Privacy Notice for Darby Rimmer Foundation

Edition Date: February 2024

1. What is the purpose of this information?

Darby Rimmer MND Foundation (“we”, “our”, “us”, “Darby Rimmer MND”) is committed to protecting the privacy
and security of our supporter’s personal information. This privacy notice describes how we collect and use
personal information about you when you work with us, support our causes, provide donations and use our website
in accordance with data protection legislation, including, as applicable: the Data Protection Act 2018 and the UK
General Data Protection Regulation (“UK GDPR”) (all as amended, updated or re-enacted from time to time).

Darby Rimmer MND is a “data controller”. This means that we are responsible for deciding how we hold and use
personal information about our supporters and contacts (“you”, “your”). We are required under data protection
legislation to notify you of the information contained in this privacy notice. You can contact us by email at
enquiries@darbyrimmermnd.co.uk or by writing to us at Darby Rimmer MND Foundation, 17 Spurriers Lane,
Melling, L31 1BA. Our registered charity number is 1185307.

It is important that you read this notice, together with any other privacy notice we may provide on specific
occasions when we are collecting or processing personal information about you, so that you are aware of how and
why we are using such information.

2. The kind of information we hold about you

We may collect, store, and use the following categories of personal information about you:

  • Contact details such as name, title, addresses, telephone numbers, date of birth and email addresses, and
    information regarding your organisation (if any) such as your role, company address and location.
  • Financial data including bank account and payment card details.
  • Information about your use of our information and communications systems including internet protocol (IP)
    address, your login data, browser type and version, time zone setting and location, browser plug-in types and
    versions, operating system and platform, device ID and other technology on the devices you use to access our
    website.
  • Cookie information to distinguish you from other users of our website.
  • Marketing and communications data including your preferences in receiving marketing from us and our third
    parties and your communication preferences.
3. How is your personal data collected?

We typically collect personal information about you when you interact with us including via our website, social
media platforms, email or telephone. We may collect personal data about you from charity events you attend or
when you donate to Darby Rimmer MND, or work with us as part of a campaign or event. We may also collect
additional personal information throughout the period of us interacting with you.

4. How we will use information about you

We will use your personal information as follows:

  • To register you as a supporter or donor of Darby Rimmer MND.
  • To administer or otherwise carry out our obligations arising from any contracts entered into with you.
  • To fulfil any requests you have made, answer any questions you have or to contact you with information
    relevant to your interaction with us.
  • To maintain and update our list of supporters and donors.
  • To send you relevant marketing communications and to promote our fundraising and charitable aims.

Our lawful basis for the activities above is necessity to perform any contract we have with you and in
all other circumstances the legitimate interests of operating and expanding the activities of Darby
Rimmer MND.

  • For audit purposes of Darby Rimmer MND.
  • To check we can accept your donation.
  • To update and review statistics which will help us to run Darby Rimmer MND and comply with the laws and
    regulations that apply to our charity.

Our lawful basis for the activities above is the pursuit of our legitimate interests of operating and
expanding our business activities lawfully, and necessity to comply with legal obligations.

  • To administer and protect our business and our website (including troubleshooting, data analysis, testing,
    system maintenance, support, reporting and hosting of data).

Our lawful basis for the activities above is the pursuit of our legitimate interests of running Darby
Rimmer MND, provision of administration and IT services and network security.

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of
your personal information. If you fail to provide certain information when requested, we may not be able to perform
the contract we have entered into with you or your organisation (such as providing the products and/or services to
you). We will only use your personal information for the purposes for which we collected it, unless we reasonably
consider that we need to use it for another reason and that reason is compatible with the original purpose. If we
need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal
basis which allows us to do so. Please note that we may process your personal information without your
knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you
in writing if this position changes.

5. Data sharing and transfer

We may share your data with third parties, including third-party service providers and third party charity platforms
such as Just Giving. We may sometimes be obliged to disclose your personal information by law such as by a
regulator with appropriate power or court order or to otherwise comply with the law. Potential recipients in the UK
include the Charity Commission.

All our third-party partners/service providers are required to take appropriate security measures to protect your
personal information in line with our policies. We do not allow our third-party partners/service providers to use your
personal data for their own purposes. We only permit them to process your personal data for specified purposes
and in accordance with our instructions.

In the course of carrying out the activities referred to above we will not transfer your personal information outside of
the UK.

6. Data retention

How long will we use your information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for,
including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention
periods for different aspects of personal information we process are available from
enquiries@darbyrimmermnd.co.uk . To determine the appropriate retention period for personal data, we consider
the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or
disclosure of your personal data, the purposes for which we process your personal data and whether we can
achieve those purposes through other means, and the applicable legal requirements. In some circumstances we
may anonymise your personal information so that it can no longer be associated with you, in which case we may
use such information without further notice to you. We will retain and securely destroy your personal information in
accordance with our data retention procedure.

7. Your rights in connection with personal information

It is important that the personal information we hold about you is accurate and current. Please keep us informed if
your personal information changes.
Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This
    enables you to receive a copy of the personal information we hold about you and to check that we are lawfully
    processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any
    incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal
    information where there is no good reason for us continuing to process it. You also have the right to ask us to
    delete or remove your personal information where you have exercised your right to object to processing (see
    below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a
    third party) and there is something about your particular situation which makes you want to object to
    processing on this ground. You also have the right to object where we are processing your personal
    information for direct marketing purposes (for example, email marketing or phone calls).
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend
    the processing of personal information about you, for example if you want us to establish its accuracy or the
    reason for processing it.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party
    you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this
    right only applies to automated information which you initially provided consent for us to use or where we used
    the information to perform a contract with you.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of
your personal data, or request that we transfer a copy of your personal information to another party, please contact
enquiries@darbyrimmermnd.co.uk in writing and they will explain any conditions that may apply.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However,
we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we
may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to
access the information (or to exercise any of your other rights). This is another appropriate security measure to
ensure that personal information is not disclosed to any person who has no right to receive it.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer
of your personal information for a specific purpose, you have the right to withdraw your consent for that specific
processing at any time. To withdraw your consent, please contact enquiries@darbyrimmermnd.co.uk . Once we
have received notification that you have withdrawn your consent, we will no longer process your information for the
purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law. Further
guidance on your rights is available from the Information Commissioner’s Office ( https://ico.org.uk/ ). You have
the right to complain to the UK’s supervisory office for data protection, the Information Commissioner’s Office at
https://ico.org.uk/concerns/ if you believe that your data has been processed unlawfully.

8. Changes to this Privacy Notice

If you have any questions about this privacy notice or how we handle your personal information, please contact
enquiries@darbyrimmermnd.co.uk . We reserve the right to update this privacy notice at any time for example if the
law or regulatory requirements change, if technology changes or to make the Group’s operations and procedures
more efficient. We will provide you with a new privacy notice when we make any substantial updates. We may also
notify you in other ways from time to time about the processing of your personal information.