Privacy & Cookies Policy

Anglia Giving Privacy and Cookies Policy

Who are we: Anglia Giving Ltd is the not-for-profit company, limited by guarantee, which owns and runs the Charity Vouchers service. Anglia Giving also operates under the working name “Charity Vouchers”. Our company number is 4441647 (England and Wales). Registered company address: 6 The Pightle, Burnham Thorpe, King’s Lynn, PE31 8HT.

If you have any questions in relation to this privacy policy or how we use your personal data they should be sent to:

Email: privacy@charityvouchers.org
Written inquiries: Data Protection Officer, 6 The Pightle, Burnham Thorpe, King’s Lynn, PE31 8HT

While it may be helpful to contact us in the first instance, you can also lodge a complaint with the Information Commissioner’s Office, which is the supervisory authority for data protection matters in the UK. Contact details are available on the Information Commissioner’s Office website.

Why do we collect data: We collect data about users of the Charity Vouchers service for a variety of reasons. We need basic data in order to be able to process orders and redemptions, and we need to hold it for some time just in case there are any queries about it. We also collect some data for internal research and some for marketing. It would not be possible to run the Charity Vouchers service if we did not collect this data.

Anglia Giving will always take maximum care to protect any personal information you provide us with. We would not wish to use it in any way that you wouldn’t expect. We will only ask for the information we need. We also delete information as soon as it is no longer needed. We will never sell your information. We will never share your information with any organisations other than those which are essential for us to process Charity Voucher orders and redemptions. This privacy policy explains how we aim to protect your privacy and how you are able to control how we use your personal details.

If you want to make changes to the way we store or use your data or if you have any questions about how your information is used, please contact us by using any of these methods:
Email: informationsecurity@charityvouchers.org
Phone: 0300 365 1530 or Freephone 0800 652 3185 Monday to Friday 9am-5pm
Postal address: Freepost RTKS-EECH-ZUEU, Charity Vouchers, 6 The Pightle, Burnham Thorpe, KING’S LYNN, PE31 8HT

Contents
How we may use your personal information
What personal information we hold about you
How we collect information about you
Cookies
Building user profiles and targeting our communications
How we may use your personal information for marketing
Who we may share it with
Information passed to charities / other organisations
Information from other users of the Charity Vouchers website
How we keep your data safe
How we keep your personal data up to date
How long we keep your data
How you can find out about the information we hold about you
What to do if you have a complaint
Links to other websites
Content from Third Parties
Changes to this Privacy Policy

How we may use your personal information
We use your personal information in a number of ways to:
* provide you with the services or information you have requested.
* handle the administration of your order, query or donation when received.
* improve our website and the products and services we provide.
* to contact you with suitable marketing information, but only if you have actively chosen to give us permission to do so.

What personal information we keep about you?
We only ask you to supply the information we need in order to provide the products or services you have requested. This will normally mean:
* Your name
* Your contact details such as address, telephone number and/or email address.
* Your password if you have registered with our website
* Your chosen charity/charities if you are redeeming vouchers

We may also request other information where it’s necessary, for example:
* Your payment card details if you are placing an order by telephone.
* Where you heard about our service
* Feedback on how you found it when using our service
* How you would like us to contact you

While we will mainly hold and use the information you provide directly to us, on rare occasions we may use other sources of information about you, including data derived from online searches (such as BT Residential Directory Enquiries) if we need to contact you in relation to a query about an order or voucher redemption and we are having difficulty doing so with the information you have provided (for example if we suspect a digit is missing or incorrect in a landline phone number). We take maximum care in finding this information, but if you prefer us not to do so then please inform us using the contact details near the top of this policy.

How we collect information about you
We collect information about you in several different ways:
* via our website when you order from us, register on our website or redeem a voucher.
* when you contact our staff by phone, email, mail or live-chat.
* when you complete one of our surveys.
* when using our social media platforms such as Facebook or Twitter.

Cookies
We collect anonymised information about all visits to our website using cookies. This information is very helpful to us to improve our website and help make sure you are shown relevant information. Cookies are text files containing small amounts of information which are downloaded to your device (computer, laptop, mobile phone etc) when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device.
You can find more information about cookies at the Information Commissioner’s website

Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve your experience when using our website. The cookies used on this website have been categorised based on the categories found in the ICC UK Cookie Guide*.
*International Chamber of Commerce
Category 1: Strictly necessary cookies
These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for, like shopping baskets or e-billing, cannot be provided.
Category 2: Performance cookies
These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.
Category 3: Functionality cookies
These cookies allow the website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. For instance, a website may be able to provide you with local weather reports or traffic news by storing in a cookie the region in which you are currently located. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.
By using our website, you agree that we can place these types of cookies on your device.
Category 4: Targeting cookies or advertising cookies
We do not this type of cookies. These are used by many websites to deliver adverts relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of an advertising campaign. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organisations such as advertisers. Quite often targeting or advertising cookies will be linked to site functionality provided by the other organisations.

Building user profiles and targeting communications
We may use profiling and screening techniques to ensure communications are relevant and timely, to target our resources effectively, and to provide an improved experience for our users. These activities allow us to understand the background of users and help us to issue only appropriate communications.
When building a user profile, we may analyse geographic, demographic and other information relating to you to better understand your interests and preferences in order to contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available.
Such information is compiled using publicly available data about you, for example from information published in any type of media including magazines and newspapers, listed directorships or typical earnings in a given area. Any such profiling will be done under our internal processes and procedures ensuring we have proper permissions to do so. If you do not want us to carry out this type of profiling then please let us know by contacting us on using the details near the top of this page.

How we may use your personal information for marketing
We only use your personal information for marketing where you have given us clear permission to do so. Like most organisations we rely on marketing to help increase sales and by using the information you provide to us we are able to contact you occasionally with specific marketing messages that we feel will be appropriate to you. Depending on the permission you have given us this may be by post, email, telephone, SMS or social media.
We understand that our service user’s circumstances change and you can easily withdraw some or all the permissions you have given us, at any time either by using our contact details in this policy or by using the methods we tell you about in our communications e.g. using the ‘unsubscribe’ link on our marketing emails.

Who we share your data with
We do not share or sell your data to any charity or company for their marketing purposes. However, there are some situations where we currently, or may in future, use trusted suppliers to help us with administration of the services you have asked us to supply to you for example:
mailing houses to despatch our newsletters
agencies to handle your voucher donations on our behalf
website hosting companies to administer our website content
* a database company to help us keep all our records up to date and in order
* Although we do not do so at present, we may in future also use trusted suppliers to help us with marketing such as:
* email service providers to send our emails and manage your marketing permissions
mailing houses to send out marketing by post
* telemarketing agencies to contact you by phone or SMS
an organisation which helps us keep your information accurate and up to date.
The majority of personal information we hold is kept securely on our premises. However, some information is stored by other organisations such as our Payments Processor, WorldPay. No customer information is stored outside the UK.
Under some very exceptional circumstances we could be required to disclose or share your information without your consent, for example if we are required by the police, the courts or for other legal reasons.

Information passed to charities / other organisations
We will never pass on your name or contact details to other organisations except in the exceptional circumstances already outlined or to enable us to collect payment for orders via our payments processor.
We will never pass on your name or contact details to charities, for example in the event that you have donated a voucher to a charity – unless you have explicitly asked us to do so via email or otherwise in writing. A verbal request will not be sufficient.

Information for purchasers about redemptions
We will never tell the purchaser of a voucher which charity the recipient has chosen to support because we regard this information as private to the donor. However, if asked, we will tell the purchaser whether a particular voucher has been used. This means that, if they know who they gave a particular voucher to, they can establish if a particular recipient redeemed their voucher. We believe this helps the purchaser to decide whether the Charity Voucher was a suitable gift for a particular person and, for example, whether they would give that person another Charity Voucher in future.
Where a company has purchased multiple vouchers and would like information about which charities were supported we will provide this information but only in an aggregated format so that it will not be possible to identify which particular voucher was donated to a particular charity.

Information from other users of the Charity Vouchers website
On occasions where a donor has used our website, or contacted us in another way, to redeem a voucher which was not issued by us, we will always attempt to contact them to offer advice on who to contact (for example, the Charities Aid Foundation – CAF) to redeem their charity voucher or charity cheque. However, if we do not have the individual’s contact details, we may contact the organisation we believe the voucher was issued by, and give them the voucher/cheque number, the charity selected and the initials of the donor if we have them. This may then enable them to identify the donor. It is important to do this because, otherwise, the donor may believe that they have made a donation to a charity when in fact no donation has been made.

How we keep your personal information up to date
Anglia Giving has a legal obligation under data protection legislation to keep the personal information it collects accurate and up to date. Among other things, it helps us ensure that we do not contact you with inappropriate information and marketing messages and also prevents us from wasting valuable funds on print and postage. We keep your information accurate as follows:
* By giving you the opportunity at any time to contact us to correct or change your information.
* By shredding/deleting old personal detail records
* By using information publicly available to us.
* If you contact our help team we may ask you to confirm certain details.
* When we receive undelivered mail or email.

How we keep your personal information safe
We take our obligations to keep your personal data safe and secure very seriously.
Within Anglia Giving, access to any personal information is strictly controlled on a ‘need to know’ basis. No personal information is accessible in areas open to the public.
The Charity Vouchers website has several methods of protection from unauthorised access and we actively work to keep these methods up to date. The whole site uses Hyper Text Transfer Protocol Secure (HTTPS) which is the secure version of HTTP, the protocol over which data is sent between a user’s internet browser and the website that it is connected to. The ‘S’ at the end of HTTPS stands for ‘Secure’. It means all communications between a user’s browser and the Charity Vouchers website are encrypted so that, if they were intercepted by an unauthorised third-party, the data would be effectively unreadable. The HTTPS on the Charity Vouchers site therefore covers the contact form, and voucher-redemption forms where personal details are entered, as well as the ordering and payment sections of the website. Our payments processor, WorldPay, is one of the largest in the world. It is based in the UK and processes approximately 40% of all UK card payments but it also operates in nearly 150 other countries. Anglia Giving has used WorldPay since 2003 and has found its systems to be consistently reliable and secure. WorldPay only stores UK customer data within the UK.

How long we keep your personal information
We keep your personal information in line with our internal data retention guidelines. These are underpinned by a belief that the safest approach we can take is that any personal information which is no longer required should be deleted or shredded on a rolling basis to minimise the impact of any data breach if one were to happen. Most of the personal data we hold will have been deleted before it is 3 years old.

How you can find out about the information we hold about you
You have the right to request a copy of the information that we hold about you.
If you would like a copy of some or all of your personal information, please email or write to us using the contact details in this policy – we do not charge for providing this information.
If we do hold information about you we will:
* give you a description of it.
* tell you why we are holding it.
* tell you who it could be shared with.
* let you have a concise and clear copy of the information.
We want to make sure that your personal information is accurate and up to date and we will be happy to correct or remove information you think is inaccurate.

What to do if you have a complaint
If you have a complaint please contact our Data Protection Officer by:
writing to: Data Protection Officer, Anglia Giving Ltd (Charity Vouchers), 5-6 The Pightle, Burnham Thorpe, King’s Lynn, PE31 8HT
or sending an email to privacy@charityvouchers.org
If you are not satisfied with the way your complaint is handled, you can refer your complaint to UK Information Commissioner’s Office at https://ico.org.uk/concerns/.

Links to other websites
We link our website directly to other sites, including sites that provide information that is not directly associated with us. This Privacy Policy does not cover the links within our site linking to other websites and organisations. We encourage you to read the privacy statements on the other websites you visit.

Content from Third Parties
We use Twitter and Facebook to display content on our website. We will always try to ensure that this content is relevant and suitable but we cannot be responsible for the content of Third Party sites. Anyone who has connected to the Charity Vouchers website from such sites is subject to the Terms and Conditions of that Third Party site.

Changes to this Privacy Policy
This Privacy Policy was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Anglia Giving’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed using the contact details in this policy.
We keep this policy under regular review.
The policy was last updated on: 10th May 2018.
Date of next scheduled review: 5th September 2018