Fundraising and Donor Privacy Statement

Norwood (the Data Controller) is made up of two entities: Norwood Ravenswood and Norwood Schools Limited and information is collected by, and shared between, both of these entities.

Norwood (‘we’) is committed to protecting and respecting your privacy. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

This Policy explains when and why we collect personal information from donors and supporters, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this website page occasionally to ensure that you’re happy with any changes. We operate strict version control of our Privacy Policies.

Any questions regarding this Policy and our privacy practices should be sent to our Data Protection Officer.
You can do this:

By email, to: dataprotectionofficer@norwood.org.uk
By telephone: 020 8809 8809
By writing to: Data Protection Officer, Broadway House, 80-82 The Broadway, Stanmore, HA7 4HB

Norwood (the Data Controller) is the largest Jewish charity in the UK supporting vulnerable children and their families, children with special educational needs, and people with learning disabilities. We help children and adults to maximise their potential at home, at school and throughout their lives, through personalised services designed to enable choice.

Norwood is made up of two entities: Norwood Ravenswood and Norwood Schools Limited and information is collected by, and shared between, both of these entities.

Norwood is registered with the Fundraising Preference Service (FPS), a website-based service that can help you control the fundraising communications you receive from charities. By entering your details on the Fundraising Preference Service website, or by calling the helpline on 0300 3033 517, you can choose to stop email, telephone calls, addressed post and/or text messages directed to you personally from a selected charity or charities.

Organisations are permitted to process data if they have a legal basis for doing so. Norwood processes you personal data on the basis that:

  • You have given your express and informed consent to the processing; and/or
  • We have a genuine and legitimate reason; the processing is in your legitimate interests; we will process your information in a way that you would reasonably expect and we will take extra responsibility for ensuring your rights and interests are protected.

This means that, when you provide your personal information to us, we have a compelling justification for the processing of your information and it is in our legitimate business interests to retain your data for the purpose of fundraising and it is your legitimate interests to be kept up-to-date with the kind of work that you have previously supported. Before doing this, though, we have been careful to consider, and balance, any potential impact on the rights you have under data protection legislation. We will also ensure that we do not do anything with your information that you would not reasonably expect.

  • The processing of the personal data is necessary in relation to a contract or agreement which you have entered into or because you have asked for something to be done so you can enter into a contract or agreement, for example to participate in a challenge event; and/or
  • There is a legal obligation on Norwood to process your personal data.

Where Norwood is relying solely on consent as the basis for processing your personal data, we are required to obtain, and keep records, of your consent. You can modify or withdraw this consent at any time by emailing supporter.care@norwood.org.uk or calling 020 8420 6970, although this may affect the extent to which we are able to interact with you in future.

Notwithstanding any change to this policy, we will continue to process your personal data in accordance with your rights and our obligations in law.

We collect information about you in the following ways:

When you give it to us DIRECTLY

We obtain information about you when you:

  • Take part in one of our challenges
  • Attend one of our events
  • Donate money
  • Use our shops
  • Volunteer
  • Use our website
  • Enquire about any of the above

When you give it to us INDIRECTLY

Your information may be shared with us by independent third parties, for example fundraising sites like Just Giving or Virgin Money Giving. These independent third parties will only do so when you have indicated that you wish to support Norwood and with your consent. You should check their Privacy Policy when you provide your information, to understand fully how they will process your data.

When you give permission to OTHER ORGANISATIONS to share

The information we get from other organisations will depend on what permission you have given them to share your information.

Publicly available information

We may process information about supporters that is publicly available from reputable sources. This could include information from:

  • Journalistic sources
  • Public records, such as Companies House or the Charity Commission
  • Professional networking sites, such as LinkedIn
  • Corporate websites

See ‘How do we use your information’ for more about how we use publicly available information.

The type and quantity of information we collect and how we use it depends on why you are providing it.
Typically, the basic personal information we collect may include:

  • your name and title
  • your address
  • your date of birth or age
  • Your gender
  • Your email address
  • Your telephone number
  • Your tax status (for Gift Aid)
  • Your gift amount and date

For participants of fundraising events we may collect medical information, information about your height and weight, passport data, photographs and next-of-kin. This is to ensure that you are able to travel and you are kept safe whilst attending our events.

If you have donated to Norwood, we may collect the reason for donating to Norwood, how you heard about us and your bank details (for Direct Debits).

If you use our website we collect your IP address, and information regarding what pages are accessed and when. If you make a donation online, your card information is not held by us; it is collected by our third party payment processors. These include: Paypal Europe, Cardsave, Worldpay, Eventbright and Bottom Line, all of whom specialise in the secure online capture and processing of credit/debit card transactions, as explained below.

We use your information to:

  • provide you with the services, products or information you asked for
  • provide updates relevant to any Norwood giving club you may belong to
  • process a donation that you have made (including processing Gift Aid) or to support your fundraising
  • claim a Direct Debit that you have authorised
  • keep a record of your relationship with us
  • carry out our obligations arising from any contracts entered into by you and us, for example with regards to your participation in a challenge event
  • seek your views or comments on the services we provide
  • include you in communications by telephone, SMS, email or post (subject to your communication preferences) that may be of interest to you, including information about campaigns, appeals, other fundraising activities, promotions of our associated companies goods and services
  • ensure we know how you would like to be contacted
  • detect and reduce fraud and credit risk.

Building supporter profiles

We can serve the people we support best by building an effective partnership with our valued donors and supporters.

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information that we think is relevant to you, and to help us better target our communications. We will always take your communication preferences into account, which you can update at any time.

We may build a profile about you in order to enhance our existing relationship; to prepare for welcoming you to one our fundraising events; to prepare for a meeting we expect to have with you; or if we are expecting to be introduced to you by a mutual contact.

To build a supporter profile we may use information that we already have about you on our database, such as age, giving history, geographic information and your business or personal connections. We may also make use of publicly available information from reputable sources to obtain further information, such as your job, directorships, philanthropic involvements, property, wealth and networks.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, for as long as is set out in any relevant contract you hold with us or for as long as is set in our retention schedule.

If you would like to know how long we keep your information for, please contact our Data Protection Officer.

When you give us personal information, we take steps to ensure that there are appropriate technical measures in place to protect it. For example, access is restricted only to those who are entitled to see the data, our online forms are always encrypted and our network is protected and routinely monitored.

Sensitive personal data, such as health information, as well as credit or debit card details is given additional protection and, where necessary, encrypted.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

Your information is only accessible by appropriately trained staff and volunteers.

We may pass your information to third party suppliers; for example if you are taking part in a challenge event, we will pass to the event organiser any necessary information for your activity to be carried out safely. Our contract with such companies requires them to manage your personal data in accordance with UK data protection law.

Some of our suppliers operate outside the European Economic Area (EEA). We will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.

You may request details of personal information which we hold about you. Any such request must be submitted in writing (e-mail is fine) and be as specific as you can about the information you require. A small fee may be payable if an information request is particularly onerous. Once Norwood is satisfied that that you are entitled to this information, you should receive a response within 30 days.

You, as the data subject, may request deletion of your data at any time in writing, subject to any overriding legal requirement for its retention.

You may choose to restrict the collection or use of your personal information, but this may inhibit or limit the way in which Norwood is able to interact with you. You may, at any time, change your mind about what information we hold about you, or if we continue to hold it at all, subject to any legal obligation on Norwood to retain data, such as the retention of Gift Aid records for Her Majesty’s Revenue and Customs.
You are responsible for the accuracy of data you have provided to Norwood. If you believe that any information we are holding on you is incorrect or incomplete, please write to us as soon as possible. We will promptly correct any information found to be incorrect.

You have a right to choose whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the vital work we do in our services and the many events and challenges we organise, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information. You can update your preferences at any time by emailing supporter.care@norwood.org.uk or phoning 020 8420 6970. We will need your full name and address to make sure we update the right information

If you would like to access the information we hold about you, please:

  • Send an e-mail, to: dataprotectionofficer@norwood.org.uk
  • Write to: Data Protection Officer, Broadway House, 80-82 The Broadway, Stanmore, HA7 4HB.

Please note, we may ask you to complete a form in order to help us locate the information that you would like access to.

If you have any questions regarding this policy, our privacy practices or data protection, please contact our Data Protection Officer. You can do this:

By email, to: dataprotectionofficer@norwood.org.uk
By telephone: 020 8809 8809
By writing to: Data Protection Officer, Broadway House, 80-82 The Broadway, Stanmore, HA7 4HB

We keep this Policy under regular review. This Policy was last updated on 20 April 2018.