St Andrew's Club and the GDPR - Frequently Asked Questions
1. What is the GDPR?
The General Data Protection Regulation (GDPR) is a new data protection law which came into effect in the United Kingdom on 25th May 2018, replacing the Data Protection Act 1998. It is intended to strengthen and unify data protection for all individuals within the Europe, and will reshape the way that organisations such as ours approach data privacy. Organisations that break this new law could face heavy fines.
2. Why is St Andrew’s Club telling me about this?
At St Andrew’s Club we take it seriously to fundraise responsibly and respectfully and keep up to date with the latest legislation and compliance. We are proud that we have never shared or sold any of our data to other organisations and we are now seeking ‘consent’ from all current supporters and stakeholders of St Andrew’s Club to communicate with you in your preferred way/s about the impact of our work and how you can support us.
3. What does this mean for my communication with St Andrew’s Club?
However, after 25th May, St Andrew’s is required to move to an opt-in system. We must secure explicit consent from you, our supporters (whether verbal or written) that you wish to continue hearing from us. This means that if you wish St Andrew’s Club to keep in touch with you and to hear about our work, you will need to tell us affirmatively:
- that we can contact you by which channel/s (email, mail, phone)
- what you want to hear about (from our selection outlined in Point 5 below)
- choose your preferred communication method so we can try our best to send all your communications via this method
All these choices are included in the email you will receive by entering your email address in the form here. See point 7 for more detail.
4. What data does St Andrew’s Club collect and what will you do with my data?
St Andrew’s Club maintains a record of current, former and prospective supporters. The personal data we store and process, the majority of which is given to us by our supporters but some of which we may obtain from other sources, may include:
St Andrew’s Club does not store any credit/debit card details.
*We may use information gathered from public sources alongside the information you provide to undertake analysis of who might support St Andrew’s Club and to understand the preferences of our supporters about events, communication and services. By doing this, we can focus conversations we have with you about fundraising and volunteering in the most effective way, and ensure that we provide you with an experience as a donor or potential donor which is appropriate for you. We also use publicly available sources to carry out due diligence on donors in line with the St Andrew’s Club’s Gift Acceptance Policy and to meet money laundering regulations.
Unless you have requested otherwise, your data are accessible to St Andrew’s Club and may be used and processed for a full range of engagement and fundraising purposes. These include the following communications and marketing activities, which may be sent by mail, email, telephone and social media:
5. How does St Andrew’s Club store my data?
6. What impact will this have on St Andrew’s Club’s fundraising activities?
St Andrew’s Club is committed to best practise fundraising, and has always endeavoured to comply with current data protection laws. We are a member of the Fundraising Regulator, which means we agree to abide by the Fundraising Promise to ensure that our fundraising is legal, open, honest and respectful.
However, we want to be sure we can keep in touch with you about the impact of our work in the local community, and It would really hurt us if the GDPR means we can't contact you to send you our regular Chronicle as well as invitations to our various events.
The future of St Andrew’s Club depends on our ability to contact our supporters and local community. That is why we are asking you to continue to let us know your preferences now the law has come into effect on 25th May 2018. Remember, you can choose to opt-out, or change your communication preferences at any time by submitting your email address on this page, or by contacting us via email (email@example.com) or phone (020 7222 6481).
7. What will you send me if I opt-in?
St Andrew’s Club is a small community-based youth club and we don’t wish to inundate any supporter with mailings, either by post or by email. We have never run a telephone campaign, although having your phone number is useful if we need to follow up with you for any reason. We are proud that we have never shared or sold any of our data to other organisations.
There are SIX reasons (called ‘purposes’ by the GDPR terms) why we would wish to communicate with you and these are given for you to on your Preference Update Form after you request a link by email from our website. You can choose all, some, or none of the purposes. These can be changed at any time by requesting a new link. The purposes you can opt-in or out for are:
(1.) Please send me the Chronicle Newsletter by post (up to 3 times a year).
If you choose to opt-in, we will send you our Chronicle Newsletter for Spring, Summer and Autumn/Winter to the mailing address we have for you. This is a four-page printed newsletter and contains news and updates about St Andrew’s Club activities members’ achievements, with some fundraising news. This will usually be accompanied by a letter from our Chairman, Elizabeth Cuffy.
(2.) Please send me the Chronicle E-newsletter (up to 6 times a year, processed by MailChimp).
(3.) Please send me occasional impact reports and fundraising appeals by email (up to 3 times per year, sometimes processed by MailChimp).
These emails will contain updates on the impact of work of St Andrew’s Club with local young people in Westminster. They may contain details of members’ successes and achievements (if they are under 18, first names only) or requests for our community to support us in an upcoming fundraising appeal.
(4.) Please send me occasional impact reports and fundraising appeals by post (up to 3 times per year).
These will be the same as above, but sent by post. They will usually be accompanied by a letter from our Chairman, Elizabeth Cuffy.
(5.) Please send me occasional event invites by email (sometimes processed by MailChimp).
St Andrew’s Club appreciates our community and supporters and hosts events as a way of saying thank you. These include our annual President’s Reception, usually held at the Club in November, as well as occasionally in other venues when we are lucky enough to be given the opportunity and find a generous sponsor to cover costs. Events can be fundraising in nature, an opportunity to thank current supporters or allow us to introduce our work to new audiences to help us ensure the future of the Club. If you choose to receive event invites via email and wish to attend an event, we will also give you the option to receive a hard copy invitation If you wish.
(6.) Please send me occasional event invites by post.
The event invitations will be the same as above, but will allow us to send you a hard copy invitation.
8. Experiencing issues with the Preference Update Form?
Please watch this video for a demonstration of how to fill in the form.
If you continue to experience issues, please contact Annette Fettes (firstname.lastname@example.org) to let us know your communication preferences.
Please note that as well as opting-in and out of certain communication channels and purposes, this form also allows you to choose your preferred channels, and tell St Andrew’s Club which communication method works best for you. We’ll endeavour to send all your communications via this method. Please see no. 7 for more information on ‘purposes’.
9. I opted-out but I still receive communications from St Andrew’s Club
If you have opted-out of receiving ALL communications from St Andrew’s Club, then you shouldn’t hear from us again. If you have chosen not to hear from us via a certain channel or not to receive certain types of communications, we will not send those again. Please let us know if you receiving communications against your wishes and we will investigate promptly.
If you have recently attended an event or sent a donation, St Andrew’s Club may still send you a letter or email to say thank you and to act as a receipt.
Please note that although those in our database have the ‘right to be forgotten’, if you have previously donated and are a UK tax payer, we may still need to retain personal data such as name and address for reports to HMRC. Those records are effectively ‘suppressed’ however, and are not included in any mailings.