- Lawful basis for processing
Your privacy is protected by law, which says that we can use your personal information only if we have a proper reason to do so. The reasons we may use your personal information are:
- To fulfill a contract we have with you;
- When it is our legal duty;
- When it in our legitimate interest; or
- When you consent to it.
*A legitimate interest is when we have a business or commercial reason to use your information, but this must not unfairly go against your rights or freedoms. Q Radio employs the lawful basis of ‘legitimate interest’ when we believe that the individual would reasonably expect us to contact them and send marketing communications. This may be because you have enquired about the work of Q Radiothon, made a donation in the past or attended an event in aid of Q Radiothon.
|What We use your personal information for||Our reason(s) for processing||Our legitimate interest (where applicable)|
|· To manage our relationship with you|
· To keep you updated about our work by sending you marketing information
· To send you information about our fundraising activities
· To keep you updated on additional ways you can support Q Radiothon
|· Fulfilling contracts|
· Our legal duty
· Our legitimate interests
· Your Consent
|· Keeping our records up to date|
· Working out which of our activities may interest you and telling you about them
· Being efficient about how we fulfil our legal and contractual duties
|· To run Q Radiothon in an efficient and proper way. This includes managing our financial position, business capability, planning, communications, corporate governance and audit||· Our legal duty|
· Our legitimate interests
|· Complying with regulations that apply to us|
· Being efficient about how we fulfil our legal and contractual duties
- What information do we collect?
Personal information is information that can be used to identify you, tell us about you and help us understand your relationship with us. For example if you make a donation or register to fundraise we may, with your full knowledge and consent, collect the following information:
- Your full name
- Your contact details – including postal and email addresses
- If your involvement with Q Radiothon is linked to your employment or membership of a group or organisation we may collect additional data such as your job title and company you work for; official title and group or organisation you belong to.
- Other information relevant to your specific enquiry
- How we collect your data
The information we collect is gathered in the following ways:
When you give it to us DIRECTLY by
- asking about Q Radiothon activities
- registering for one of the Q Radiothon events
- making a donation to us – this may be via JustGiving, through the QRadiothon website, Eventbrite, in person, by telephone, by post or through the Call Centre.
- engaging with or contacting us via our social media
When you give it to us INDIRECTLY
- your details may be shared with us by independent event organisers or by an organisation or club you are involved with
- We may also collect and observe data about supporters when they use the Q Radiothon website, such as which pages are most visited, which events or activities are of most interest, as well as feedback ratings and text. This information can be used to help us improve our website and services and ensure we provide you with the best service. Wherever possible, the information we use for this purpose will be aggregated or anonymised i.e. it will not identify you as an individual visitor to our website. More information can be found in the ‘our website’ section below.
- Why do we need and how do we use your information.
Your information is really important as it allows us to carry out a number of actions such as processing your donation and thanking you for your support. Here are some of the ways we use your information:
- Donations via JustGiving
If you make a donation on JustGiving we will be notified to make us aware that you are supporting the Q Radiothon. JustGiving will also send us your name and email address. In order to support your fundraising efforts, we may contact you using these details to offer advice, support or provide you with materials as needed. We do not collect any information from your family, friends and supporters who make a donation through your page.
If you provide information to a website to which we link, we are not responsible for its protection and privacy. For further information on the details JustGiving may collect from you when using its website please visit www.justgiving.com/info/privacy .
- Donations by text
Text donations are made via Instagiv. Each text will cost your donation amount and standard network charge. Our four charities will receive 100% of your donation. Please obtain the bill payer’s permission first. Your donation will be added to your phone bill or taken from your phone credit. Your donation will appear on your phone bill as ‘Instagiv/70144’. If your donation fails, possibly as you don’t have enough credit or if you have restrictions on your account, you will receive a text to let you know.
The only information Instagiv will collect and hold about you when you make a donation via text is your phone number. Once the campaign ends, Instagiv will hold your information for 90 days in order to fulfil and administer your donation. During this time Instagiv will not use your information in any way. After this 90 day period, Instagiv will delete your information from its systems.
Q Radio will have access to your information during the Q Radiothon text campaign to allow us to track how much money is being raised, but we will not hold or keep your information.
- Fundraising events
If you register to take part in Break the Rules Day or if you choose to hold your own event to raise money, we will use your information to:
- send you a fundraising pack
- add you to our database in order to confirm you as a participant for that event/ raising money for the Q Radiothon
- contact you to offer support
- Card payments
Donations by card to the Q Radiothon should be made online via the Q Radiothon website, online via JustGiving or over the phone during the Q Radiothon weekend.
Donations made directly through the Q Radiothon website are processed by Stripe.
We ask that you never email your credit or debit card details to us to ensure your information is not compromised in any way. If we receive an email containing any credit or debit card details, it will be immediately deleted, no payment will be taken and you will be notified about this.
- Administration and records
Here we use personal information:
- for internal record keeping, such as the management of feedback or a complaint
- where it is required or authorised by law
- when assessing your personal information for the purposes of credit risk reduction or fraud prevention (regrettably some people target charities and charitable initiatives for illegal purposes such as money laundering and, quite rightly, we are required to monitor financial activity and report suspected fraud to the appropriate authorities)
- Updates, marketing and fundraising
With your consent, we will contact you occasionally to let you know about the progress we are making and how much the Q Radiothon has raised for our partner charities. We do not sell or share personal details to third parties for the purposes of marketing. If you don’t wish to be contacted by the Q Radiothon you can opt out at any time by clicking ‘unsubscribe’ on any email from Q Radiothon or by contacting us at:
You can also call us on 028 9023 4967 or email firstname.lastname@example.org
We will not use your information for marketing purposes if you have asked us not to. However, we will retain your details on our database to help ensure we do not continue to contact you.
- Information sharing and disclosure
Your information is really important to us and we promise that we will never sell your information to a 3rd party.
We may disclose your personal information to third parties if we are required to do so through a legal obligation (for example to the police or a government body); to enable us to enforce or apply our terms and conditions or rights under an agreement; or to protect us, for example, in the case of suspected fraud or defamation. We do not share your information for any other purposes.
- Accuracy of your information
To help us ensure that any communication you wish to receive from us reaches you, it’s important that all information we hold about you is accurate and, where necessary, kept up to date. If any of the information we hold about you is inaccurate and either you advise us or we become otherwise aware, we will ensure it is amended and updated as soon as possible.
- Staying in touch
We would like to keep you up to date on the latest Q Radiothon news, including updates on how your support is making a difference to our charity partners and the people they support. We also like to keep you informed on other ways you may like to support Q Radiothon, now and in the future. Our communications with you may include:
- Information on Q Radiothon events
- Information on how you can donate to Q Radiothon
- Updates on how much money Q Radiothon has raised
- Information on how your support is making a difference to our charity partners
Q Radiothon operates an ‘opt-in only’ communication policy. This means that we will only send marketing communications to those who have explicitly stated that they are happy for us to do so. It also ensures that if you wish to hear from us that you receive our updates in a format that is most suitable for you (text, email or post). This policy is updated from time to time in line with the recommendations from the General Data Protection Regulation (GDPR) and the latest version was published on this page in May 2019.
If you would like to receive such communications from Q Radiothon but have not opted in, please contact us on 028 90 234967 or email email@example.com . You can also contact us at any time if you wish to stop receiving communication from us.
- Under 16s
If you are aged 16 or under and would like to participate in Break the Rules Day, your own event or make a donation to Q Radiothon, please make sure that you have your parent/guardian’s permission before giving us your personal information. When we collect information about a child or young person, we will make it clear to the parent/ guardian as to the reasons for collecting this information and how it will be used.
- Vulnerable circumstances policy
We recognise the importance of protecting our vulnerable supporters and follow the guidance issued by the Institute of Fundraising on treating donors fairly. We believe this helps to support our staff and fundraisers who come into contact with supporters in providing high quality customer care, ensuring anyone donating to the Q Radiothon is in a position to make a free and informed decision
- How we keep your data safe
We will always hold your information securely and follow stringent technical and organisational security procedures to ensure that any personal data we hold about you is stored and processed under our data protection policy in line with the Data Protection Act 2018, the General Data Protection Regulation and any subsequent, enacting or replacement legislation.
If you make a donation, fundraising enquiry or register to fundraise in any way, with your full knowledge and consent, we will hold your personal data on a database. Your information will be stored on a password protected excel spreadsheet and access is restricted to only those Q Radiothon staff who need it to provide a service to you or for one of the other purposes discussed in this policy. The data held on the database will be relevant and not excessive for the reasons for which it is collected or used.
The degree of security required for file storage will reflect the sensitivity and confidential nature of any material recorded. We will use technology in such a way as to assist the protection of data. Encryption will be used when sending data electronically using secure socket layer technology (SSL). We will ensure that access to personal information will be controlled and information released on a “need to know” basis and in compliance with the legislation.
We will keep your information for as long as required to enable us to operate our services but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations when determining how long we should retain your information. When we no longer need to retain your information we will ensure it is securely disposed of, at the appropriate time.
- Our website
The Q Radiothon website is hosted on a secure server. Any information you send to us over the internet is encrypted using secure socket layer technology (SSL). Although we cannot 100% guarantee the security of any information you transmit to us, we enforce strict procedures and security features to protect your information and prevent unauthorised access.
When you register for an event, none of your personal information will be held by the website itself. Your details are emailed to firstname.lastname@example.org which is administered by a member of the Q Radiothon committee. Your information will be transferred to a secure, password protected excel spreadsheet in order to allow Q Radiothon to administer your registration.
We also use Google Analytics to track and monitor website usage. This allows us to monitor what parts of our website are working well and what parts of the website our supporters are most interested in. This information then allows us to tailor the content of our website, ensuring our visitors and supporters see more of the content they are interested in. The information we use via Google Analytics is anonymous and does not personally identify you. It does not contain your name, address, telephone number, or email address. If you would rather that your visits to this website are not recorded then please consider looking at Google Analytics’ currently available opt-outs.
- Your right to know what information we hold about you
You have the right to:
- request a copy of the information we hold about you
- update or amend the information we hold about you if it is wrong
- change or withdraw your communication preferences at any time
- ask us to remove your personal information from our records
- object to the processing of your information for marketing purposes
- raise a concern or complaint about the way in which your information is being used
If you would like to access your information, please do not hesitate to contact us with a description of the information you wish to see. In addition, your request for information should also include:
- your name
- an address where you can be contacted
- the format you want the information in
To ensure safety of your information and to help ensure that we only provide personal data to the right person, we will require proof of identity before releasing such information. To request your personal information, please contact us:
028 9023 4967
You should receive the information within one month. If we need more time, we will contact you and tell you when you can expect the information. Some sensitive information might not be available to members of the public. If this is the case, we will tell you why we have withheld some or all of the information you requested.
In addition, we are at liberty to turn down your request for information if we think your request is manifestly unfounded or excessive. In this scenario, we reserve the right to contact you again to ask you to be more specific so that we can provide the information you’re looking for.
If you have any queries regarding submitting a request, please call us on 028 9023 4967 or email email@example.com.
You have the right to lodge a complaint with the Information Commissioner’s Office (ICO), if you consider that our processing of your personal data infringes the principles of the DPA or the GDPR.
Their address is as follows:
Information Commissioner’s Office
14 Cromac Place
Tel: 028 9027 8757 or 0303 123 1114