Friends of Jerusalem Botanical Gardens – how we use your personal data
At the Friends of JBG (FJBG), we rely on the generosity and support of individuals like you to carry out our work.
Whenever you share personal data with us we aim to be clear about how your information is used and not to do anything with your data that you wouldn’t reasonably expect us to do.
We will never sell your personal data to other organisations and will only ever share it in appropriate, legal or exceptional circumstances.
We will only send e-newsletter and marketing communications to you if you have explicitly stated you are happy for us to do so. These communications include information about how you can become involved in our work, including fundraising, attending events and volunteering.
FJBG takes the privacy and security of your personal information very seriously.
References to the processing of information include: the collection, use, storage and protection of data.
FJBG is the ‘data controller’ for the purposes of this policy, and the policy extends to its staff, trustees, volunteers and anyone else processing data on our behalf from time to time.
Organisations are permitted to process data if they have a legal basis for doing so. FJBG processes data on the basis that:
Express and informed consent has been given by the person whose data is being processed; and/or
FJBG 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 FJBG to process data.
Where FJBG is relying on solely 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 FJBG is able to provide services to or interact with you in future.
This policy is effective from 28 March 2018.
When do we collect information and what do we collect?
We only collect personal data relevant to the type of transactions you have with FJBG and only for what is necessary for FJBG to pursue its charitable objectives.
a) When you give it to us directly
We may ask for personal information about you, including your name, date of birth, email address, postal address, telephone number and demographic information such as ethnicity and gender. Times when we would do this include when you make a donation, register for an event or ask about our activities. We may also collect donor and volunteer records and preferences, including, where necessary, bank or payment details in order to process payments from you and information about your tax status for the collection of Gift Aid.
b) When you give it to us indirectly
c) When it is collected as you use our website or applications
It is possible to prevent your web browser from accepting cookies from our website and details of how to change your local settings can be found in your web browser. However, please be advised that where you choose to prevent cookies, it is possible that core features of our website will not work and you may experience limited functionality from the website. To find out more about cookies, including details of cookies and how to manage and delete them, please visit the All About Cookies website.
d) When it is publicly available
This may include information found in places such as Companies House and information that has been published in articles/newspapers.
Sensitive personal data
We do not collect "sensitive personal data" about our supporters, e.g. health status, unless there is a clear reason for doing so - such as participation in our International Horticultural Scholarship Scheme or an event such as the Working Holiday where we need this to ensure your safety and wellbeing. Clear notices will be provided on application forms for such events so that it is clear what information we need and why we need it.
How does FJBG use your personal data?
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, such as the need, where appropriate, to retain Gift Aid records for Her Majesty’s Revenue and Customs.
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 and we reserve the right to seek verification of the identity of persons making such requests before we respond. 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 FJBG 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 FJBG to retain data.
You are responsible for the accuracy of data you have provided to FJBG. 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 will never sell or share your personal information with any other charities, businesses or marketing companies without your explicit consent.
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.
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 FJBG do so in accordance with this policy and on the basis that FJBG is satisfied that they can and will adhere to our high standards for data protection and security.
Changes to the Policy
We review this policy annually and may update it from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by contacting you directly.
You also have the right to make a complaint direct to the UK's data protection authority, the Information Commissioner's Office (ICO). The ICO can be contacted at: https://ico.org.uk/global/contact-us/
Concerns can be also be logged via the ICO website.