What this privacy notices covers

The Farm Business Awards are organised by the Addington Fund, who is committed to protecting your personal information. In this notice, references to ‘we’ or ‘us’ mean Addington Fund. This notice explains how we collect and use the personal information about you.

Who we are

Addington Fund is a Charity registered with the Charities Commission. Our registered charity number is 1097092 and our address is 9 Barford Exchange, Wellesbourne Road, Barford, Warwick CV35 8AQ.

Addington Fund is the data controller and we are registered with the Information Commissioner’s Office. Our registration number is Z5406324. Our data protection contact is Sue English who can be contacted via email at sueenglish@addingtonfund.org.uk

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”). The information we collect and store includes the following:

A) Information given to us by you if you donate to us, or are a beneficiary, have a business relationship, or if we have invited you to an event, which can include:

• Your name;

• Your postal address;

• Your email address and/or your phone number;

• Details of how we have helped you (if you are a beneficiary);

• Details of how you have supported us (if you are a donor).

Without your express consent, we will never use this information for marketing purposes. Upon receiving your consent to marketing, we will then process your information for marketing purposes in line with your preferences.

B) Information collected via our website. When you visit our website, you may provide us with two types of information:

• Personal information that you knowingly choose to disclose, which is collected on an individual basis, and

• General user information that does not contain personally identifiable information, which is collected on an aggregate basis as you browse the website. You can, of course, disable cookies on your computer by indicating this in the preferences or options menus in your browser. However, it is possible that some parts of our website will not operate correctly if you disable cookies. You should consult with your browser’s provider/manufacturer if you have any questions regarding disabling cookies.

How do we use the information we collect?

We use your personally information to provide you with the service or content that you have requested.

Our website uses cookies to identify a user that has previously visited our website. Cookies are small files of letters or numbers downloaded onto a device when users access websites. They are widely used in order to make websites work, or work more efficiently, as well as to provide service information to the owners of the site.

Cookies will not identify you personally – it is statistical data about our visitors and their use on our website. This statistical data does not identify any personal details whatsoever. All computers have the ability to decline cookies.

How do we process your personal data?

Addington Fund complies with its obligations under Data Protection Legislation by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

• To enable us to provide a not-for-profit service for the benefit of the public as specified in our constitution;

• To administer beneficiary and donor records;

• To fundraise and promote the interests of the charity;

• To manage our employees and volunteers;

• To maintain our own accounts and records (including the processing of gift aid applications);

• To inform you of news, events, activities of the Addington Fund.

What is the legal basis for processing your personal data?

• Consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about Addington events; and

• Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement.

Sharing your personal data

We may employ other companies and individuals to perform functions on our behalf. Our employees, agents and contractors who have access to personally identifiable information are required to protect the information in a manner that is consistent with this Privacy Statement.

We may provide access to your personally identifiable information when legally required to do so, to cooperate with police investigations or other legal proceedings, to protect against misuse or unauthorised use of our website, to limit our legal liability and protect our rights, or to protect the rights and safety of visitors to this website or the public. In those instances, the information is provided only for that limited purpose.

We will not share your personally identifiable information in ways unrelated to those described above without providing you with an opportunity to opt out of such use or otherwise prohibit such unrelated uses.

How long do we keep your personal data?

We only keep data for as long as necessary for use in our charitable purposes. Our retention schedules have been agreed, documented and communicated.

Specifically, we retain gift aid declarations and associated paperwork for a minimum of 7 years after the tax year to which they relate and longer if the donor is still active.

Data may be retained for AF statistical, historical and/or research purposes.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

• The right to request a copy of your personal data which the Addington Fund holds about you;

• The right to request that the Addington Fund corrects any personal data if it is found to be inaccurate or out of date;

• The right to request your personal data is erased where it is no longer necessary for the Addington Fund to retain such data;

• The right to withdraw your consent to the processing at any time;

• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability), (where applicable).

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, we will we will seek your consent prior to the new processing.

Contact details

To exercise all relevant rights, including data subject access request, please contact:

Sue English, Operations Manager, Addington Fund, 9 Barford Exchange, Wellesbourne Road, Barford, Warwick CV35 8AQ. Telephone 01926 620135 or email sueenglish@addingtonfund.org.uk

7 July 2020