Privacy and Data Handling Policies

Privacy Policy    last updated 12/08/2020 

The Mitzvah Day UK Charitable Trust (Mitzvah Day) takes the privacy and security of your data very seriously.

In accordance with the new EU General Data Protection Regulation (GDPR), this privacy policy sets out how Mitzvah Day processes personal data (that is, information by which an individual can be identified) collected by us in the course of our lawful activities, and explains our obligations and your rights under GDPR and any subsequent UK legislation and regulations (‘Data Protection laws’).  All data collected, regardless of geographic origin, will be processed in accordance with this privacy policy.

This policy has been put in place to protect your rights under the new Data Protection laws, and it is important that you understand what we will do with your data and are happy with this. References to the processing of information includes: the collection, use, storage and protection of data.

Mitzvah Day is the ‘data controller’ for the purposes of this policy, and the policy extends to its staff, trustees, coordinators, volunteers and anyone else processing data on our behalf from time to time.

Mitzvah Day is committed to ensuring that your privacy is protected. Any personal data collected by Mitzvah Day will only be processed in accordance with this privacy policy.

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

  • Express and informed consent has been given by the person whose data is being processed; and/or
  • Mitzvah Day has a legitimate interest in processing data; and/or
  • It is necessary in relation to a contract or agreement which the person has entered into or because the person has asked for something to be done so they can enter into a contract or agreement; and/or
  • There is a legal obligation on Mitzvah Day to process data.

Where Mitzvah Day is relying solely on consent as the basis for processing data, we are required to obtain your explicit consent and 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 provide services to or interact with you in future.

 

What data do we collect?

We collect the data necessary for Mitzvah Day to pursue its stated charitable objectives; The promotion of good citizenship by encouraging and facilitating volunteering in furtherance of charitable purposes for the benefit of the public, principally but not exclusively amongst the Jewish community, running events, keeping our supporters informed of our activities, marketing, fundraising and the effective running of Mitzvah Day through its professional staff, trustees and volunteers. Data collected and processed may include, but not be limited to:

  • Names and contact information such as telephone numbers, email and postal addresses
  • Stakeholder, supporter and donor records (including payment information) and preferences
  • Such other information that is relevant and necessary for Mitzvah Day to carry out its activities, charitable purposes and legal obligations.

 

What we do with the data we process

Mitzvah Day uses the data collected to maintain accurate internal records of our engagement with project co-ordinators, partner organisations, volunteers, charities, supporters, staff and others. We use third-party data processors to process personal data on our behalf. Such service providers support Mitzvah Day especially relating to hosting and operating the website, marketing, analytics, improving the website, and sending email newsletters. These processors may be located outside the European Union.

These records facilitate our activities run in accordance with our charitable objectives, including connecting project co-ordinators and recording Mitzvah Day activities, and raising funds and awareness about our work through campaigns and events. Data may be processed and viewed, to the extent necessary, by staff, trustees and certain volunteers in the course of Mitzvah Day’s activities (all of whom work in accordance with this privacy policy) and will be retained only for as long as is reasonable and permissible in law. The data of individuals may be shared with them in the course of seeking suitable connections. 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, as data subject, can also unsubscribe from any mailing list you are subscribed to. 

Any personal data is shared under the strict understanding that this is only for the purposes of the activities directly related to Mitzvah Day. We do not sell or rent your personal information to third-parties. We do not share your personal information, except as provided in this Privacy Policy.

 

Your rights in relation to your personal data

You may request details of personal information which we hold about you. Any such request must be submitted in writing. A small fee may be payable if an information request is particularly onerous.

You may choose to restrict the collection or use of your personal information, but this may inhibit or limit the way in which Mitzvah Day 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 Mitzvah Day 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 Mitzvah Day. 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.

We may use your personal information to send you information about Mitzvah Day and matters relating to Mitzvah Day’s activities which we think may be of interest to you. We will only share data with trusted third parties as stated above, or where necessary for us to communicate with you (such as mailing companies for postal communications or through email campaigns or newsletters) or as stated above, and only once we are satisfied that any such use of data will accord with our privacy policy.

You can obtain further information about Data Protection and privacy laws by visiting the Information Commissioner’s website at: https://ico.org.uk/for-the-public.

 

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the data we process. Persons processing data on behalf of Mitzvah Day do so in accordance with this policy and on the basis that Mitzvah Day is satisfied that they can and will adhere to our high standards for data protection and security.

 

Web browsing and Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

We may also collect and store information about your browsing device, including, where available, your IP address, operating system and browser type. This is anonymous statistical data about your browsing activities and patterns, and does not contain any personal data.

 

Links to other websites

Our website may also include social media features (e.g., share or like buttons). Such features are provided by third-party social media platforms such as LinkedIn, Twitter, or Facebook. Where data is collected this way, its processing is governed by the privacy policy of the respective social media platforms.

Our content may contain links to other third party websites to provide relevant content. However, once you have used these links to leave our site, you should note that we are not responsible for such external content and do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy policy applicable to the website in question.

 

Your consent

This policy serves to inform you of your rights and our obligations in relation to your personal data. In order for us to be able to continue to communicate with you fully in the future (using both electronic and non-electronic means), you will need to actively consent to this policy.

If you are under 16 years of age, a person legally responsible for you will need to give their consent.

 

 

Data Handling Policy – last updated 12/08/2020 

The Mitzvah Day UK Charitable Trust (Mitzvah Day) takes the privacy and security of data very seriously.

What data do we collect?

We collect the data necessary for Mitzvah Day to pursue its stated charitable objectives; The promotion of good citizenship by encouraging and facilitating volunteering in furtherance of charitable purposes for the benefit of the public, principally but not exclusively amongst the Jewish community, running events, keeping our supporters informed of our activities, marketing, fundraising and the effective running of Mitzvah Day through its professional staff, trustees and volunteers. Data collected and processed may include, but not be limited to:

  • Names and contact information such as telephone numbers, email and postal addresses
  • Payment information collected through service providers such as PayPal
  • Stakeholder, supporter and donor records and preferences
  • Religious Affiliations
  • Such other information that is relevant and necessary for Mitzvah Day to carry out its activities, charitable purposes and legal obligations.

Why we hold data

  • We want to maintain a list of people who have actively participated in Mitzvah Day activities with us before, so that we can contact them to ask them to do so again
  • We want to maintain a list of people who have actively expressed an interest in Mitzvah Day activities so we can keep them informed of future events.
  • We want to maintain a list of people who have donated to us before, so that we can contact them to ask them to do so again.
  • We want to claim Gift Aid on a person’s donations.
  • We want to maintain a list of MPs, local councillors and press contacts in order to inform them of events that are planned within their constituencies.
  • We want to maintain a list of people who have explicitly told us that they don’t want us to contact them again, to ensure that they do not receive unwanted communications.
  • We want to keep such information up to date

Where is data stored?

All information is stored on secure servers by our third party providers; Salesforce, DropBox and PayPal. Any payment transactions are encrypted using SSL technology.

Links to their privacy policies may be found here:  Salesforce PayPal   DropBox

By submitting personal data, and agreeing to our privacy policy, subscribers agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that data is treated securely.

 

Requests concerning personal data

Consent preferences can be updated at any time by emailing our team.

All marketing emails will contain a mechanism, allowing subscribers to opt out at any time.

Subscribers can choose to opt out of receiving information by simply selecting unsubscribe.

Individuals may request in writing details of the personal information which we hold about them. Such requests will be acknowledged within 21 days.

Subscribers may, at any time, change their mind about what information we hold about them, or if we continue to hold it at all, subject to any legal obligation on Mitzvah Day to retain data, such as the retention of Gift Aid records for Her Majesty’s Revenue and Customs. Requests for data deletion will be responded to within 21 days of receipt of such request

Data Sharing

We will only share data with trusted third parties, or where necessary for us to communicate with subscribers (such as mailing companies for postal communications or through email campaigns or newsletters) and only once we are satisfied that any such use of data will accord with our privacy policy. We will not sell or share personal information with any other businesses or marketing companies without obtaining explicit consent.

Reviewing Data

We will review data annually each Q1 (1st Jan to 31st March), to ensure that it falls into the categories above. Any data found not to fall into the above categories will be deleted from our live records.

We will review our privacy policy each Q1, to ensure that it complies with UK Data Processing legislation.

Disposal

Requests for data deletion will be responded to within 21 days of receipt of such request. Subject to any overriding legal requirement for its retention such as the retention of Gift Aid records for Her Majesty’s Revenue and Customs, records will be permanently removed from our database.

Data Breach

A data breach policy has been put in place and issued to all existing staff members and Trustees.

Updating these Policies

We reserve the right to update our policies at any time without prior notice. We will process data in accordance to the privacy policy that you have consented to at the time of your consent.  Your continued use of the website and/or its services will constitute your consent to the updated policy. Use the “Last Updated” date in this policy to determine when it was last changed.

If you have any concerns or questions please contact us