The More Than My Past website is managed by The Forward Trust (Forward), a registered UK charity. Forward takes great care to safeguard personal data provided by our supporters and to process this data fairly and lawfully in accordance with the Data Protection Act 2018 and the General Data Protection Regulations (GDPR) which came into force at the end of May 2018.
When will I need to provide my details?
We may collect personal information (for example your name, your postal address, your email address, your date of birth, or your telephone number) from you when you:
- Sign up to receive email updates from the More Than My Past campaign and/or Forward
- Share your story for More Than My Past
- Share a message of support for More Than My Past
- Make a donation
- Send us a message using a website form
- Get involved with us in any other way
Why do you need my details and how do you use them?
The main reason we need your personal details is so that we are able to communicate with you and keep you informed about what we’re doing and opportunities for you to get involved in our campaign. We will only contact you if you tell us that you are happy for us to do so (this is ‘opting-in’), usually when you fill in one of our forms on our website. When you sign up you will be able to specify what areas you are interested in and what topics you are happy for us to contact you about. When you make donation to us, whether it is a single or regular donation, we collect information that is needed in order to process it. We also ask for your email address so that we can send you an acknowledgement of the transaction for your records. You can also provide your phone number at this stage. However, if you would rather not receive further contact from us, beyond that which is needed to complete the transaction, you can let us know via the online donation form, or by contacting us.
What is the legal basis for processing my data?
The law on data protection sets out a number of different reasons for which an organisation may collect and process your personal data, in this instance we are relying on consent from yourselves to process your information.
What if I don’t want you to use my details anymore?
If you ever change your mind about whether you want to hear from us then you can always amend your preferences or unsubscribe by clicking on the link at the bottom of our emails. Alternatively, you can email us at firstname.lastname@example.org or write to us at: Data Protection Officer Governance and Quality Assurance Department The Forward Trust Unit 106-7 Edinburgh House 170 Kennington Lane London SE11 5DP Remember: if you make a donation, share your story or a message of support, you will receive a one-off transactional email about that activity for your records.
How do you keep my information secure?
We will take precautions to prevent the loss, misuse or unauthorised alteration of personal information you give us. Personal information stored electronically is kept on secured servers with limited access from appropriate staff for as long as is necessary for the fulfilment of our legal obligations or our obligations to you as a visitor, supporter or service user. To ensure our staff understand and are able to keep your data secure, all Forward Trust staff receive data protection training when joining the organisation. Please note that while we have taken every appropriate measure to secure your data, transmission of information over the Internet is never 100% secure so while we take all possible precautions, we can’t 100% guarantee the security of any information you submit to us via our website. We may send communications to you by email. E-mail is not a fully secure means of communication, and whilst we do our utmost to keep our systems and communications protected we cannot guarantee this.
Do you pass my details on to any other organisations or individuals?
Any information you provide is us is held in strictest confidence. We will never sell your data to another organisation. If we ever need to send data to a third party working on our behalf e.g. a mailing house, we will make sure the company we use has signed a data processing agreement with us, so that they are bound to take care of your data in the same way we do.
How long will you keep my data?
We have specific criteria to determine how long we will retain your information, which vary according to legal bases under which we process it. 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.
What are my rights under the current data protection laws?
Under UK data protection law, you have rights over personal information that we hold about you. If you want to access your information, send a description of the information you want to see via email email@example.com or write to us at: Data Protection Officer Governance and Quality Assurance Department The Forward Trust Unit 106-7 Edinburgh House 170 Kennington Lane London SE11 5DP Please note that we have the right to ask you for a reasonable administrative fee if your request is excessive or repetitive. We will respond to your requests within all applicable timeframes (in accordance with the Information Commissioner’s Office guidelines).
Right to access your personal information
You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.
Right to have your inaccurate personal information corrected
You have the right to have inaccurate or incomplete information we hold about you corrected. If you believe the information we hold about you is inaccurate or incomplete, please provide us with details and we will investigate and, where applicable, correct any inaccuracies.
Right to restrict use of your personal information
You have a right to ask us to restrict the processing of some or all of your personal information in the following situations: if some information we hold on you isn’t right; we’re not lawfully allowed to use it; you need us to retain your information in order for you to establish, exercise or defend a legal claim; or you believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose and you have objected to us doing so. In the majority of cases this is a temporary measure until the situation is resolved
Right to erasure of your personal information
You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions, you have the right for this to be done. We will delete your information (unless exceptions apply) and if your information has been passed to any third parties we will ensure that they also delete it.
Right for your personal information to be portable
If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.
Right to object to the use of your personal information
If we are processing your personal information based on our legitimate interests or for scientific/historical research or statistics, you have a right to object to our use of your information. If we are processing your personal information for direct marketing purposes, and you wish to object, we will stop processing your information for these purposes as soon as reasonably possible. Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office (ICO (link is external)).
Data Protection complaints or queries
We take any complaints we receive about this very seriously. We want to hear from people feel that our collection or use of information is unfair, misleading or inappropriate. In this notice we have tried to make things as clear and as simple as possible but it does not provide an exhaustive list or all of the detail of our collection/processing of personal data. If more information is needed please contact us via: firstname.lastname@example.org or write to us at: Data Protection Officer Governance and Quality Assurance Department The Forward Trust Unit 106-7 Edinburgh House 170 Kennington Lane London SE11 5DP