Privacy Notice | The Nancy Blackett Trust

Preservation of your privacy is important to the Nancy Blackett Trust. We are committed to letting you know how we use your personal information and to making only responsible use of your data.

Accordingly, the Nancy Blackett Trust has developed this Privacy Notice in order for you to understand how we collect, use, communicate, disclose and otherwise make use of personal information.

The Nancy Blackett Trust will comply with the new regulations on personal data under the General Data Protection Regulations (GDPR) coming into force on 25th May 2018.

References to “we”, “us” or “our” in this Privacy Notice are references to the Nancy Blackett Trust, a charity registered in England and Wales, registered charity number: 1181202.

Your personal data – what is it?

Personal data – Personal data means data which relates to a living individual who can be identified from that data.

Sensitive personal data – Sensitive personal data such as information relating to health, beliefs or political affiliation.

What information we collect

Personal data you provide

We collect data you provide to us. This includes information you give when joining as a member or placing an order with us through our online shop. For example:

personal details (name, date of birth, email, address, telephone etc.) when you join as a member;
financial information (payment information such as credit/debit card or direct debit details, and whether donations are gift-aided. Please see section below for more information on payment security);

If you purchase Nancy Blackett Trust membership as a gift for someone, your details will be recorded (as will the recipients’ details) and your relationship to that person will be recorded.

Sensitive personal data

Before sailing on board Nancy Blackett you will be asked to give us information about yourself in the form of a crew card. This information will relate to any physical or mental health conditions you have that may affect your participation in sailing activities. Illness or medical conditions need not necessarily prevent you from sailing, however this information is required for your own safety and that of others.

If you apply to be a Skipper or Mate, you will be asked to provide information about yourself, and Skippers and Mates are also required to be in possession of a recent certificate issued by the Disclosure & Barring Service.

Accidents or incidents

If an accident or incident occurs when sailing, at one of our events or involving one of our volunteers then we’ll keep a record of this, which may include personal data and sensitive personal data.

How do we process your personal data?

The Nancy Blackett Trust complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure; and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: –

To enable us to achieve our charitable purposes and mission
We use the information that you supply us with in order to fulfill your sailing booking, process payments or donations and to provide you with material that you have requested
To inform members of news, events, activities or services of the Trust
To administer membership records
To fundraise and promote the interests of the charity
To manage our volunteers, Skippers and Mates
To maintain our own accounts and records
To process gift aid applications
To fulfilling orders for goods or services (whether placed online, over the phone or in person).

How do we use your personal data and what is the legal basis for such processing?

The collection of the personal data described above is usually mandatory and, if such personal data is not provided, we will not be able to provide you with the information, products and services of the Nancy Blackett Trust. Where the collection of any personal data is not mandatory, we will inform you of this prior to collection, as well as the consequences of failing to provide the relevant personal data.

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. The Nancy Blackett Trust collects personal and sensitive information under the category of Legitimate Interest as a lawful basis of processing to the extent that such activity is necessary for the purposes of the Trust.

To whom might we disclose your personal data?

We may pass your personal information to anyone who needs the information in order to fulfill your sailing booking (for example our Skippers and Mates) or for the processing of any payment or donation.

Except as set out above, we will not disclose your personal information unless we are obliged to do so or allowed to do so, by law, or where we need to do so in order to run our business.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Young people

We actively encourage young people to become involved with the Nancy Blackett Trust and there are opportunities on our website, social media, newsletters and email newsletters for readers to share their photos, stories and pictures. If we publish your child’s picture, photo or story, we’ll usually include their first name and age with it. If they write an article or story for us, we might also include their surname alongside it.

Information for parents

We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children. If your child is under 18, we’ll only use their personal data with your consent. This means that, for example, if your child wants to have their name or picture featured in one of our newsletters, we’ll need you to confirm you’re happy for us to do so.

How we protect data

We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information. Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means).

Payment security

All electronic forms accessed via the Nancy Blackett Trust’s website that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.

If, via our websites, you use a credit or debit card to make a donation, purchase a membership or purchase goods from our shop, you will be giving your card details securely to one of our payment processors, who have their own data protection and security policies.

Our payment processors include PayPal and Virgin Money Giving, but may change from time-to-time as necessary. For the purposes of those transactions, the Nancy Blackett Trust does not receive or retain your card details itself.

Of course, the security of your home computer or the internet cannot be guaranteed, and the use of any online communication (e.g. information provided by email or our website) is at the user’s own risk.

Cookies, and how we use them

Cookies are small files placed on your computer’s hard drive that enable our website to identify your computer as you browse through the site. They allow websites and applications to store your preferences to present content, options or functions that are specific to you. They also enable us to see information such as how many people use our websites and what pages they tend to visit.

We may use cookies to analyse data in the following or similar ways :-

Analyse our web traffic to improve our website structure, design, content and functions
Identify whether you are signed in to our website
Store information about your preferences to present you with information you will find more relevant and interesting
Recognise when you return to our website to show you relevant content, or provide functionality that you used previously.

Cookies do not provide us with access to your computer or any information about you, other than that which you choose to share with us.

Controlling cookies

You can use your web browser’s cookie settings to determine how our website uses cookies. If you do not want our website to store cookies on your computer or device, you should set your web browser to refuse cookies. However, please note that doing this may affect how our website functions. Some pages and services may become unavailable to you.

Keeping you in control

We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows :-

The right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as a subject access request)
The right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason)
The right to have inaccurate data rectified
The right to object to your data being used for marketing or profiling
Where technically feasible, you have the right to know what personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

Keeping Your Information Up-to-Date

The Nancy Blackett Trust will ensure that personal information is kept accurate and up-to-date as far as is reasonably possible. However, we rely on members to ensure that some of the information we hold about them is accurate and up-to-date. We encourage members to inform the Nancy Blackett Trust of any changes to their information both personal data and when necessary, sensitive personal data.

How long we store information

We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you e-newsletters via emails, we will stop storing your emails for e-newsletter purposes (though we’ll keep a record of your preference not to be emailed).

If you choose to terminate your membership of the Nancy Blackett Trust, or it lapses despite renewal notices, all of your data will be deleted from our records within 2 years of your advising us or of your membership lapsing, unless you have authorised Gift Aid on your membership subscription – in which case we will hold the information as long as required by HMRC.

We continually review what information we hold and delete what is no longer required. We never store payment card information.

Subject access requests – how to get a copy of the data we hold about you

You have a statutory right of access to personal and/or sensitive personal data that we hold about you. This is called a “Subject Access Request” or SAR. The Nancy Blackett Trust will make a charge of £10 on each occasion that access is requested. The Nancy Blackett Trust aims to comply with requests for access to personal information as quickly as possible, but will ensure that it is provided within 40 days.

Individuals will not be entitled to access information to which any of the exemptions in the Act applies. However, only those specific pieces of information to which the exemption applies will be withheld.

To exercise this right, please write to:

Robin Sadler, Trustee, The Nancy Blackett Trust, c/o 42 The Hyde, Ware, Herts SG12 0ER.

Please refer to the information you wish to see, and enclose a cheque for £10 payable to the Nancy Blackett Trust. We will not administer Subject Access Requests made by a third party, unless it arrives with the written authority of the person who’s the subject of the request.

Further information about Subject Access Requests can be obtained from the Information Commissioner’s Office.

Updates to this Privacy Notice

We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws.

You can see when this Privacy Notice was last updated by checking the “last updated” date displayed below.

Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact: