Privacy Policy

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Privacy and cookies on the MotherMaya.org.uk website

Introduction and general terms

MotherMaya.org.uk promises to take great care with your personal data. We commit to protecting any personal information we obtain about you, whether you are a financial supporter, shopper, volunteer, partner or campaigner.

This Privacy Policy sets out how and why we obtain, use and protect personal information if you interact with us.

MotherMaya.org.uk is a charity in England and Wales (Awaiting registered status ).

This Privacy Policy applies to the above entity.

This Privacy Policy relates to information which is obtained by MotherMaya.org.uk and for which MotherMaya.org.uk is the Data Controller. Data for which MotherMaya.or.uk sets the purpose of the use as well as the how this data will be used.

MotherMaya.org.uk’s purpose and overall mission is to end the injustice of poverty. We provide humanitarian aid in times of crisis, fund long term community development programmes and developing systems for long term solutions to poverty. We also fund education for young people to lift them out of poverty.

Our supporters help us to achieve this in a variety of ways, primarily by:

1. Fundraising, donating money and donating or purchasing goods for sale in order to support our programme of work.

We take active steps to make sure that our supporters are aware of the ways in which they can help us achieve our overall purpose. 

We hold and process supporters' personal data for a number of reasons:

• To keep a record of donations made and actions      taken by our supporters and our communications with them.
• To send our supporters marketing information      about our projects, fundraising activities and appeals where we have their      consent or are otherwise allowed to.
• To support volunteers.
• To support community based fundraising and      campaigning.
• To claim gift aid on donations.
• To fulfil contractual obligations entered into      with supporters e.g. online purchases.
• To comply with legal obligations.
• To manage our organisation.
• To ensure we do not send unwanted information      to supporters or members of the public who have informed us they do not      wish to be contacted.

These reasons are underpinned by a "legal basis" under GDPR. We outline in the next section what these are for our main activities.

The law on data protection sets out a number of different reasons for organisations to collect and process your personal data: When collecting your personal data, we will always make clear to you which data is necessary for a particular purpose.

MotherMaya.org.uk relies on the following legal bases in our marketing activities:

Consent

Wherever possible, we will ask for your consent to send you marketing information. We will do this through a clear statement of what you will receive and allow you to select only those channels that you wish to hear from us by.

Legitimate interest

In specific situations, we process your data to pursue our legitimate interests in ways which might reasonably be expected, and which do not materially impact your rights, freedom or interests. MotherMaya.org.uk’s use of legitimate interest includes the following:

• Sending direct marketing information email, to      keep our supporters updated on MotherMaya.org.uk's projects, fundraising      activities and appeals. We will only do this where we have reason to      believe that this information will be of interest. 
• Where you have bought items from the MotherMaya.org.uk’s      Online Shop we will email you to tell you about other relevant offers. All      such emails will include a simple opt out mechanism.
• We analyse your previous support of MotherMaya.org.uk      in order to offer relevant ways of supporting us in the future.
• To help identify businesses who may wish to      support MotherMaya.org.uk, we send emails to individuals where relevant to      their job, for instance people working in Corporate Social Responsibility.

For activities other than marketing, we may rely on different legal bases:

Legal compliance

If the law requires us to, we may need to collect and process your data.

For example, where you sign up to the Gift Aid scheme, we will process your data for the purposes of submitting a Gift Aid claim to HMRC.

Public Interest

In limited situations we may use data in the public interest. It is likely to be in the public interest to collect data to prevent crime or dishonesty, ensure that we are fair in our practices by carrying out equality and diversity monitoring, or safeguard the wellbeing of people with whom we work. 

MotherMaya.org.uk will only contact you for marketing purposes - for example keep you up to date on our work, or let you know of ways in which you can support that work - where we have your consent. 

We will make it easy for you to tell us if you would like to receive marketing communications from us and hear more about our work. We will never send you marketing material if you have told us that you do not wish to receive it. 

Mothermaya.org.uk may collect your personal data in the following circumstances: 

1. When you give it to us DIRECTLY

You may give us your personal data directly when you make a donation, sign up as a volunteer, purchase products from the Mothermaya.org.uk’s Online Shop, or when you communicate with us.

2. When you give it to us INDIRECTLY

You may give us your information indirectly when you sign up to events. Sometimes your personal data is collected by an organisation  working on our behalf (for example a professional fundraising agency) but as they are acting on our behalf we are the "data controller" and responsible for the security and proper processing of that data.

3. When the information is publicly available

We might also obtain personal data about individuals who may be interested in giving major gifts to charities or organisations like MotherMaya.org.uk. In this scenario, we may seek to find out more about these individuals, their interests and motivations for giving through publicly available information. This information may include newspaper or other media coverage, open postings on social media sites such as LinkedIn, and data from Companies House. MotherMaya.org.uk will not retain publicly available data relating to major donors without their consent, which will be sought at the earliest practical opportunity. Where we decide not to make contact, we will delete all personal data obtained.

We may also gather information if your activities relate to our work - for instance, if you are a public figure such as a Member of Parliament or you represent an organisation which we work with.

4. When we use cookies

Cookies are a useful way for us to understand how supporters use our website. When you visit our web site we will collect data from your computer or other device such as a smart phone or tablet through the use of "cookies". Cookies are created by your web browser when you visit our website. Every time you go back to the MotherMaya.org.uk website, your browser will send the cookie file back to the website's server. They improve your experience of using our website, for example, by remembering your preference settings so that you are presented with information likely to be most relevant to you, and by measuring your use of the website to enable us to continuously improve our website to ensure that it meets your needs. Cookies can also be used to show you relevant Mothermaya.org.uk content on social media services such as Facebook - these are known as "retargeting'" or "advertising" cookies. 

If you visit our website as an anonymous visitor (e.g. you switch off cookies), MotherMaya.org.uk may still collect certain information from your browser, such as the IP address (an IP address is a number that can uniquely identify a computer or other internet device).

The MotherMaya.org.uk may contain hyperlinks to websites owned and operated by other organisations. These include media organisations (such as the BBC), research organisations and think tanks (such as the Overseas Development Institute), other related charities, and MotherMaya.org.uk affiliates in other countries. These third party websites have their own privacy policies, including policies on their use of cookies, and we urge you to review them. They will govern the use of personal information you submit or which is collected by cookies whilst visiting these websites. We cannot accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk. 

We only collect personal data relevant to the type of transactions or interaction you have with MotherMaya.org.uk.

Whatever your interaction with us this information will be minimal and linked to the purpose for which we need it.

For example,  make a donation, purchase an item online, support our Gift Aid Scheme, or online content (such as newsletters, competitions, or message boards) or you telephone, email, write to, or engage with MotherMaya.org.uk via social media channels, we may receive and retain personal information.

In these cases we are likely to process details such as your name, email address, postal address, telephone or mobile number, bank account details to process donations and whether or not you are a tax payer so that we can claim Gift Aid. We may (with your permission) take your photograph or video, or interview you if you engage in fundraising activities on behalf of MotherMaya.org.uk

Sensitive Personal Data

We collect this data where we need it to ensure that we provide appropriate facilities or support to enable you to participate in the event or carry out your role. Clear notices will be provided on application forms so that it is clear what information we need and why we need it. In certain circumstances, such as when we recruit volunteers, we need to obtain information about criminal convictions (where these are unspent) in order to check that it is appropriate for you to undertake the role.

If you apply for a role with us, we may collect this data for equality monitoring. Further details regarding this are outlined in our recruitment privacy policy.

Rarely, we may collect this data for the prevention of crime or dishonesty, to safeguard those with whom we work, or for another reason which is in the public interest. Where we do this we will do it carefully and in accordance with applicable laws.

Should you support MotherMaya.org.uk in a substantial way, we may provide an account manager to help you tailor your relationship to suit your interests. If this is the case we may collect sensitive personal data where relevant to our relationship, such as your political or religious views. Should you disclose information to us about your health or your family, this may also be recorded, so that we can communicate with you in a considerate and appropriate manner.

All sensitive personal data is stored on a secure database, to which only a limited number of relevant staff have access. It is deleted when no longer relevant, is never shared with third parties, and is available to you at any point should you wish to see it. 

MotherMaya.org.uk will use your personal information for the following purposes:

1. For administrative reasons, including:

• "service administration", which      means that Mothermaya.org.uk may contact you for reasons related to      administering any donations you have made, your tax status with regard to      Gift Aid if claimed, the completion of commercial or other transactions      you have entered into with Mothermaya.org.uk or the activity or online      content you have signed up for;
• to confirm receipt of donations (unless you      have asked us not to do this), and to say thank you and provide details of      how your donation might be used. for example if you donate via text you      will receive a "bounce back" text message;
• in relation to correspondence you have entered      into with us whether by letter, email, text, social media, message board      or any other means, and to contact you about any content you provide;
• for internal record keeping so as to keep a      record of your relationship with us;
• to fulfil sales contracts you have entered      into with MotherMaya.org.uk.
• to provide logistical and fundraising      information to people who are taking part in any fundraising event. 
• to communicate with MotherMaya.org.uk      volunteers – to support you in your designated role.
• to use IP addresses to identify the location      of users, to block disruptive use and to establish the number of visits      from different countries;
• to protect our staff and those with whom we      work, or to prevent crime and dishonesty. This will involve frequent fraud      and anti-terrorism screening of employees and partners.

2. For market research

• to invite you to participate in surveys or      research about MotherMaya.org.uk or our work (participation is always      voluntary).
• to analyse and improve the activities and      content offered by the Mothermaya.org.uk website to provide you with the      most user-friendly navigation experience. 
• We will only use your information within Mothermaya.org.uk      for the purposes for which it was obtained. Mothermaya.org.uk will not,      under any circumstances, share or sell your personal data with any third      party for their own marketing purposes, and you will not receive marketing      from any other companies, charities or other organisations as a result of      giving your details to us.

MotherMaya.org,uk suppliers

We may need to share your information with service providers who help us to deliver our projects, fundraising activities and appeals, for instance through handling responses to our emergency appeals. These "data processors" will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses. We do not allow these organisations to use your data for their own purposes or disclose it to other third parties without our consent and we will take all reasonable care to ensure that they keep your data secure.

Facebook and other social media sites

We may also use your email address and phone number to match to your account on Facebook or other social media sites in order to show you MotherMaya.org.uk content while using these services. We only do this where you have opted in to marketing emails or phone calls and we keep your data secure by encrypting it. No data we hold about you is retained by the third party.

In addition, we may also use your email address and phone number to link to Facebook or other social media sites in order to identify other users of these sites whom we believe would be interested in MotherMaya.org.uk, and we may then show them MotherMaya.org.uk content. No data we hold about you is retained by the third party.

There are two ways to prevent this use of your data, you can either update your preferences at MotherMaya.org.uk by opting out of the relevant channel of communication or you can do this via the social media site:

Updating your preferences with Oxfam will not guarantee that you never see Oxfam content on social media, since the social media site may select you based on other criteria and without your data having been provided by Mothermaya.org.uk.

Current and former MotherMaya.org.uk employees

When you leave Mothermaya.org.uk, we may process your data to respond to requests for employment references. In addition, motherMaya.org.uk participates in the Inter-Agency Scheme for the Disclosure of Safeguarding-related Misconduct in Recruitment Process within the Humanitarian and Development Sector ('Scheme'). Where you apply for employment with another member of the Scheme, they will request a statement from MotherMaya.org.uk disclosing whether you have been found to have committed misconduct (in the form of sexual exploitation, sexual abuse or sexual harassment) while employed at Mothermaya.org.uk. MotherMaya.org.uk will respond to these requests in line with the rules of the scheme.

Where legally required

We will also comply with legal requests where disclosure is required or permitted by law (for example to government bodies, statutory bodies, or law enforcement agencies for tax purposes, where it is in the public interest, or the prevention and detection of crime, subject to appropriate protection in law).

MotherMaya.org.uk may transfer your personal data outside the EEA. If it does so, this may occur under the protections of the European Commission's standard contractual clauses but will otherwise only take place where appropriate standards and safeguards are in place.

We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of donations subject to gift aid for at least seven years to comply with HMRC rules.

If you request that we stop sending you marketing materials we will 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 the running of the charity. We may keep data you provide to us indefinitely, to carry out legacy administration and communicate effectively with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.

Where you contribute material to us, e.g. user generated content or in response to a particular campaign, we will only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.

The accuracy of your information is really important to us. We want to ensure that we are able to communicate with you in ways that you are happy with, and to provide you with information that is of interest.

If you wish to change how we communicate with you, or update the information we hold, then please contact us:

• email us at enquiries@mothermaya.org.uk 

How long will it take for these changes to be effective?

We endeavour to meet the following service levels where supporters request we do not send them marketing information:

• Email - 24 hours from receipt of email

We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.

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 use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they collect on our behalf, or have access to. We have a robust partner monitoring framework to ensure these contractual obligations are met.

These organisations - referred to as "Data Processors" also have legal liability for the way in which your data is used, providing you with additional protection. 

You have a variety of rights in respect of your data, including the rights to see, update, restrict, object to the use of or withdraw use of your data. In particular, depending upon why we hold your data, you may have the right to request:

• Access to the personal data we hold about you,      including how we first obtained your details, free of charge in most cases      (this is known as a 'Subject Access Request').
• The correction of your personal data when      incorrect, out of date or incomplete.
• That we stop using your personal data for      direct marketing (either through specific channels, or all channels).
• That we remove your personal data from our      systems (this is known as the "Right to be Forgotten").
• That we no longer process your data      automatically to decide whether particular marketing activities are likely      to be of interest or suggest an appropriate donation level based on your      previous donation history. This is known as profiling and helps us to      ensure that our marketing is relevant and appropriate.

You can contact us to request to exercise these rights at any time.

Opting out of Direct marketing

You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We will always comply with your request.

Where we are sending you direct marketing on the basis of our legitimate interest, you can also ask us to stop. In the case of postal marketing sent on this basis, we will always comply with your request to opt out. Similarly, where we send email marketing on a soft opt in basis, we will also comply with all requests to opt out.

Right to be Forgotten

Upon request we will remove your personal data from our systems to the extent that we are permitted to by law or regulatory guidelines. For instance, under HMRC rules we are required to retain financial data for 7 years for audit purposes, and so will not be able to delete donation details until this time period has elapsed.

Opting out of profiling

Upon request we will cease using your personal data to decide whether you would be interested updates and other marketing. Such requests may lead to you not hearing from us in future.

Subject Access Requests

You have the right to request a copy of the personal information we hold about you. We will provide this as soon as possible, and within a month unless there are specific reasons why this would not be possible. We will always let you know if this is likely to be the case.

Checking your identity

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice.

If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

If you would like more information, to update your details or have any questions about this policy, please contact our supporter relations team by email.

This Privacy Policy may be updated from time to time so you may wish to check it each time you submit personal information to MotherMaya.org.uk. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use the MotherMaya.org.uk website to submit personal information to MotherMaya.org.uk. If material changes are made to the Privacy Policy, we will notify you by placing a prominent notice on the website.