Our policy describes how and why Ben – Motor and Allied Trades Benevolent Fund collects / uses your personal information, how we protect your privacy when doing so and your rights / choices regarding this information. We will always respect all your personal information that you share with us and keep it safe. We aim to be clear when we collect your information about what we will do with it.
Who we are
In this Privacy policy, “Ben – Motor and Allied Trades Benevolent Fund”, “Ben”, “we” or “our” means:
Ben – Motor and Allied Trades Benevolent Fund. Lynwood Court, Lynwood Village, Rise Road, Ascot, SL5 0FG. A charity registered in England and Wales (no.297877) and Scotland (no.SC039842). A company limited by guarantee, registered in England and Wales (no.02163894). Registered with the Homes and Communities Agency (no. LH 3766).
Who is the information processed about?
We process personal information about:
- Members
- Suppliers
- Prospective, current & past employees
- Volunteers
- Supporters/donors
- Event bookers & participants
- Partners
- Enquirers, complainants or People who enquire, give feedback or wish to make a complaint about our services
- Advisers
- Professional experts and consultants
- Representatives of other organisations
- Individuals captured by CCTV images
How we directly collect information you provide to us
You may give us your information to sign up for one of our events, make a donation, receive help, information, advice or guidance through our health & wellbeing support services and/or care services, you may also be a resident in one of our care centres or own a property in our retirement village or making enquiries to that effect, or be applying for a role at Ben.
How we indirectly collect information you provide to us
Your information may be shared with us by third parties, for example:
- Payroll giving agencies
- Professional fundraising agencies
- Independent event organisers, for example the London Marathon or fundraising sites like Just Giving or Virgin Money Giving
- Purchased databases and marketing lists
The types of personal information we may collect
How we use your information
We will use your personal information to:
- Provide you with the services, products or information you asked for
- Administer your donation or support your fundraising, including processing Gift Aid;
- Keep a record of your relationship with us
- Respond to or fulfill any requests, complaints or queries you make to us
- Understand how we can improve our services, products or information by conducting analysis and market research
Sharing your information with other organisations
We will never sell or rent your information to third parties for marketing purposes. However, we may disclose your information to third parties relating to the other purposes set out in this policy. These third parties may include:
- Business partners, suppliers and sub-contractors who may process information on our behalf
- If you are a legacy giver, we may share information with co-beneficiaries
- Advertisers and advertising networks
- Analytics and search engine providers
- IT service providers.
How we use your information to tell you about our work
Sending marketing communications:
We work within the latest GDPR guidance which means that you will only receive marketing communications from us in line with your preferences.
We may use information you have given us directly, for example the record of your previous donations to and/or relationship with us, your location and demographics, as well as the type of activity you have been involved with, to tailor our communications with you about future activities.
Lawful basis for processing
Data protection laws mean that each use we make of personal information must have a “legal basis”. The relevant legal bases are set out in the General Data Protection Regulation (EU Regulation 2016/679) and in current UK data protection legislation.
How we keep your information safe
We ensure that there are appropriate technical and organisational controls (including physical, electronic and managerial measures) in place to protect your personal details.
How long we keep your information for
We have specific criteria to determine how long we will retain your information for, which are determined by legal and operational considerations. For example, we are required to keep some personal information for tax or health and safety purposes, as well as keep a record of your interactions with us.
Keeping your information up to date
We may use information from external sources such as the post office national change of address database and/or the public electoral roll to identify when we think you have changed address so that we can update our records and stay in touch.
Your rights
Under UK data protection law, you have rights over personal information that we hold about you. We’ve summarised these:
Changes to our policy
If our privacy policy changes in any way, we will place an updated version on this page. Regularly reviewing the page ensures you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties.