YCA Birmingham is committed to protecting your personal information and being transparent about what information we hold, whether you are a member, donor or volunteer.
Developing a better understanding of our members and supporters through their personal information allows us to service more efficiently, which ultimately helps in providing services and activities. We have made improvements to this Policy so that transparency is at the core of what we do.
We ensure that we use your personal information in accordance with the law. This Policy explains:
- What information YCA Birmingham may collect about you;
- How we will use that information;
- Whether we disclose your details to anyone else;
- Your choices regarding the information you provide to us; and
The Policy may change from time to time. Please visit this website section periodically in order to keep up to date with the changes in our Policy.
By using our website, our social media pages (such as Facebook, Twitter, YouTube and Instagram), subscribing to our services, making a donation to us online, you agree that, unless you have set your computer’s browser to reject them, we can place the types of cookies set out below on your device and use that data in accordance with this Policy.
In order to remember that you have accepted the use of YCA Birmingham issued cookies, we will place a temporary cookie to remember your consent for 12 months.
To find out more about cookies; how we use them and how to reject them, please visit our cookies policy page.
Who we are
YCA Birmingham is a UK charity and our registered charity number is 1057470 in England and Wales.
In this Policy ‘we’ means the organisation. The organisation may collect and decide for itself how to use your personal information. The legal phrase that’s used to describe an organisation that makes these decisions is ‘data controller’.
We collect information about you in the following ways:
- Information you give us. For example, when you post information on our social media or message boards, make a donation to us, register for an event or otherwise provide us with personal information. When you register, we’ll ask for personal information, like your name, email address, telephone number, date of birth, bank account details for setting up a regular direct debit payment and contact preferences.
- Information we get from your use of our website and services. We collect information about our online content that you use and how you use it, like when you watch a video on YouTube, visit our websites or view and interact with our ads and content. We, like all organisations, are able to confirm what browser you are using, IP address and computer operating systems that are being used and this information may be used to improve the services we offer. Please visit our Cookies Policy for more detail.
- Information from known third parties. We may also receive information about you from our third-party partners with whom you choose to interact, for example, websites such as DonorBox when making a donation. This can include information such as your name, postal or email address, phone number, your geographic location, credit/debit card details and whether you are a taxpayer so that we can claim Gift Aid. To the extent that we have not done so already, we (or they) will notify you when we receive information about you from them and tell you how and why we intend to use that information.
- Information available publicly. We may include information found in places such as Companies House, LinkedIn and information that has been published in articles/newspapers.
Wherever possible we use aggregated or anonymous information which does not identify individuals by name. See below How we use your information to understand our purposes for processing your personal information.
What personal information do we process?
We collect, store and use the following kinds of personal information:
- Your name and contact details, including postal address, telephone number, email address and, where applicable, your social media profile
- Your date of birth
- Financial information you provide where you make a payment, such as bank details or credit/debit card details, although we don’t store credit or debit card details (see below)
- Information about your computer/mobile device and your visits to and use of this website, including for example your IP address and geographical location
- Information about our services which you use/which we consider of interest to you
- Information as to whether you are a taxpayer so that we can claim Gift Aid
- Any other personal information you share with us as described above
Do we process Sensitive Personal Information?
Certain categories of personal information are regarded by the law as more sensitive than others.
This is known as ‘special category’ or ‘sensitive personal data’ and covers things like information about your health, ethnic origin, religious beliefs, political opinions or any genetic or biometric data that is used to identify you.
We do not usually collect ‘sensitive personal data’ about our members and supporters unless there is a clear reason for doing so, such as participation in a marathon or an event or where we need this information to ensure that we provide appropriate facilities or medical support to enable you to safely participate.
We will always make it clear when we collect this information from you what sensitive personal data we are collecting and why.
Your debit and credit card information
If you use your credit or debit card to donate to us or pay for a registration online we will use a specialist payment processor. We will also ensure that card details are handled securely under Payment Card Industry (PCI) Data Security Standards. For more information about these Standards see here – https://www.pcisecuritystandards.org/security_standards/index.php.
If you provide your card details to make a donation by phone, only YCA Birmingham staff who are authorised and trained to process payments should be able to collect or see your card details. We never store your credit or debit card details following the completion of your transaction. All card details and validation codes are securely destroyed once the payment or donation has been processed.
Please do not send an email containing any credit or debit card details, since it will be immediately deleted and no payment will be taken. If this happens, we’ll let you know.
All donations should be completed through the donation page on our website (https://www.yca-birmingham.org.uk/) or via our office by calling 0121 439 5280.
- YCA Birmingham website collects personal information you supply when you register with us.
- The website you sign up to will collect information such as your name, email address and postcode. Once you register with that website, you will not be anonymous to us when you subsequently sign in.
- As part of the registration process and continued use of YCA Birmingham services, you agree that any registration information you give to YCA Birmingham will always be accurate, correct and up to date. Please do get in touch should you need to amend or update any of your personal information.
- We collect and retain information about your interactions with us so that we can process any request you make and efficiently deal with future queries.
How we use your information
We use your personal information for a number of purposes including the following:
- To provide you with the services or information you have requested;
- To provide information about our work, activities, volunteering or events although this will only be where you have consented to be contacted for those purposes unless YCA Birmingham is in a position to rely on the Legitimate Interest basis for contacting you via postal communication only
- To process donations we may receive from you;
- To fundraise in a manner referred to in this Policy or that you would reasonably expect;
- To create an account for you if you register with us;
- To deliver services you
- To invite you to participate in interactive features on our website when you choose to do so;
- For administration purposes (for example, we may contact you regarding a donation you have made or the event you have registered for);
- For internal management, such as record keeping of enquiries, feedback or complaints;
- To invite you to participate in surveys or research (although this is voluntary);
- To use IP addresses to identify your approximate location, to block disruptive use, to record website traffic or to personalise the way our information is presented to you;
- To analyse and improve the online services we offer, to make them as user-friendly as possible;
- We may collect personal information to conduct supporter research and this is on occasion through our existing network. We may also analyse information you provide to us with other freely available public information to create a profile of supporter interests, preferences and level of potential donations so that we can contact you in the most appropriate way and with the most relevant information (for more information about this use, see How will you combine and analyse the information we collect about you?)
- Where collecting and holding your information is required or authorised by law;
- We may use your personal information for the purposes of credit risk reduction or fraud prevention (using external specialist agencies to help us); and
- Other specific purposes that you may agree to from time to time.
Legal basis for processing
The law requires us to set out the lawful grounds on which we collect and process your personal information as described in this Policy. Depending on the purposes for which we use your data, one or more of the grounds listed below may be relevant:
- Legitimate Interest:
In certain instances, we collect and use your personal information by relying on the legitimate interest legal basis. In broad terms, our “legitimate interests” means our interest in being able to run YCA Birmingham as a charitable entity effectively in pursuit of our aims and ideals. This includes:
- Sending direct marketing material to members and supporters by post for social activities or fundraising purposes
- Conducting research to better understand who our supporters are and better target our events;
- Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective;
- Providing information about our events and services;
- Processing donations and payments;
- Administering events;
- Staff recruitment and taking applications for volunteers and contacting volunteers about their role; and
- The use of CCTV recording equipment in and around our premises for monitoring and security purposes
However “legitimate interests” can also include your interests, such as when you have requested information or certain services from us, and those of third parties.
If we rely on the “legitimate interests” basis to use your personal information, we will only use the information in accordance with the purposes described in this Policy.
When we legitimately process your personal information in this way, we also consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information for activities where our interests are overridden by the impact on you, for example where collection and use of your information would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law)
In many instances, we will rely on obtaining your consent to our use of your personal information in a certain way (for example, asking for your consent to use your personal information to send you direct marketing information, and we may ask for your explicit consent to share sensitive personal information with us)
We may need to collect, process and disclose personal information to comply with a legal obligation. For example, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid or accounting/tax purposes. We may also use personal information to cross check and prevent known malicious activities on YCA Birmingham operated services.
- Performance of a contract:
For example, if you agree to work for us, we need to be able to process your information for the purpose of meeting our contractual obligations.
You have the following legal rights in relation to our collection and processing of your personal information:
- Right to be informed – you have the right to be told how your personal information will be used. This Policy and other policies and statements used on this website and in our communications are intended to provide you with a clear and transparent description of how your personal information may be used.
- Right of access – you can write to us to ask for confirmation of what information we hold on you and to request a copy of that information (and other related information). Provided we are satisfied that you are entitled to see the information requested and we have successfully confirmed your identity, we will provide you with your personal information subject to any exceptions that apply.
- Right of erasure – at your request we will delete your personal information from our records as far as we don’t have an overriding legitimate reason for holding on to it (e.g. to comply with a legal obligation).
- Right of rectification – if you believe our records of your personal information are inaccurate, you have the right to ask us to update those records. You can also ask us to check the personal information that we hold about you if you are unsure whether it is up to date or not.
- Right to restrict processing – you have the right to ask us to restrict the processing of your personal information if there is disagreement about its accuracy or whether our use is legitimate or not.
- Rights related to automated decision-making – where we take automated decisions in relation to your personal information with no human involvement (i.e. such as credit scoring) you have the right to ask us for human intervention or to challenge any such decision.
- Right to object – you have the right to object to processing where we are: (i) processing your personal information on the basis of the legitimate interests ground (see ‘Legal basis for processing’ above) and we have no compelling reason we can demonstrate to continue with that processing; (ii) using your personal information for direct marketing, or; (iii) using your personal information for statistical purposes.
It is always your choice as to whether you want to receive information about our services, how we raise funds and the ways you can get involved. If you do not want us to continue to contact you, you have the right to object or change your mind at any time.
You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link in at the end of our marketing emails or by sending us an “opt-out” text message, following the instructions we provide you in our initial text.
You can also change or edit any of your contact preferences at any time (including telling us that you don’t want us to contact you for marketing purposes by telephone, or by post) by contacting our office on 0121 439 5280 or email@example.com or you can write to: YCA Birmingham, YCA GreenCoat House, 261-271 Stratford Road, Birmingham, B11 1QS.
If you have indicated that you do not wish to be contacted by us for marketing purposes, we will retain your details on a ‘do not contact’ list to help ensure that we do not contact you accidentally. However, we may still need to contact you if you carry on dealing with us, including (but not limited to):
- Processing a donation you make or any continuing direct debit;
- Providing you with information you need in order to participate in an activity or event for which you have registered;
- Explaining and apologising where we have made a mistake; and
- Dealing with future legal claims in connection with a contract we have with you
To exercise any of these rights, please send a description of the personal information in question to our office at the address shown in the Contact us section below. Please note that some of these rights may be subject to legal restrictions, which we’ll tell you about if they apply.
Recipients – Information and disclosure
We do not share, sell or rent your information to third parties for marketing purposes. However, we may disclose your personal information in the following circumstances:
- Where you have agreed to receive email or SMS marketing communications from us, we may provide your email address or mobile phone number in an encrypted format to social media companies, such as Facebook, Instagram, Twitter or YouTube, or to digital advertising networks that are providing services to us by displaying our advertising to you on those social media platforms and other websites, as well as identifying audiences with interests similar to yours. You can opt-out of your data being used to display advertising to you by contacting our Digital Team or our office as described below. However, this will not prevent our advertisements from being shown to you without targeting you personally. Opting out in this way may mean that you stop receiving marketing communications from us generally.
- Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example, where ordered by government bodies and law enforcement agencies), or in order to enforce or apply our rights (including in relation to lawful operation of our website or enforcing applicable terms and conditions) or to protect YCA Birmingham, for example in cases of suspected fraud or defamation.
We are committed to protecting the privacy of the young people that engage with us through our prevention, survival and support services for young people. This may happen on particular areas on our website, at events and at schools.
If you are under 18, please ensure that you have consent from a parent or guardian before giving us your personal information. When we collect information about a child or young person aged under 18 we will make it very clear as to the reasons for collecting this information and how it will be used. We take particular care with such personal information relating to young people.
Inappropriate website content
If you post or send any content that we believe to be inappropriate, offensive or in breach of any laws, such as defamatory, abusive, or hateful content or social media pages, if necessary, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.
Keeping your personal information
We keep your personal information only for as long as we need to use it for the purposes set out in this Policy.
We have adopted a data retention policy that sets out the different periods we retain personal information for in respect of these relevant purposes. The criteria we use for determining these retention periods is based on various legal requirements; the purpose for which we hold data and whether there is a legitimate reason for continuing to store it (such as in order to deal with any future legal disputes); and guidance issued by relevant regulatory authorities including, but not limited to, the Information Commissioner’s Office (ICO).
Personal information that we no longer need is securely disposed of and/or anonymised so you can no longer be identified from it. Some personal information may be retained by us in archives for statistical or historical research purposes although we will do this in a manner that complies with applicable data protection law.
We continually review what personal information and records that we hold, and delete what is no longer required. We never store payment card data after the transaction has been completed.
If you would like to receive further information about this Policy or any of our safeguards, please contact the Digital Team, YCA Birmingham, YCA GreenCoat House, 261-271 Stratford Road, Birmingham, B11 1QS or email: firstname.lastname@example.org.