This Privacy and Cookies Policy (the 'Policy') 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 that your privacy is protected. 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 Policy.
We may change this Policy from time to time, and when appropriate, we will inform you of the changes via email. This Policy was last updated in July 2018.
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 for free and invite clients to make a voluntary donation to Will Aid. The nine charities involved are: Age UK, ActionAid, The British Red Cross Society, Christian Aid, NSPCC, Save the Children, Sight Savers International, SCIAF and Trocaire.
1. Information collected
1.1 We may collect the following information about you:
- first name(s) and last name;
- email address;
- telephone number;
- postcode and postal address;
- job title and company or firm name;
- information about your activities on our website and about the device used to access it, for instance your IP address and geographical location;
- confirmation of a donation made. If you make a donation 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; and
- other information relating to you personally which you may choose to provide to us.
1.2 Such personal information is referred to in this Policy as 'Personal Data'.
1.3 We will request Personal Data as necessary to provide information or services to you. If you do not provide Personal Data when we request it, for example contact details, unfortunately we may not be able to respond to a request for information or provide you with our services.
1.4 We may collect Personal Data from you in various ways for example if you:
- use the Website to find a solicitor participating in the Will Aid scheme;
- use the Website to contact us with queries or comment;
- make a donation via our Website;
- indicate your interest in our social media platform accounts or pages;
- visit our Website (see 'Cookies' section below);
- agree to us receiving it: the solicitor who draws up your will may provide us with confirmation of a donation made and information regarding whether you have chosen to leave a gift to a Will Aid charity; or
- participate in our campaigns as a solicitor and interact with us to register and maintain your relationship with us.
2. Information about third parties
2.1 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 Policy.
3. What we do with the Personal Data we gather
3.1 We may use your Personal Data for the following purposes:
- Transactional purposes: we will process your Personal Data to provide you with information which you have requested or to respond to queries.
- Administration and operation: we will 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.
- Direct marketing: 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].
- Direct marketing by our partners: where you have expressly consented to us doing so in accordance with applicable law, we may transfer your data to one or more of the partner charities to which you have chosen to leave legacy gift so that they can contact you by email, telephone or post. Once your Personal Data has been transferred it will be processed in accordance with the relevant charity partners' website privacy policies. Those policies will provide you with information on how to get in contact at any time to change the way they communicate with you.
- 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 supporters and participating solicitors, and to store records of donations.
- Website operation: we may process your Personal Data in order to analyse, use and improve your experience of the Website (see 'Cookies' section below).
4. Disclosing your Personal Data to third parties
4.1 We will not sell or lease your Personal Data to third parties. We will not disclose Personal Data to third parties without you knowing about it. The exceptions are:
- Where we are legally required to do so.
- Where we need assistance of third parties service providers, acting under our instructions, who we may need to assist us, for example in administering a donation. We only allow service providers 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.
- 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.
5. Legal obligations
5.1 We effect and process your Personal Data in accordance with applicable laws that regulate data protection and privacy. This includes, without limitation, the Data Protection Act 2018 and from 25 May 2018 the EU General Data Protection Regulation (2016/679).
6.1 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. We also endeavour to take all reasonable steps to protect Personal Data from external threats. However please be aware that there are always inherent risks in sending information by public networks or using public computers and we cannot one hundred per cent guarantee the security of data (including personal data) disclosed or transmitted over public networks.
7. Links to other websites
7.1 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 Policy. You should exercise caution and look at the privacy statement applicable to the website in question.
8.2 Our Website uses the following types of cookies:
- Necessary cookies: these cookies are essential for the Website to function properly and cannot be disabled without severely affecting the usability of the Website. The law does not require us to ask consent to use these cookies and they will always be placed when you use this Website.
- Functional cookies: these cookies remember various choices you make on the Website to improve your experience. They are also used to display recommendations for you based on your past activity on the site. Functional Cookies may be required for actions such as watching a video.
Any Personal Data that these cookies collect is anonymised before being used for any other purpose, so we don’t keep records of your data or track you personally, or monitor how you browse on other websites.
- Analytics cookies: these cookies gather anonymous data on how visitors use the Website, for example, what pages are most visited and how long visitors stay on them. They also gather information on errors which may occur during visits which can help us fix them.
8.3 Managing cookies: most web browsers allow you to manage which cookies you accept via their settings. You can normally use the ‘Help’ functionality on your browser to find out about how it handles cookies and how you can manage your cookie preferences.
8.4 You can also view and manage the advertising cookies placed on your device by visiting Your Online Choices here.
9. International transfers
Will Aid will not transfer your Personal Data to, or process it at, a destination outside the European Economic Area.
10. Your rights
10.1 In accordance with your legal rights under applicable law, you can request information about the Personal Data that we hold about you, what we use that Personal Data for, who it may be disclosed to and for a copy of the Personal Data held to be provided to you.
10.2 You can also request that we:
- correct Personal Data that we hold about you which is inaccurate or incomplete;
- restrict processing of your Personal Data, or erase your Personal Data in certain circumstances, including where your Personal Data is held for marketing purposes - see 'Direct marketing' above.
10.3 All of these requests may be forwarded on to a third party provider who is involved in the processing of your Personal Data.
10.4 If you would like to exercise any of your rights, please write to our data protection contact at the email address in the ‘Contact’ section below.
11. Retention period
11.1 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.
11.2 In respect of the holding of Personal Data, 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.
12. Contact and complaints
12.1 If you have further queries or requests relating to how we use Personal Data, please email or write to: [email protected], or Campaign Director, Will Aid, The Print House, 18-22 Ashwin Street, London, E8 3DL.
12.2 If you are not satisfied with our response or believe we are processing your Personal Data other than in accordance with applicable law you can complain to the Information Commissioner's Office (ICO) in the United Kingdom who may be contacted by visiting https://ico.org.uk/concerns/ or by telephone on 0303 123 1113.