Privacy Notice

This privacy notice provides information on how The David Hoyle Foundation collects and processes the personal information you give to us and that we collect, whether online, via phone, email, or in any other correspondence or from third parties.

Developing a better understanding of our supporters through their personal information allows us to fundraise more efficiently and promote our charitable objectives.

We ensure that we use your personal information in accordance with the law. This privacy notice explains:

• What information The David Hoyle Foundation may collect about you;
• How we will use that information;
• Whether we disclose your details to anyone else; and
• Your choices regarding the information you provide to us.

If you have any queries about this privacy notice please contact us at The David Hoyle Foundation, Yonder Cottage, Dippenhall Street, Crondall, Farnham, GU10 5PE or email: .

1. WHO WE ARE AND CONTACT DETAILS

The David Hoyle Foundation is a Charitable Incorporated Organisation registered in England with charity number 1177533. In this privacy notice, references to “we” and “us” are references to The David Hoyle Foundation. The David Hoyle Foundation is the controller and responsible for your personal information.

2. THE INFORMATION WE COLLECT ABOUT YOU

We collect information about you in the following ways:

• Information you give us. For example, when you subscribe to our newsletter on our website, fill out a pledge form, make a donation to us, register for an event or otherwise provide us with personal information. When you register, we’ll ask for personal information, like your name, email address, telephone number, date of birth, bank account details for setting up a regular direct debit gift and contact preferences.
• Information from known third parties. We may also receive information about you from our third party partners with whom you choose to interact, for example websites such as Virgin Money Giving when making a donation. This can include information such as your name, postal or email address, phone number, your geographic location, credit/debit card details and whether you are a tax payer so that we can claim Gift Aid. To the extent that we have not done so already, we (or they) will notify you when we receive information about you from them and tell you how and why we intend to use that information.
• Information available publicly. We may include information found in places such as Companies House, LinkedIn, Facebook and information that has been published in articles/newspapers. Please see ‘How we combine and analyse the information we collect about you’ to find out more.

Wherever possible we use aggregated or anonymous information which does not identify individuals by name. See below “How we use your information” to understand our purposes for processing your personal information.

3. HOW WE USE YOUR PERSONAL DATA

We use your personal information for a number of purposes including the following:
• To provide you with the information you have requested, such as our email newsletter;
• To provide information about our work, activities, volunteering or events although this will only be where you have consented to being contacted for those purposes unless The David Hoyle Foundation is in a position to rely on the

Legitimate Interest basis for contacting you via postal communication only (see further information below under Legal Basis for Processing);
• To process donations we may receive from you;
• To fundraise in a manner referred to in this notice or that you would reasonably expect;
• To create an account for you if you register with us;
• To deliver products or services you;
• For administration purposes (for example we may contact you regarding a donation you have made or the event you have registered for);
• For internal management, such as record keeping of enquiries, feedback or complaints;
• To invite you to participate in surveys or research (although this is voluntary);
• To use IP addresses to identify your approximate location, to block disruptive use, to record website traffic or to personalise the way our information is presented to you;
• To analyse and improve the online services we offer, to make them as user-friendly as possible;
• We may collect personal information to conduct supporter research;
• Where collecting and holding your information is required or authorised by law;
• We may use your personal information for the purposes of credit risk reduction or fraud prevention (using external specialist agencies to help us); and
• Other specific purposes that you may agree to from time to time.

4. LEGAL BASIS FOR PROCESSING

The law requires us to set out the lawful grounds on which we collect and process your personal information as described in this privacy notice. Depending on the purposes for which we use your data, one or more of the grounds listed below may be relevant:

Legitimate Interest:

In certain instances, we collect and use your personal information by relying on the legitimate interest legal basis. In broad terms, our “legitimate interests” means our interest in being able to run The David Hoyle Foundation as a charitable entity effectively in pursuit of our aims and ideals. This includes:

• Sending direct marketing material to supporters by post for fundraising purposes;
• Conducting research to better understand who our supporters are and better target our fundraising activity;
• Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective;
• Providing information about conservation;
• Processing donations;
• Administering events; and
• Staff recruitment and taking applications for volunteers and contacting volunteers about their role.

However “legitimate interests” can also include your interests, such as when you have requested information or certain goods/services from us, and those of third parties.

If we rely on the "legitimate interests" basis to use your personal information, we will only use the information in accordance with the purposes described in this privacy notice.

When we legitimately process your personal information in this way, we also consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information for activities where our interests are overridden by the impact on you, for example where collection and use of your information would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law)

Consent:

In many instances, we will rely on obtaining your consent to our use of your personal information in a certain way (for example, asking for your consent to use your personal information to send you our newsletter, and we may ask for your explicit consent to share sensitive personal information with us).

Legal Obligation:

We may need to collect, process and disclose personal information to comply with a legal obligation. For example, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid or accounting/tax purposes.

Performance of a contract:

For example if you purchase something from us or agree to work for us, we need to be able to process your information for the purpose of meeting our contractual obligations.

5. YOUR LEGAL RIGHTS

You have the following legal rights in relation to our collection and processing of your personal information:

• Right to be informed – you have the right to be told how your personal information will be used. This privacy notice other statements in our communications are intended to provide you with a clear and transparent description of how your personal information may be used.
• Right of access – you can write to us to ask for confirmation of what information we hold on you and to request a copy of that information (and other related information). Provided we are satisfied that you are entitled to see the information requested and we have successfully confirmed your identity, we will provide you with your personal information subject to any exceptions that apply.
• Right of erasure – at your request we will delete your personal information from our records as far as we don't have an overriding legitimate reason for holding on to it (e.g. to comply with a legal obligation).
• Right of rectification – if you believe our records of your personal information are inaccurate, you have the right to ask us to update those records. You can also ask us to check the personal information that we hold about you if you are unsure whether it is up to date or not.
• Right to restrict processing – you have the right to ask us to restrict the processing of your personal information if there is disagreement about its accuracy or whether our use is legitimate or not.
• Rights related to automated decision-making – where we take automated decisions in relation to your personal information with no human involvement (i.e. such as credit scoring) you have the right to ask us for human intervention or to challenge any such decision.
• Right to object – you have the right to object to processing where we are: (i) processing your personal information on the basis of the legitimate interests ground (see 'Legal basis for processing' above) and we have no compelling reason we can demonstrate to continue with that processing; (ii) using your personal information for direct marketing, or; (iii) using your personal information for statistical purposes.

It is always your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to continue to contact you, you have the right to object or change your mind at any time.

You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link in at the end of our marketing emails.

You can also change or edit any of your contact preferences at any time (including telling us that you don’t want us to contact you for marketing purposes by telephone, or by post) by emailing us at or you can write to: The David Hoyle Foundation, Yonder Cottage, Dippenhall Street, Crondall, Farnham, GU10 5PE.

If you have indicated that you do not wish to be contacted by us for marketing purposes, we may retain your details on a 'do not contact' list to help ensure that we do not contact you accidentally. However, we may still need to contact you if you carry on dealing with us, including (but not limited to):

• Processing a donation you make or any continuing direct debit;
• Providing you with information you need in order to participate in an activity or event for which you have registered;
• Explaining and apologising where we have made a mistake; and
• Dealing with future legal claims in connection with a contract we have with you.

For more information about your rights or if you are not happy with our response to your request, you can contact the Information Commissioner’s Office (ICO) – for more details, see https://ico.org.uk/.

6. RECIPIENTS

We do not share, sell or rent your information to third parties for marketing purposes. However, we may disclose your personal information in the following circumstances:

• To third parties who support our operations and services under our instructions. The legal phrase used to describe these types of third parties is 'data processor'. These third parties include trusted partners (e.g. Google, our email provider) who work with us to assist us in achieving our charitable aims and objectives, and other entities that act as fundraisers for us. We require these third parties to act lawfully in accordance with our instructions and ensure that appropriate controls are in place to keep your information secure.
• Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example, where ordered by government bodies and law enforcement agencies), or in order to enforce or apply our rights (including in relation to lawful operation of our website or enforcing applicable terms and conditions) or to protect The David Hoyle Foundation, for example in cases of suspected fraud or defamation.

7. YOUNGER SUPPORTERS

If you are under 18, please ensure that you have consent from a parent or guardian before giving us your personal information. When we collect information about a child or young person aged under 18 we will make it very clear as to the reasons for collecting this information and how it will be used. We take particular care with such personal information relating to young people.

8. KEEPING YOUR PERSONAL INFORMATION

Personal information that we no longer need is securely disposed of and/or anonymised so you can no longer be identified from it. Some personal information may be retained by us in archives for statistical or historical research purposes although we will do this in a manner that complies with applicable data protection law.

We continually review what personal information and records that we hold, and delete what is no longer required.