The Smallest Things Privacy Policy
At The Smallest Things we take your privacy extremely seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.
This privacy policy explains how we use any personal information we collect about you when you contact us by email, letter, attend any of our events, make a donation or when you use our website thesmallestthings.org
If you have a question about anything related to this policy, please don’t hesitate to get in touch at hello@thesmallesthings.org.uk.
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes.
Who are we?
We are The Smallest Things, a registered charity promoting the good health of premature babies and their families. Our Registered charity number is 1171631.
Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with UK data protection law which includes but may not be limited to the Data Protection Act 2018, the UK General Data Protection Regulations (UK GDPR) and the Privacy and Electronic Communications Regulation (PECR).
This notice provides information concerning the processing activities for The Smallest Things.
What information do we collect?
We collect information about you when you fill in an online form to:
· Sign up for email updates
· Contact us
· Complete surveys or provide feedback
· Register to attend events
· Donate to The Smallest Things
We may also collect information when you attend one of our events or volunteer to support our charity.
This information may include:
· Name, role and organisation
· Date of birth
· Contact details including email address
· Bank details and address when you make a donation or buy something from us
· Information about whether you are a UK tax payer if you are using GiftAid
We also collect information on your website usage through cookies, if your browser accepts them. Our website may feature tracking software – this means that if you have filled an online form or have previously clicked a link in one of our emails, we may link your website usage information (such as pages visited, IP address, browser and device used) to other information we hold about you, such as your name and organisation.
How do we use your information?
We are transparent about the information we collect about you and everything we do is to help us with our aim of promoting the good health of premature babies and their families.
We may use information collected from your website visits to personalise your future visits and to improve the experience we provide to our online users. For example, information like the browser and device you are using helps us to maintain usable and accessible websites for all our audiences.
Here are some of the things we will use your personal information for:
· Administering your donation or support your fundraising, including processing Gift Aid
· Responding to any queries or requests, or even complaints
· Understanding how we can improve our services, products or information by conducting analysis and market research
· Sending you correspondence and communicating with you
· Administering our websites and to troubleshoot, perform data analysis, research, generate statistics and surveys related to our technical systems
· Furthering our charitable objectives
Targeted marketing
We sometimes use the information that we collect about you to serve you targeted advertising in order to provide you with more relevant online experience.
The targeted marketing is accomplished via our own channels (i.e. our websites, social media and newsletter service provider) and third-party channels, including across multiple devices or browsers, using the following platforms:
· Mailchimp
· Cookies
Our website uses Google Analytics and the Facebook Pixel as well as Facebook Aggregated Events, plus the LinkedIn Insights tag.
Like most organisations we use website analytics to evaluate and improve our website and to offer the best, most accessible service possible to all of our customers.
For example, we utilise third party data analytics service providers (such as Google Analytics) to improve our visibility and to monitor website browser behaviour and navigation across this website.
These third-party data analytics service providers collect this information on our behalf in accordance with our instructions and in line with their own privacy policies.
When you visit our website, our service providers may collect the following data, which will almost always be anonymised and aggregated before reporting back to us:
· number of visitors to our website
· pages visited while at the website and time spent per page
· page interaction information, such as scrolling, clicks and browsing methods
· websites where visitors have come from and where they go afterwards
· page response times and any download errors
· other technical information relating to end user device, such as IP address or browser plug-in
Cookies
This website uses cookies to differentiate you from other users of the site. We do this because it helps us to provide you with a good experience when you browse our website and also allows us to refine and improve our offering. By continuing to browse the site, you are agreeing to our use of cookies.
A cookie is simply a small file of letters and numbers that we store on your browser or the hard drive of your computer – but only if you agree.
Please note, you can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies then some parts of this website may become inaccessible or not function properly.
Security
We take the security of all the data we hold very seriously. We have a framework of policies, procedures and training in place covering data protection, confidentiality and security and regularly review the appropriateness of the measures we have in place to keep the data we hold secure.
How long do we keep your personal data?
We will never keep your information for longer than is required.
If you subscribed to our updates you can unsubscribe at any time.
You can let us know at any time if you would prefer not to be contacted by The Smallest Things.
When and how we share personal data
We will only share personal data with others when we are legally permitted to do so and when you have given us permission to do so.
When we share data with others, we put contractual arrangements and security mechanisms in place as appropriate to protect the data and to comply with our data protection, confidentiality, and security standards.
In common with other organisations, we use third parties located in other countries to help us run our work. As a result, personal data may be transferred outside the country where we are located. For example, Google Analytics.
Data controller and contact information
We are generally controllers for the personal data we process.
If you have any questions about this privacy statement or how and why we process personal data, please contact us.
Your right of access to personal data
You have the right to obtain confirmation as to whether we process personal data about you, receive a copy of your personal data held by us as a controller and obtain certain other information about how and why we process your personal data (similar to the information provided in this privacy statement). This right may be exercised by emailing us at hello@thesmallestthings.org.
We aim to respond to any requests for information promptly, and in any event within the legally required time limits.
Complaints
We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to hello@thesmallesthings.org.
We will look into and respond to any complaints we receive in a timely fashion.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: ico.org.uk
A reminder who we are and how to contact us
We are The Smallest Things, a registered charity promoting the good health of premature babies and their families. Our Registered charity number is 1171631
We are The Smallest Things
Email: hello@thesmallestthings.org