Privacy & Cookies Policy – General

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, 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 page occasionally on our website to ensure that you’re happy with any changes.

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 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
  • Norwood has a legitimate interest in processing your personal data; and/or
  • 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; 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 notifying us in writing, 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:

  • Receive support from one of our services
  • Take part in one of our challenges
  • Attend one of our events
  • Donate money
  • Use our shops
  • Volunteer
  • Apply to work for us
  • 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 event organisers, 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

We may combine information you provide to us with information available from external sources, such as local authorities, schools and external professionals, in order to provide better services to you and the people we support.

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

Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.

We may process information that is publically available. This could include information found in places such as Companies House and information that has been published in articles/ newspapers.

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 will include:

  • your name
  • your contact details
  • your date of birth
  • Your gender
  • Your email address
  • Your telephone number

If you receive support from one of our services we will collect more detailed information about you. This could include information about your medical conditions, your education and your support needs. We will also collect information about family, where it is required, such as next of kin and emergency contacts.

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 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
  • process a donation that you have made or support your fundraising, including processing gift aid
  • keep a record of your relationship with us
  • carry out our obligations arising from any contracts entered into by you and us
  • seek your views or comments on the services we provide
  • notify you of changes to our services
  • send you communications which you have requested and that may be of interest to you, including information about campaigns, appeals, other fundraising activities, promotions of our associated companies goods and services
  • process an application for a job or to volunteer
  • ensure we know how you would like to be contacted

If you enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, we may contact you to see if we can help with any problems you may be experiencing with the form or our websites.

We may also use your personal information to detect and reduce fraud and credit risk.

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. We may make use of additional information about you when it is available from external sources to help us do this effectively.

Like many other websites, the Norwood website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our cookies policy. Turning cookies of may result in a loss of functionality when using our website.

Our website contains links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

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.

Norwood will not sell, share, or rent your information to third parties without your express consent.

Sometimes Norwood will need to share your information. This may include:

  • Another Norwood service for the purpose of providing joined up health/care services
  • An external professional as part of providing one of our services
  • A Local Authority who is providing funding for someone we support for the purpose of providing health/care services
  • A third party service provider, agent, subcontractor or other associated organisation for the purpose of completing tasks and providing services to you on our behalf (for example to process donations and send you mailings).

When we use third party service providers, we disclose only the personal information that is necessary to deliver the service being requested by us. When we use third party service providers, we make sure that we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

Please be reassured that we will not release your information to third parties beyond the Norwood Network for them to use for their own direct marketing purposes, unless you have requested us to do so.

When you are using our secure online donation pages, your donation is processed by a third party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.

We may transfer your personal information to a third party where we are under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our supporters and customers. However, we will take all necessary steps with the aim of ensuring that your privacy rights continue to be protected.

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 Payroll 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 using the form at the end of this policy.

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

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

You can tell us, or update, your marketing preferences at any time. To help you to tell us what your preferences are, please complete and send us the form below. If you are updating your preferences, we need your name and address to make sure we update the right information.

Norwood’s Promise:

You can trust us – we don’t sell, share, rent or give away your details. We would like to keep you updated about our work and other ways you can support Norwood.

Name:

Address:

News Yes o No o

Norwood’s Services Yes o No o

Challenges Yes o No o

Events Yes o No o

Appeals Yes o No o

Volunteering Yes o No o

We want to communicate with you in the way that you prefer and we will only contact you using the ways you select below. You can unsubscribe at any time.

Email Yes o No o

SMS Message Yes o No o

Post Yes o No o

Phone Yes o No o

Contact us at any time to update your communication preferences by emailing supporter.care@norwood.org.uk or phoning 020 8420 6970.

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.