emailing at data@benefacto.org.

    We identify individuals by their email addresses, so you will need to email us from the same email address as the one you would like us to delete records associated with.

    If you are using Benefacto’s services as part of a corporate member, we may also delete your details on their request.

    Talk to us

    If you have any queries, comments or complaints regarding this Privacy Policy, just get in touch. You can contact us at data@benefacto.org.

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