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Privacy Policy Introduction City Harvest (“we”) promises to respect any personal information you share with us and to keep it safe. We aim to be clear when we collect your information and not do anything you wouldn’t reasonably expect. In May 2018, we will be moving to be an ‘opt-in only’ communication policy. This means that we will only send marketing communications to those people who have explicitly stated that they are happy for us to do so. Our marketing communications include quarterly newsletters which highlight some of the recent work and people we have been involved with in carrying out our mission to address food poverty and waste. Where we collect information about you from We collect information in the following ways: • When you give it to us DIRECTLY You may give us your information in order to make a donation, attend a City Harvest event or communicate with us. Sometimes when you support us, your information may be collected by an organisation working for us, but we are responsible for your information at all times. • When you give it to us INDIRECTLY With your consent, your information may be shared with us by independent third parties, for example through fundraising sites like Just Giving and Pay Pal. These independent third parties will only do so when you have indicated that you wish to support City Harvest and with your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your information. • When you give permission to OTHER ORGANISATIONS to share your information or when it is available publicly We may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters. The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information comes from the following sources: • Social Media Depending on your settings or privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services. • Information available publicly This may include information found in places such as Companies House and information that has been published in articles/ newspapers or on websites. • When we collect it as you use our WEBSITE In common with most websites, the City Harvest website uses “cookies” to help us make our website – and the way you use it – better. Cookies mean that a website will remember you. They are small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields. There are more details in our Cookie Policy below. In addition, the type of device you are using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what operating system you are using, what your device settings are, or why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us. What personal information we collect and how we use it The type and quantity of information we collect and how we use it depends on why you are providing it. Supporters If you support us, for example by making a donation, or if you volunteer, fundraise, or attend an event, we will usually collect: • Your name • Your contact details We will mainly use your information to: • Provide you with the information you asked for • Administer your donation or support your fundraising, including processing gift aid Building profiles of supporters and targeting communications appropriately Direct Marketing With your consent, we may contact you from time to time to let you know how your support has helped further our mission to tackle food poverty and waste in London. We may include information on how to give again. Our aim is to make it easy for you to tell us how you want us to communicate, in a way that suits you. Our communications will include information on how to opt out when we send you marketing. If you don’t want to hear from us, that’s fine. Just let us know when you provide your data or contact us at consent@cityharvest.org.uk. We will not sell or share personal information to third parties for the purposes of marketing. But, if we run an event we may enlist the services of a third-party organisation and your details may need to be shared. However, the third-party would be bound by a confidentiality agreement with us, which would prevent them from using this information for any other purpose. Children’s information If you are under 18 and use our website for information about fundraising or supporting City Harvest, please let an adult know. How we keep your information safe and who has access to it We will 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 password-protected and routinely monitored. We will 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 may use external companies to collect or process personal information 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 information they collect or have access to. We may need to disclose information if required to the police, regulatory bodies or legal advisors. We will only ever share your information in other circumstances if we have your explicit consent. Keeping your information up to date As far as possible, we will only use publicly available sources and information provided to us as described above to keep your records up to date. We would really appreciate it if you let us know if your contact details change. Your right to know what data we hold about you, make changes or ask us to stop using your information You have a right to ask us to stop processing your personal information, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so. If you want to access your information, send a description of the information you want to see and proof of your identity by post to City Harvest, Unit 22, Acton Park, London W3 7QE. We will not accept such requests by email so we can ensure that we only provide personal information to the right person. If you have any questions please send these to consent@cityharvest.org.uk and for further information see the Information Commissioner’s guidance at https://ico.org.uk/for-the-public/personal-information. Changes to this Privacy Policy We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information, we will make this clear on the City Harvest website or by contacting you directly. If you have any questions, comments or suggestions, please let us know by contacting consent@cityharvest.org.uk Contacting us about this Policy or to make a complaint If you have any queries about this Policy or any complaints with regard to the administration of the Policy please contact us by email at: consent@cityharvest.org.uk, or by sending a letter to City Harvest, Unit 22, Acton Park London W3 7QE . Cookies Policy What are cookies? Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work better, as well as to provide information to the owners of the site. A cookie often contains a unique number, which can be used to recognise your computer when a user of your computer returns to a website that it visited previously. How does City Harvest use cookies? We use cookies to enhance the experience of visitors to our website and to better understand how our website is used. Cookies may tell us, for example, whether you have visited our site before or whether you are a new visitor. Your rights Our cookies do not store financial information or information which is capable of directly identifying you (such as your name or address). You have the right to choose whether to accept these cookies. You can exercise this right by amending or setting the controls on your browser to reflect your cookie preferences. However, please note that if you choose to refuse cookies you may not be able to use the full functionality of our website. Changing your cookie preferences The "Help" menu in the toolbar of most web browsers will tell you how to change your browser's cookie settings, including how to have the browser notify you when you receive a new cookie, and how to disable cookies altogether. For a full explanation of what cookies are, and information on how to block them using the settings on your Internet browser, go to the UK Information Commissioner’s Office cookie webpage, at https://ico.org.uk/for-the-public/online/cookies. Cookie terminology We have classified our cookies into two broad types - 'first party cookies' and 'third party cookies': First party cookies are cookies that are served directly by the website operator to your computer, and are often used to recognise your computer when it revisits that site and to remember your preferences as you browse the site. Third party cookies are served by a service provider on behalf of the website operator, and can be used by the service provider to recognise your computer when it visits other web sites. Third party cookies are used for a variety of reasons, most commonly used for website analytics or advertising purposes. More details are provided in the third party cookie section (below). In addition, cookies may be either 'session cookies' or 'persistent cookies'. Your computer automatically removes session cookies once you close your browser. Persistent cookies will survive on your computer until an expiry date specified in the cookie itself, is reached. First Party Cookies Information about first party cookies used by Strikingly on our site can be found on the Strikingly support page, located at: https://support.strikingly.com/hc/en-us/articles/214364818-Strikingly-s-Privacy-Policy Cookies set by third parties If you go on to a page on our website that contains embedded content, for example YouTube or Twitter, you may be sent cookies from these websites. We do not control the setting of these cookies, so we suggest you check the third party website for more information about their cookies and how to manage them. Additional references Further information about cookies and how to control their use is available from http://www.allaboutcookies.org and http://www.youronlinechoices.eu.