Privacy Notice

This document is provided in a layered format, using the headings set out below. If you are reading this online, please click on the text to be referred to the relevant section.

  1. Welcome

  2. Who are you?

  3. How can I contact you?

  4. What personal data do you collect about me?

  5. Do you use and keep sensitive personal data?

  6. Do you collect information from Children?

  7. How do you collect personal data?

  8. What happens if I don’t give you my personal data?

  9. Information about third parties

  10. What do you do with the personal data you collect?

  11. Can you use my Information for anything else?

  12. How can I withdraw my consent?

  13. Who do you share my personal data with?

  14. Do you share my personal data overseas?

  15. How do you keep my personal data safe?

  16. Do you use my personal information for Marketing?

  17. Do you use my personal information for Market Research?

  18. Links to other websites

  19. Do you use Social media features and links?

  20. Do you use Cookies?

  21. What Personal data rights do I have?

  22. How can I exercise my rights?

  23. How long do you keep my personal data?

  24. How can I complain to or about you?

  25. Changes to The Privacy Notice

  26. What if I need extra help?

Welcome!

Hello and Welcome to our website.

This Privacy Notice (the 'Notice') sets out how Will Aid ('Will Aid', 'we', 'us' and 'our' being interpreted accordingly) uses and protects the personal information that we collect or that you provide to Will Aid. 

Will Aid is committed to ensuring information security, the protection of your personal data and complying with applicable data protection and privacy laws.

Should we ask you to provide certain information by which you can be identified (including when visiting www.willaid.org.uk (the 'Website') then you can be assured that it will only be used in accordance with this Notice.

Please read this Privacy Notice carefully as it is meant to help you understand what information we collect, why we collect it, and how you can update, manage, export, and delete your information.

Who Are You?

Will Aid is a partnership between nine charities who work together and offer an annual fundraising campaign. Every November, participating solicitors offer to write a basic will, waiving their usual fee, and instead invite clients to make a voluntary upfront donation to Will Aid.

The nine charities involved are:

Will Aid is the data controller of your personal data that it collects and holds about you,

the partnership members are co-controllers of that personal data as part of their partnership participation in Will Aid. Will Aid acts as the partnership’s single point of contact in relation to the personal data that Will Aid collects or holds about you.

How Can I Contact You?

If you have further queries or requests about this Privacy Notice, data protection generally or you wish to exercise your legal rights, please email or write to  [email protected], or Campaign Director, Will Aid, The Print House, 18-22 Ashwin Street, London, E8 3DL.

We have a “Contact us” section on our website: https://www.willaid.org.uk/contact

What Personal Data do you Collect About me?

We collect different kinds of personal data about you depending on our relationship with you, which may include your:

Identification details

  • first name(s) and last name;
  • job title and company or firm name;

Contact details

  • email address;
  • telephone number; 
  • postcode and postal address;

Details about your activities online

Information about your activities on our website and about the device used to access it, for instance your IP address and geographical location;

Campaigns, Donations and Gifts

  • confirmation of a donation made. If you donate online, your card information is not held by us, it is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions;
  • information regarding whether you have chosen to leave a gift to a Will Aid charity; 
  • your previous interest or participation in a campaign.

Other

Any other information personal information shared with us.

Do You Use and Keep Sensitive Personal Data?

We don’t collect or use what is known as “special category personal data.” This is personal data of a particularly sensitive kind, namely any data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership; genetic data and/or biometric data for the purpose of identifying a living person; or data concerning health, sexuality or sex.    

Do You Collect Information from Children?

We do not knowingly collect or request personal information from anyone under the age of 16, nor will we ask such persons to provide us with their personal information without verifiable consent from a parent or guardian.

In the event we learn that we collected personal information from anyone under the age of 16, and do not have a parent or guardian's consent, we will delete that information as quickly as possible.

How Do You Collect Personal Data?

We may collect Personal Data from you in several ways for example if:

  1. you contact us directly via telephone, letters, or email;
  2. you use the Website to find a solicitor participating in the Will Aid scheme;
  3. you use the Website to contact us with queries or comment; 
  4. you donate via our Website;
  5. you indicate your interest in our social media platform accounts or pages; 
  6. you take part in discussion boards or other forms of social media;
  7. you provide us with identification;
  8. you give us feedback or contact us;
  9. you network with us;
  10. you visit our Website (see 'Cookies' section below);
  11. the solicitor who draws up your will provides us with confirmation of a donation made and information regarding whether you have chosen to leave a gift to a Will Aid charity by sharing your donation receipt with us; or
  12. you participate in our campaigns as a solicitor and interact with us to register and maintain your relationship with us. 

We may receive information from others including from vetted and approved third parties, participating legal firms, your authorised family members, or friends, and from publicly available sources in the public domain.

What Happens If I Don’t Give You My Personal Data?

Where we need to collect personal data and you aren’t able or do not want to provide the data when we need it, we may not be able to respond to a request for information or provide you with our services and charitable activities.

Information about third parties

Please ensure that any Personal Data you supply to us which relates to third parties, including family members, is provided to us with their consent and knowledge of our proposed use of their Personal Data as set out in this Notice.

What Do You Do with The Personal Data You Collect?

Legal grounds Purpose Details
Legitimate Interests Transactional purposes

We use your personal data on the basis that it is necessary for us to provide our charitable activities and services to you.

We will process your Personal Data to provide you with information which you have requested or to respond to queries.

To deal with any transaction issues or service complaints.

Legitimate Interests Internal record keeping

We may process your Personal Data as necessary in our legitimate interests in order to maintain and update our records, for example, to store and update contact details of our clients, donors, potential supporters and participating solicitors, and to store records of donations.

Contract Contract Management

We may process personal business contact data of participating solicitors and records of  donations received  from our clients that the solicitors have helped in order to manage our relationship with the solicitors and to record the effectiveness of the charitable services we provide.

Legitimate Interests Administration and operation

We may process your Personal Data as necessary in our legitimate interests to administer donations you make to Will Aid online or offline, or if you are a participating solicitor, to contact you (including by telephone) in relation to your registration with us or your ongoing participation and to refer individuals to you during the campaign.

Legitimate Interests Website operation

We may process your Personal Data to ensure our websites and systems are secure.

Legitimate Interests Marketing to existing clients, donors, and users

We may process your Personal Data Ensuring that our marketing is tailored to your interests.

When we send marketing communications to you by email, you will be given an opportunity to unsubscribe from such communications.

You may also opt out of receiving marketing communications from us by email, telephone and/or post at any time by informing us at the following email address: 

[email protected].

Legitimate Interests B2B Marketing to Solicitors

We may process your Personal Data Ensuring that our marketing is tailored to your interests.

When we send marketing communications to you by email, you will be given an opportunity to unsubscribe from such communications.

You may also opt out of receiving marketing communications from us by email, telephone and/or post at any time by informing us at the following email address: 

[email protected].

Legitimate Interests Supporter Analysis

We may process your Personal Data within our legitimate interests with a view to gaining greater insight into our supporter and potential supporter base through analysis of details such as location, and responses to any market research we may conduct. You will not be identifiable from the aggregated results of such analyses and research, which will be used by Will Aid to target marketing efforts in a more efficient and cost-effective way.

Legal Obligations

We may use your personal data to comply with laws

To prevent and detect fraudulent or criminal activity we may share information with forces such as the Police. This is done in a safe and secure manner. You may not be notified of this. 

If we are required to co-operate with a police investigation after a court order ordered us to.

We supply services and charitable activities and as part of this, we are required to share certain amounts of personal data to meet regulatory and legal obligations.

For accounting and taxation purposes

Consent

Where you have consented that we can apply the relevant cookies.

Website Experience and Operation

We may process your Personal Data to analyse, use and improve your experience of the Website where you have elected to allow us to use cookies to manage your website experience - see our cookie notice for more information

Consent

Where we process your personal data on this basis you have the right to withdraw consent at any time.

Direct marketing to individuals including potential clients, donors, and users

Where you have expressly consented to us doing so in accordance with applicable law, we may contact you by email, telephone, or post to tell you about Will Aid's activities.

When we send marketing communications to you by email, you will be given an opportunity to unsubscribe from such communications.

You may also opt out of receiving marketing communications from us by email, telephone and/or post at any time by informing us at the following email address: 

[email protected]

When we rely on Legitimate Interests as our lawful basis of processing, we’ll carry out a legitimate interest assessment to ensure we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws.

Our legitimate charity interests don’t automatically override your interests - we won’t use your Personal Data for activities where our interests are overridden by the impact on you, unless we have your consent or are otherwise required or permitted to by law.

Can you use my Information for anything else?

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.

How Can I Withdraw My Consent?

Where consent is the is the basis on which we are processing your personal data, you have the right to withdraw that consent at any time by contacting us.

Who Do You Share My Personal Data With?

We will not sell or lease your Personal Data to third parties. We may share your personal information, where it is lawful to do so, with the following parties who provide us with assistance in delivering our or services and charitable activities or where we are legally obliged to share information:

  • our employees, consultants, agents, volunteers and professional advisers;
  • our Charity partners;
  • courts of law and government or regulatory authorities;
  • third parties acting under our instructions, to which we outsource certain services such as donation administration, IT systems or software providers, IT support service providers, and document and information storage providers and other parties deemed essential to the delivery of the campaign;
  • where you have consented we can apply the relevant cookies, third-party service providers to assist us with client insight analytics, such as Google Analytics;
  • other organisations for the purposes of fraud/crime protection and investigation;
  • anyone else with your permission.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We only allow third parties to handle Personal Data if we are satisfied, they take appropriate measures to protect it. We also impose contractual obligations on service providers to ensure they can only use your Personal Data to provide services to us and to you.

Will Aid shares information you voluntarily provide regarding pledges and charitable gifts left by you in your will with the in relevant partnership charity so that partnership charity can record your pledge accordingly.

Where you have consented, your Personal Data may be transferred to one or more of our partner charities for the purposes of direct marketing, after which it will be processed in accordance with that charity's own Privacy Notice. Please be assured that we will not share your Personal Data with any other third parties for their direct marketing purposes. 

In the event of a reorganisation or change of control of Will Aid, Personal Data we hold may be transferred to that reorganised entity or incoming controlling entity for the continued operation of Will Aid or its campaigns. 

Do You Share My Personal Data Overseas?

It may become necessary for us to share your personal data outside the UK or European Economic Area (EEA) as after Brexit transfers of data between the UK and EEA may be considered as an overseas transfer.

This sharing of your personal data is subject to special rules under European and UK data protection law.

We will, ensure that our transfer of your personal data complies with applicable data protection law and all personal data will be secure. Our standard practice is to use standard data protection contract clauses which have been approved by the European Commission or the UK Authority (as applicable).

How Do You Keep My Personal Data Safe?

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable technical and organisational measures to protect your Personal Data from being accessed by unauthorised persons and against unlawful processing, accidental loss, destruction, and damage including:

  • data transmission encryption with SSL protocols
  • data bases encryption and refraining from keeping the user’s passwords visible;
  • internal data access procedures available only to authorised staff;
  • anti-virus software.

We require our staff and any third parties who carry out any work on our behalf to comply with appropriate compliance standards including obligations to protect any information and applying appropriate measures for the use and transfer of information.

We have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

We do not, however, have any control over what happens between your device and the boundary of our information infrastructure. You should be aware of the many information security risks that exist and take appropriate steps to safeguard your own information.

Do You Use My Personal Information for Marketing?

We may use your information to provide you with details about our services and charitable activities, and services from our partners and other relevant third parties. We may send you marketing messages by email or through social media, where you have consented to these.

You can change your mind on how you receive marketing messages or choose to stop receiving them at any time.

To make that change, please email usat [email protected] describing your preferences or use the ‘unsubscribe’ functionality in the footer of email communications sent to you. If you ask us not to send you marketing, it may take us a short period of time to update our systems and records to reflect your request, during which time you may continue to receive marketing messages.

If you have opted out from our marketing communications, it is possible that your details may be recaptured through public sources in an unconnected marketing campaign. We will try to make sure this does not happen, but if it does, we are sorry, and we would ask that you opt out again.

Do You Use My Personal Information for Market Research?

We may use your information for market research and to identify trends. Market research agencies acting on our behalf may get in touch with you by post, telephone, email, or other methods of communication to invite you to take part in research. We won’t invite you to take part in research using a communication method if you’ve asked us not to get in touch that way.

Any responses that you provide whilst participating in market research will be reported back to us anonymously unless you give us permission for your details to be shared. We may also use your information to invite you to participate in market-research. If we do contact you about market-research, you do not have to participate. If you tell us that you do not want to receive market-research communications, we will respect this.

Links to other websites

Our Website may contain links to other websites of interest, including to those of our partner charities. However, once you have used these links to leave our Website, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such websites because such websites are not governed by this Notice. You should exercise caution and look at the privacy statement applicable to the website in question.

Do You Use Social Media Features and Links?

Our website includes social media features and links, such as an icon that link to the Will Aid presence on that specific site (e.g., our page on Twitter). These features may collect your IP address and information on which page you are visiting on our site and may set a cookie to enable the feature to function properly. Social media features and widgets are either hosted by another company or are hosted directly on our site. Your interactions with these features are governed by the Privacy Notice of the company providing it.

Do You Use Cookies?

Our Website uses cookies. For more information on which cookies we use and how we use them, please see our Cookie Notice.

What Personal Data Rights Do I Have?

You have several rights in regard to your personal data, the rights available to you depend on why we use your information and are set out below:

Your Right Details

 

Right to be informed

We have a legal obligation to provide you with concise, transparent, intelligible, and easily accessible information about your personal information and our use of it. We have written this notice to do just that, but if you have any questions or require more specific information, you can contact us.

Right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information, but if this is the case, we will always explain why. In most cases, this will be free of charge, but in some limited circumstances, for example repeated requests for further copies, we may apply an administration fee.

Right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Right to erasure

You have the right to ask us to erase your personal information in certain circumstances. We have the right to refuse to comply with a request for erasure if we are processing the personal data for one of the following reasons:

  • to exercise the right of freedom of expression and information.
  • to comply with a legal obligation.
  • to perform a task in the public interest or exercise official authority.
  • for archiving purposes in the public interest, scientific research, historical research, or statistical purposes.
  • for the exercise or defence of legal claims.
Right to restriction of processing

You may ask us to stop processing your personal data. We will still hold the data but will not process it any further. This right is an alternative to the right to erasure. If one of the following conditions applies you may exercise the right to restrict processing:

  • The accuracy of the personal data is contested.
  • Processing of the personal data is unlawful.
  • We no longer need the personal data for processing, but the personal data is required for part of a legal process.
  • The right to object has been exercised and processing is restricted pending a decision on the status of the processing.
Right to object to processing

You have the right to object to processing in certain circumstances. You can also object if the processing is for a task carried out in the public interest, the exercise of official authority vested in you, or your legitimate interests (or those of a third party)

Right to data portability

The right only applies if we are processing information based on your consent or for the performance of a contract and the processing is automated.

For more information on your rights see  https://ico.org.uk/your-data-matters/ or contact us.

How can I exercise my rights?

In most circumstances you do not need to pay any charge for exercising your rights. We have one month to respond to you.

To exercise or get more information about exercising your rights:

  • email or write to us at the contact details above;
  • let us have enough information to identify you e.g. name, email address,
  • let us have proof of your identity and address (a copy of your driving licence or passport, and a recent utility or credit card bill); and
  • let us know the information to which your request relates, including any reference numbers, if you have them.

Your request to exercise your data subject rights may be forwarded on to a third-party provider who is involved in the processing of your Personal Data.

How long do you keep my personal data?

We will retain certain Personal Data in respect of financial transactions for as long as the law requires us to for tax, accounting, and administrative purposes.

In respect of the holding of Personal Data other than that above, we will retain this for no longer than is necessary for the purposes it was collected for. We will delete Personal Data that is no longer needed by Will Aid or will mark your data as 'do not contact' if you tell us you do not wish to be contacted in the future.

We will retain Personal Data in accordance with our data retention policy. We review our data retention periods for personal information on a regular basis. 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.

How can I complain to or about you?

Should you wish to discuss a complaint, please contact us or email us and title your communication ‘Complaint’. All complaints will be treated in a confidential manner. We hope that we can resolve any query or concern you may raise about our use of your information.

You have the right to lodge a complaint with a supervisory authority, in particular in the UK or EEA member state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.

For the contact details of  EEA supervisory authorities please see  https://edpb.europa.eu/about-edpb/board/members_en

Changes to The Privacy Notice

We keep this document under regular review and any changes in the future will be posted on this page. We encourage you to review this page regularly to identify any updates or changes to our Privacy Notice.

What if I need extra help?

If you would like this website Privacy Notice in another format (for example: audio, large print, braille) please contact us.