We will collect information about you when:
- you make a donation to us. This includes one-off donations, regular donations via Direct Debit and standing order and purchasing one of our Gifts That Grow. Sometimes, your information may be collected for us by a trusted organisation working on our behalf. Please be assured that when we work via other organisations, we are still responsible for your data and we adhere to our same high standards of data collection.
- you sign up to receive our email newsletter.
- you take part in one of our events or fundraise for us or enquire about doing this.
- you contact us through the following channels: online, email, phone or post.
- you visit our website. Like most websites, we use “cookies” to help us make our site – and the way you use it – better. They are small text files that allow information about your visit to be recorded, and enable websites to recognise a user (anonymously) to make interacting with a website faster and easier.
- you post on our social media sites like Facebook and Twitter. Depending on your privacy settings or the privacy policies of these sites, you might give us permission to receive information about you from them.
- you use third party sites such as Care2 and JustGiving – but only if you’ve given them permission to share your information with us. These organisations will have their own privacy policies so please do make sure you read them before providing your information.
- We may also collect publicly available information about you, including where you live, your potential to give and other demographics such as age. We will use this to tailor communications and our fundraising asks to you based on what we learn. Please let us know if you are not happy for us to do this.
The types of information we may hold about you
- Your name, address, email address and phone numbers
- Your date of birth
- Your bank or credit card details (only if you are making a donation)
- Your previous donation history
- Your tax status if you have given us permission to claim Gift Aid on your donation or told us you are not eligible
- Notes on when we have been in touch with you, or you with us.
How long we will hold information
We will hold your personal information on our systems for as long as it is necessary for the relevant activity, for example to comply with HMRC rules we will keep a record of donations that are eligible for Gift Aid for at least seven years.
If you request that we stop sending you fundraising materials we will need to keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.
Legacy income is vital to Tribal Songs. We may keep data you provide to us for up to 80 years after the end of your support to enable us to carry out legacy administration and communicate effectively with the families of those supporters that leave us a gift in their Will. This also enables us to identify and analyse the source of legacy income we receive.
We will ensure that, 10 years after the end of a relationship with a supporter, we only retain the minimum amount of data that is necessary in order for us to identify a reactivating supporter or legacy giver.
How we will protect your information
We will never sell your data. We will only share your data with carefully selected partners who do work for us and have guaranteed to keep your details confidential and secure. This will include organisations that send mail, process financial transactions, contact supporters or enquirers on our behalf for fundraising or administrative purposes.
We will only pass personal data to these organisations if they have signed a contract that requires them to:
- Abide by the requirements of the General Data Protection Regulation
- Treat your information as carefully as we would
- Only use the information for the purposes it was supplied
- We would also share your data if we are legally required to do so, e.g. by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court.
We ensure that there are appropriate technical and organisational security measures in place to protect your personal details in accordance with current data protection legislation. This means:
- We secure access to all transactional areas of our websites using ‘https’ technology.
- Access to your personal data is password-protected, and sensitive data (such as payment card information) is secured and tokenised to ensure it is protected.
- We regularly monitor our systems for possible vulnerabilities and attacks.
- We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
We always strive for best practice in our fundraising and communications and adhere to our legal obligations, including the General Data Protection Regulation, the Privacy and Electronic Communications Regulations 2003, Fundraising Preference Service and the Telephone Preference Service. We adhere to the regulations set by the Fundraising Regulator who actively regulates charities carrying out fundraising activities.
How you can control your data
You have the right to change the way we use your data at any time or ask to us to stop using it. You can also request to see the information we hold about you and ask us to correct or delete it. On occasions we may search for publicly available information about our supporters to help us focus future communications and fundraising asks. You can opt out of this at any time.
To change your mind about how you would like to be contacted or for any other enquiry relating to the personal information we hold about you, please write to info@tribalsongs.com or you can call us on 07865 781064
Please note, it may take up to six weeks for your request to take effect as we update our systems accordingly.
Supporters can also use the Fundraising Preference Service to opt out of any communications from Tribal Songs.
We report annually on the complaints made to Tribal Songs.